Based upon original presentation by University at Utah, Scan Store and Retrieve documentation from Ithaca College, Document Imaging as a Service publication from SUNY Stonybrook: this is an intro to Document Imaging and Nolij Web at University at Albany in MS Powerpoint

1. What is Document
Imaging?
•Has become more than just scanning in paper files.
•Capture, Store, and Retrieve Documents
• Hard Copy (e.g. paper, vellum, etc.)
• Electronic (e.g. MS Office, PDF, etc.)
• Multimedia (e.g. video, audio, etc.)*
• Web Content (e.g. HTML, XML, etc.)
• Many More
•Distribute information via Workflow
•Is a subset of Enterprise Content Management
•Technology to eliminate paper.
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2. Introduction to Nolij
Web
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UA makes use of these features in Nolij Web :
• Document Imaging
• Document Management (redaction, annotation)
• Forms
• Workflow
• Reporting -- via People Soft
• Collaboration – messaging option (not often
used)

3. Benefits of Nolij Web
Integrates with PeopleSoft -- ITS does the coding for this 
We can customize a Workflow.
Redaction permits you to share documents with others in the system
while masking sensitive data.
Access Nolij Web from almost anywhere (well you do need a computer
and the Internet).
Scanning, Storage, Retrieval, Reporting, Integrated Forms, Workflow and
Collaboration.
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5. Secure
•Nolij Web stores the documents securely
•Only those specifically granted access to a document can view it
•Each action related to a document (view, download, upload, edit, share,
annotate) requires a separate security permission
•You control the security for your department
•Nolij Web documents, folder/workflow status, permissions are all backed
up nightly
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6. Key Terms
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Workflow – allows for documents to be “routed” and tasks completed according
to the business rules of the office. In Nolij Web it is the process by which a folder
is sent from one inbox to another following predefined business rules.
Mailbox – collection of folders. Folders hold documents.
Folder – container for a collection of electronic documents with a common
identifier. Electronic documents may be scanned directly into a folder, such as a
student folder, or can be dragged into a folder
Roles – Determines the content and features you can access and the tasks you
can perform. Within Nolij, you can be assigned multiple roles, between which
you can switch (use one at a time).
Rights – Permissions granted to a user on a workflow, mailbox, and the
documents within them.

7. Workflow
The Workflow feature automates how documents, information, and
tasks are passed from one individual to another. With it we can:
• Automate the paper and folder flow within or across departments,
based on internal policy and procedure, to streamline decision making.
• In a simple workflow, information moves in a fixed, linear path. In a
complex workflow, information movement can vary depending upon
the conditions you specify.
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8. Simple example
Modeling an approval process for a college in three steps:
1. First, applications are sent to a clerk who verifies that all required
documents (such as essays and transcripts) are provided.
2. Next, if all documents are provided, applications are sent to an
assistant who reads the documents.
3. Finally, after the assistant reads the documents, applications are sent
to a director for final approval.
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9. Less Simple Example
A school gets two types of applications—one for United States (U.S.) applicants and
one for non-U.S. applicants.
1. First, clerk verifies that all required application documents are provided.
2. If all documents are provided, next steps are:
◦ a. U.S. Applications go to the assistant reviewing domestic applications.
◦ b. Non-U.S. Applications go to a different assistant.
3. After the assistants have reviewed the documents, next steps are:
◦ a. U.S. Applications go to one director responsible for approving domestic applications.
◦ b. Non-U.S. Applications go to another director responsible for approving non-U.S.
applications.
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10. Mailboxes (also known as Inboxes)
•The mailbox (or inbox, or workflow step) is where folders (or records )
are routed.
•Users can send information to other inboxes and receive information in
their own inboxes.
•Multiple users can “own” an inbox, which enables them to share the
folders within it.
•If we (ITS… in collaboration with you) set up a “Complete Step” action
on an inbox, which indicates that work has been finished, the folder
moves to the next inbox in the workflow according to the specified
workflow path. 
•Each mailbox has a number in parentheses beside it to indicate how
many folders are there. When you open a folder the Current Inbox:
field displays where that folder lives then in the flow
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11. Folders
You can do the following.
• View documents in a folder.
• Index documents.
• Delete and rename documents in a folder.
• Email documents.
• Add documents.
• View and edit document properties.
• Open multiple documents in new windows.
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12. Roles
A Role can determine what work is being performed.
Different Roles may be set up with various “Rights” (permissions)
A User can be assigned multiple Roles.
Example:
Registrar staff member needs to look up student info and course info. An
HR staff member needs to look up personnel benefits info as well as
position control/job definition data.
Someone who works part time in both departments could be assigned
both Roles, and could switch between them for whatever work they were
doing at the time.
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13. Rights
•“RIGHTS” are what is permitted
•Different Roles have different Rights
•Possible Rights:
– Access to Documents
– View, Edit, Add, Index or Delete Documents
– Email or Print Documents
– Access to a Folder in Workflow
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14. Locked Folders
Nolij Web is a “First Come, First Serve” System
The first person to open a folder may make changes.
That user has “Locked” the folder
Others may view the folder but they cannot make changes
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15. Logging in
•Mozilla and Safari are the
“preferred” platforms for Nolij
Web.
•Link is on the ITS website at
www.albany.edu/its
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16. 16
Your username and password to log into Nolij are the same as
MyUAlbany.

