Nolij Web Training General Navigation

 

Nolij Web Training General Navigation Updated 9/25/12                  

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  Table  of  Contents   Introduction  ...............................................................................................................  3   How to login  ................................................................................................................  3   Basic Navigation  .........................................................................................................  3   Searching for a student   ........................................................................................  4   Viewing documents  ...................................................................................................  4   Scanning documents  ................................................................................................  5   Indexing a document  ...............................................................................................  6   Merging Pages  ...............................................................................................................  7   Batch Scanning/Indexing  .....................................................................................  7   Import a document  ....................................................................................................  8   Annotating a document  .........................................................................................  9   Printing a document  ..............................................................................................  10   Emailing a document  ..............................................................................................  10   Deleting a document   .............................................................................................  11   Logging Out  ................................................................................................................  11  

     

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Introduction Nolij  Web  is  a  web  based  document  management  system.  In  this  training  you  will  learn  the   basics  of  navigation,  how  to  scan  documents,  how  to  index  documents  as  well  as  other  system   features  such  as  annotation,  printing  and  emailing  documents.       If  you  experience  any  issues  using  Nolij  Web  please  contact  the  IT  Support  Center  at  (509)  313-­‐ 5550  or  [email protected].    

How to login 1. Using  Mozilla  Firefox,  go  to  http://nolij.gonzaga.edu:8080/NolijWeb       Note: using Internet Explorer could result in slow performance or unknown errors. 2. The   Nolij   Web   login   screen   will   come   up.     Type   in   your   Banner   Username   and   Banner   password.    Either  hit    or  click  the    button.  

Basic Navigation

Clicking  on  the  Nolij   The  ‘Work   Logo  will  allow  you  to   Complete’  button   see  the  user  guide   sends  a  folder  to   the  next  step.   This  is  only  used   by  departments   that  have   automated   workflow.  

Displays  where  the  folder  is  located  in  the   workflow.  If  you  have  permission,  you  can   also  manually  route  folders  using  the  down   arrow.  Please  note  that  each  department   will  have  a  different  title  here.  

The  ‘Clear   Query’  button   clears  the   Query  area.  

Under  the   ‘Preference’   menu  you  have   the  following   options:  Change   your  view   options,  Change   your  theme,   Document  view,   and  Forms  

  This  is  the  inbox  area.   It  shows  you  what    (if   any)  inboxes  you  can   view  and  how  many   folders  are  in  the  b   ox.  Put  your  mouse   over  the  words  and   double  click  to  open   the  inbox.  

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After 20 minutes of inactivity you will be logged out.

An  instant   chat  feature   and  a   graphical   representatio n  of  your   work  flow  are   located  under   ‘Tools’    

 

Searching for a student 1. You  can  search  for  a  student  by  using  GU  ID,  Social  Security  Number  (SSN),  or  Name.  The   options  for  searching  will  vary  by  department.  For  example,  the  Accounts  Payable  area   can  search  using  PO#.     a. To  search  by  GU  ID,  type  in  the  person’s  ID  number  into  the  ‘GU  ID’  field  and   press  enter.     b. To  search  by  SSN,  type  it  into  the  SSN  field  and  press  enter.   c. To  search  by  name  use  the  first  and  last  name  fields,  these  fields  are  case   sensitive.  You  can  also  use  the  ‘%’  as  a  wildcard,  just  as  you  do  in  Banner.  

Note: a different set of query fields will appear, depending on the department you work in.

Viewing documents 1. Once  you  have  searched  for  a  student,  their  folder  will  show  up  in  the  ‘Query  Results’   box.  If  you  click  on  the  folder,  it  will  display  the  documents  in  the  ‘Folder  Objects’  box.   To  view  a  document,  click  on  it  and  it  will  appear  in  your  work  area  to  the  right.    

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Imaging Toolbar

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1.) Allows  you  to  drag  the  document  up  and  down   2.) Saves  any  changes  you’ve  made  to  the  document   3.) Used  to  print  the  document   4.) Takes  you  to  the  beginning  of  the  document   5.) Takes  you  to  the  previous  page  of  the  document   6.) Takes  you  to  the  next  page  of  the  document   7.) Takes  you  to  the  end  of  the  document   8.)  Allows  you  to  extract  pages  from  a  document   9.) Rotates  the  image  counterclockwise   10.) Rotates  the  image  clockwise   11.) Annotation  menu   12.) Zoom  in   13.) Zoom  out   14.) Fits  the  image  to  the  width  of  your  window   15.) Fits  the  image  to  the  height  of  your  window   16.)  Maximizes  the  image  to  the  its  actual  size  

Scanning documents 1.) 2.) 3.) 4.)

Bring  up  the  student’s    folder  by  entering  their  name,  ID,  SSN,  etc.   Make  sure  your  scanner  is  on  and  place  the  document  in  correctly.   Then  press  the  scan  button.   A  window  will  pop  up.  Here  you  can  adjust  to  the  quality  of  the  image.     a. If  the  words  on  the  document  are  really  light  turn  the  brightness  up  to  make  it   darker.     b. If  the  page  is  dark  or  an  odd  color  such  as  yellow  then  turning  the  brightness   down  will  make  it  easier  to  read.     c. Resolution  should  not  be  set  lower  than  300  x  300.   d. Image  Mode  should  always  be  Black  &  White.  

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5.) When  you’ve  made  all  necessary  adjustments  click  the  “Scan”  button.

Indexing a document 1.) Now  that  the  document  has  been  scanned  it  needs  to  be  indexed.  If  you  right  click  on   the  document  a  list  of  options  will  pop  up,  select  “Choose  Index  Type”.  

  2.) Another  box  will  come  up  with  Indexing  options.  Select  the  appropriate  document  type.  

