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OnBase - Frequently Asked Questions

How do I access OnBase?

Most users on campus will use the OnBase Web Client. 

Supported Browsers

  • PCs - Internet Explorer 9-11, the 32-bit version
  • Macs - Firefox ESR 31 with a PDF Viewer add-on or Safari 8

Installation and configuration instructions may be found on the ECM Internal Resources web page.

Why can't I use Chrome to access OnBase?

Internet Explorer, Safari, and Firefox ESR are the only browsers supported by Hyland Software, the vendor for OnBase.

When will I have access to OnBase for my department?

The ECM initiative will be big, taking at least five years to implement across campus — integrating processes and systems and significantly impacting administrative operations. Undergraduate Admission was the first office to implement OnBase, and users of the legacy ECM system NolijWeb were converted OnBase througout 2014 and into June 2015. Subsequent offices and business processes will be reviewed to determine ECM implementation candidates for 2016 and beyond. More information may be found here.

Can I access OnBase from a laptop on the wireless network?

OnBase can be accessed from a laptop via a VPN connection. Information about using the University's VPN may be found here.

Can I access OnBase from home or off-campus?

OnBase can be accessed from home or off-campus via a VPN connection. Information about using the University's VPN may be found here.

Why can't I use Internet Explorer 64-bit if I have Windows 7 64-bit?

Internet Explorer 64-bit is not supported by Hyland at this time. When attempting to run the 64-bit version, the Active-X control continuously attempts to download, preventing users from working in OnBase.

Where can I find Onbase User Guides?

OnBase quick guides, and Module Reference Guides (MRGs) may be found on the ECM Internal Resources web page. 

Hyland provides access to their Community site where additional OnBase resources may be found.  Information on how to access the Hyland Community may be found here.

What training is available for OnBase?

Please see the OnBase User Guides and On-Line Training page for this information.

Why can't I print a document in OnBase?

One of the reasons the University is moving to an Enterprise Content Management system is to be able to "Protect and track business assets."  Once a document is printed outside of the system there is no control over where the document goes or who has access. OnBase allows the university to manage the documents so that only the people who have a demonstrated need to see or use the documents have access. 

When the University purchased OnBase one of the stated reasons was to help move us towards fulfilling a goal of the Richmond Promise:

IV.4. (iii). Develop and implement a campus sustainability plan to support the University’s
environmental stewardship goals and the President’s Climate Commitment

Maintaining the documents in the OnBase systems assists in that by reducing the amount of paper physically stored on campus.

Why can't I email a document from OnBase?

One of the reasons the University is moving to an Enterprise Content Management system is to be able to "Protect and track business assets."  Once a document is emailed outside of the system there is no control over where the document goes or who has access. OnBase allows the university to manage the documents so that only the people who have a demonstrated need to see or use the documents have access.

Where can I find a guide for my specific OnBase process?

Each department or area is responsible for maintaining their own process-specific documentation and guides. Please contact your department's primary OnBase user for this information.

How do I get an OnBase account?

As each department is brought on-line with OnBase a determination is made by the document owners as to who needs access to the documents; then accounts are created during the implementation. After the initial implementation a request can be made to the document owner to be granted access; if there is a proven need the document owner may request an account be setup.

How do I get access to documents already in OnBase?

A request can be made to the document owner if there is a proven need to access documents already in the system. If the need is sufficient and approved the document owner may grant access.