Nolij Implementation Guide

The following information will assist you in the analysis process when beginning a new Nolij project. You will work closely with the Nolij Implementation Team within ITS to review departmental business processes in an effort to ascertain how Nolij can be used to improve your workflow, minimize paper-based tasks, and digitize your files. Below is an overview of the required information and documentation needed to begin a Nolij project.

Step 1: Specify a Data Owner

Each Nolij project must have a designated data owner. This is the person responsible for the data your department/unit will store within Nolij.

Step 2: Define Search Queries

In Nolij, all document searches are based on a query. Queries return results from database tables and display the results in the form of folders. Here are a few things to consider when thinking about what query will drive your search for people:

  • What group of people are you searching for? (students? staff? faculty? alumni?)
  • Are you searching for a specific group of people within the larger group? (enrolled students, active employees, etc)
  • What fields do you typically use to search? (bannerid, last name, first name, class year, dob, etc.)

For items not related to people:

  • Excluding documents that are indexed to people, what are the types of things that you search for? (purchase orders, invoice #, etc.)
  • What fields do you typically use to search? (invoice #, purchase order #, contract #, etc.)

Step 3: Identify Roles

Who in your office will work with you on your Nolij project? What types of jobs or roles do those people have in relation to this project? Nolij document access is role-based. Thus, documents are available only to those individuals whose jobs warrant access to those documents.

Sample roles:

  • Administrator
  • Scanner/Indexer
  • Scanner
  • View Only

To create a new role for your Nolij project, please complete the following form:

Step 4: Add Users to Roles

Each Nolij user must have an account setup within Nolij. Please list each person within your department that will access documents for your Nolij project. Based on the list of roles you defined previously (in the Roles section above), assign each user a role for your project.

When adding users to a Nolij project, the data owner must fill out the following form. Up to 5 users can be added using a single form, but all users listed on the same form must have the same role type.

Step 5: Define Custom Document Categories

Custom Documents Categories define the kinds of documents you work with for your Nolij project. Here are a few examples of Custom Document Categories:

  • Transcript
  • Recommendation letter
  • W-2
  • Driver’s license

Use this form to request the creation of a Custom Document Category:

Step 6: Define System Document File Types

System Documents are the file types (designated by the files' extensions) that you use for you Nolij project. For example: pdf, doc, docx, tif, txt, etc. If you plan to scan documents into Nolij, tif should be listed as one of your System Document file types.

Create a list of System Document file types:

  • *.tif
  • *.pdf
  • *.doc
  • *.docx
  • *.xls
  • *.xlsx

Use this form to request the creation of a System Document file type:

Step 7: Setup Interdepartmental Shares (if needed)

Sometimes it is necessary for users in other UTHSC departments to have access to your documents in Nolij. Nolij Data Owners regulate the level of access individuals and groups in other UTHSC departments have to their documents.

Nolij Support Team

 

Connie Sutton
641 Alexander
Memphis, TN  38163
(901) 448-8032
csutton@uthsc.edu

Usage Disclaimer

By using the Nolij application you agree that you will not violate UTHSC's policies and procedures related to the Use of Information Technology Resources, Intellectual Property, Copyright, HIPAA, and FERPA.