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  3.) If  the  type  of  document  is  included  in  this  list,  click  on  it  and  the  files  name  will  change.     4.) If  you  do  not  see  an  appropriate  option  you  can  use  the  ‘Misc.  Item’  option.   5.) In  order  to  customize  a  document  type,  you  can  add  text  to  the  end  of  the  name  by   scrolling  to  the  end,  hitting    -­‐    and  typing  your  text.  For  example,  “ADU-­‐ Transcript”  can  become  “ADU-­‐Transcript  –  Gonzaga  Prep”.  

Merging Pages 1.) If  the  document  has  multiple  pages,  first,  scan  all  the  pages.   2.) You  can  merge  them  into  one  document  by  clicking  on  the  front  page,  then  pressing   control  and  clicking  on  all  the  other  pages.  NOTE:  Select  the  pages  in  the  order  you  want   them  to  be.   3.) Then  right  click  and  select  “Merge  Selected”  now  all  of  the  pages  you  selected  will  be  in   one  document.  

Batch Scanning/Indexing A batch option can be helpful if you have a stack of documents such as transcripts to scan. 1.) In  the  scanning/indexing  role  click  on  the  drop  down  arrow  in  the  yellow  batch  folder   area.  Each  department  will  have  a  different  batch  area  title.   2.)  Either  select  a  batch  folder  that  has  already  been  created  or  type  in  your  own  name  and   press  enter.   3.) If  you  are  creating  a  new  batch  folder,  a  window  will  pop  up  asking  if  you  would  like  to   create  a  new  record.  Click  ‘yes’.   4.) The  batch  folder  will  display  in  your  query  results  window.     7

 

5.)  Right  click  on  the  Query  Title  above  the  folder.  Each  department  will  display  a  different   naming  convention  for  the  Query  Title  (ie  “Admissions  Batch  Query  1”).   6.) Then  Click  on  “Lock  Query  Results”  (Note:  you  must  unlock  the  batch  folder  in  this  same   way  when  you  are  finished  working  with  it).   7.)  Open  the  folder  by  clicking  on  it.   8.) Now  you  can  start  scanning  documents  in  and  they  will  go  into  that  folder.       9.) Index  the  documents  as  described  above.  If  all  your  documents  can  be  given  the  same   name,  you  can  index  all  of  them  at  once  by:   a. Holding  down  your  Control  key,  selecting  all  of  the  documents   b. Right  clicking  and  selecting  the  appropriate  indexing  title.   To attach one of those batch documents to a student record:     1.) Look  up  the  student   2.) Click  on  the  document  in  your  batch  folder  and  drag  it  over  to  the  student’s  folder   3.) Click  the  ‘Clear  Query’  button  

Import a document If you have a document saved on your network drive or desktop you can drag documents into the students folder. 1.) Look  up  the  student  and  open  their  folder   2.) Maximize  the  ‘System’  and  ‘System  Objects’  windows  at  the  bottom  left  of  your  screen   3.) Click  on  the  folder  you  have  the  document  saved  in  

4.) The  available  documents  will  show  up  in  your  ‘System  Objects’  window  

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  5.) Select  the  document  you  want  to  move  to  the  student’s  folder  

  6.) And  drag  it  up  to  where  the  student’s  other  documents  are    

Annotating a document From your Imaging Toolbar you can select the annotation option which will provide you with many different options such as: put notes on the image, highlight a word(s), draw lines, etc. To annotate a document:     1.) Click  on  the  Annotation  Tools  button   on  your  imaging  toolbar     2.) From  the  dropdown  menu  select  the  annotation  tool  you  would  like  to  use    

3.) Make  the  desired  annotations   9

 

4.) Click  the  save  disk     5.) You  can  modify  an  annotation  (i.e.  change  the  font  size)  by  right  clicking  on  the   annotation.  

Printing a document 1.) To  print  a  document,  bring  up  the  students  folder     2.) Click  on  the  document  in  the  ‘Folder  Options’  window   3.) The  file  will  appear  to  the  right,  click  on  the  printer  button  

 

Emailing a document 1.) To  email  a  document,  bring  up  the  student’s  folder   2.) Click  on  the  document  in  the  “Folder  Options”  window   3.) Right  click  on  the  document  and  select,  “Email  as  Attachment”  

 

4.) An  email  window  will  come  up,  fill  out  any  necessary  or  desired  information.  Please   note  that  if  you  select  ‘Original’  on  the  ‘Document’  line  below,  the  document  will  be   emailed  without  any  annotations  that  may  have  been  made.  If  you  select  ‘Image’  all  the   annotations  will  be  included.  

5.) Click  “OK”  

 

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Deleting a document 1.) To  delete  a  document,  bring  up  the  student’s  folder   2.) Click  on  the  document  in  the  “Folder  Options”  window   3.) Right  click  on  the  document  and  select,  “Delete”  

  4.) You  will  receive  a  confirmation  window,  select  “Yes”  

  5.) If  you  delete  a  document  by  mistake,  you  can  recover  it:   a. Right-­‐click  on  the  student’s  folder.   b. Choose  “File  Recovery”.  A  window  will  pop  up  showing  all  the  deleted   documents.   c. Choose  the  document  you  wish  to  recover  and  hit  “Recover  Document”.  It  will   then  reappear  in  the  student’s  list  of  documents.  

Logging Out 1.) To  Log  out  of  Nolij,  be  sure  you’ve  cleared  your  “Query”  and  “Query  Results”  areas.   2.) Click  on  the  red  “x”  labeled  “Logout”  in  the  upper  right-­‐hand  corner  of  the  Nolij  window.  

REMEMBER!   Once  you  are  done  scanning,  indexing  and/or  merging  documents  be   sure  to  click  “Clear  Query”  before  you  go  to  a  new  student’s  file.    

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