OnBase FAQs

How do I access OnBase?

Once your manager approves you for an OnBase account, you can either log in online or you can access it through the Unity Client on the pc.

How do I get the OnBase Unity Client on my Windows PC?

You can either submit a ticket to the Helpdesk (helpdesk@uthsc.edu) or to the OnBase administrator (scheon@uthsc.edu) containing your name and your PC name.  If you aren't sure if your PC's name, please use these instructions to find your pc name.

How do I get the OnBase Unity Client on my Mac?

The Unity Client only runs on Windows.  For macs, you will have to access OnBase online.

OnBase Online FAQs

I have the Unity client.  How do I log in?

You will use your netID and password to log in to OnBase.  For now, there is no duo authentication. 

You will double-click the icon on your desktop:

You will then see this login screen:

How do I search for documents in OnBase?

There are two ways to search for documents in OnBase: document retrieval and custom query. If you are looking for a specific document, you will likely use the retrieval function. Once you log in to OnBase, you will click on the icon with a magnifying glass that says “retrieval.”

Then you will select a group and then a document type.  In the screenshot below, you see that HR is selected and you will see the separate document types under HR.

When you select a document type, you will see what keywords OnBase has for that document.  You can put in the keywords, and then select find to bring up your document.

Unlike document retrieval, custom query is good for when you need many documents or you do not know exactly which document you need.  First, you will click on the icon that says custom query (right next to retrieval).

When you highlight your specific query, it will turn yellow and you can put in keywords.

How do I clear the keywords?

Next to the date range, you will see a small arrow with an x inside of it.

If you click on that arrow, it will clear all fields (keywords and date range).

How do I print a document in OnBase?

Once you open the document, you can click on the Send To icon at the top and choose Print.

Alternatively, you can right-click anywhere on the document, select Send To and then choose Print.

How do I download a document?

Once you open the document, you can click on the Send To icon and choose File.

Then on the far right of the screen, you will see the options to save the document.

Uncheck Apply Settings to Subsequent Documents if you do not want all of your files to be saved to the same place.

You can also right-click anywhere on the document, select Send To and then choose File.

What if an option is greyed out and I cannot click on it? 

If you cannot click on an option, that means that you (or your OnBase group) does not have permission to do that action.  For example, in the following screen, this user has no permissions for the Send To option. 

How do I import a document into OnBase?

There are two ways you can import a document: you can browse for a digital file already on your computer or you can scan a file in using a local scanner. Either way you will, need to click on the Import icon.

Once you do that, then you will be in a new tab where you can choose browse or acquire.

You will notice in the example above, that acquire is greyed out.  That means that OnBase does not recognize that there is a scanner attached or the scanner is not currently powered on.  If you have a scanner attached but acquire is greyed out, you will need to submit a ticket to the HelpDesk to figure out if you need to download software for your scanner.

If you need to import a document already on your pc, click browse and it will open file explorer for you.

You can then browse to the folders and files you need and select the document. Once selected, you can then start categorizing the document and filling in the keywords. Remember that this is what you will use to look the document back up in OnBase: the more information is there, the easier it will be to find later.

You must click on the acquire button in order to scan a document into OnBase. Once you do, it will ask you to select which scanner you want.

When you select it, it will then automatically bring up your scanner’s software.

You will then fill out all of the information to bring the document into OnBase. Once a document has been imported, it will become available to all users of your group.

How do I log out of OnBase?

Closing out of windows does not automatically close the program.  To exit out of the OnBase Unity Client, you will need to click on the caret next to the date and time in the bottom right-hand corner. You should see a small OnBase Unity client icon there.

Then right-click the icon and you will see a new window pop-up where you can exit OnBase.