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18. Toolbar
Workflow
Inboxes
Query or Search Bar
Query
Results
Folder
Objects
Form
Document Viewer
Role
Workflow
Status
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ITS works with you to find the common attributes for fetching a folder so that we
can set up the Query fields. Since the query search can access PeopleSoft we
most often search by common fields like Albany ID.

20. Query Search
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These fields for demo purposes were arbitrarily chosen.
How you use Nolij Web will depend upon your office processes
You might have an entirely different set of search fields for
different Roles, or for various mailboxes in the workflow

21. Display – Enlarging Document
Viewer
Maximized
View
Restore
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22. Click on drop down to
get two option:
-User Guide
-About Nolij Web
Work Complete - is
used to when an
automated workflow is
in place
Clear Query - is used
to clear your search
bar
Click on drop down to
get four options:
- View Options
- Themes
-Document Viewer
-Form
Role – Change role
without logging out
Logout – this logs the
user of out Nolij Web
Scan – is used to scan
documents from
scanner
(Only appears when a
folder is open)
Click on drop down to get
three options:
-Communication Window
-Graphical Workflow
-User Summary
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23. Query Bar
When searching, start broadly and use
the wildcard (%).
For example to find Robert Paine, we
would type PA% in the Last Name box
and hit enter.
If you only search on PA, nothing will
be returned.
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24. How to look up a Folder
Click in a Box on the Query Bar to Activate It
Type the Proper Data to Search (Ex: ID Number, Name)
Hit Enter on the Keyboard
* The NolijWeb wildcard is the percent sign %.
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25. Searching Step by Step
1. Start broadly, use wildcards
2. Select (double click) folder
3. Clear Search Results to Clear Query Results area
4. Place the cursor in a query box
5. Press enter
6. Select (double click) the folder
7. Always press Clear Query before searching again
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26. Adding Documents -
Indexing
What is Indexing?
◦ The Matching of a Document to a Folder
◦ A Two Part Process
◦ Part 1 – Adding a Document to a Folder
◦ Part 2 – Index the Document
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27. Add a Document – Drag
and Drop
•Open a Folder
1. Start broadly, use wildcards
2. Select (double click)
3. Clear Search Results to Clear Query Results area
4. Place the cursor in a query box
5. Press enter
6. Select (double click) the folder
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28. Add a Document – Drag
and Drop
Open both the System and the System
Objects panels by clicking on the Expand
button
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29. Add a Document – Drag and Drop
The System panel is a windows explorer like interface. Select the directory
where the documents are and the file names appear in the System Objects panel.
Drill Down to the File to be Added to the Folder and Click on File Name
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30. Scanning into a Nolij Web Folder
•Open the folder into which you are scanning.
•In the header, you will have the option to scan
•To scan a single page document, click on the scan icon. If
scanning multiple pages into the same folder, click dropdown
arrow and check the box
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31. Scanning into a Nolij Web Folder
A menu box prompts you to select your scanner.
We request that you use the following as your default for
scanning into Nolij Web:
200 x 200 dpi
Black and white.
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32. Scanning into a Nolij Web Folder
When finished scanning the document will appear in the Folder Objects
window.
Next rename the file with the appropriate label: right click on the
document in the Folder object window.
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33. Indexing Documents
When you right click to index documents,
the top 10 will be listed
If your index type is not listed, select More
Index Types….
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34. Indexing Documents
Index a Document: Right Click the document in the Folder Objects Panel,
click Choose Index Types, select index type, and select OK

35. Folder Objects
•Shows documents in Folder
• Application
• Waiver Form
• Registration
•Icons dependant on type of file
• tif
• doc
• pdf
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36. Folder Objects
Click on Folder to see Objects
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37. Folder Objects
Click on Document to
View
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38. Display – Imaging Toolbar
The Imaging Toolbar displays once a document in folder is
selected
Helps with viewing documents
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39. Workflow
NolijWeb is a Virtual Version of Workflow
The Workflow Bar Shows Where the Folder is in the Workflow
Each Step is Called an “Inbox”
One or Multiple Users can have Access to a Particular Inbox Based on the
Work that Needs to be Completed at that Step of the Workflow
Access to an Inbox is called Ownership of that Inbox
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40. Workflow – Viewing Inbox
To view an inbox, select the inbox you want to view, then double click the folder to
view. You can also single click the folder, then click OK
If you right click the folder, you have these options
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41. Workflow
There are two methods for routing through Workflow
◦ MANUAL: you choose where to move the folder
◦ AUTOMATIC: the system routes based upon preset rules per your
department’s wishes in response to you marking the folder in that step
(mailbox) as Work Complete
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42. Workflow
Press Work Complete
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43. Workflow
This box will display, indicating the inbox the folder will be routed to
Verify the Route to and hit the OK button
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44. Workflow
The inbox you routed the folder to will be incremented, and the folder
status will show the current inbox
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45. Manual Folder Route
Then select the icon beside Move To. Select the inbox to Route
the folder into
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46. Workflow – Viewing Inbox
Click on the Inbox -- Inbox Detail Window Opens
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By clicking on the
folder header, you can
rearrange the list by
number or by date put
into the folder.
This may help in
reviewing only new
records.

47. What did we cover?
We know (generally) what document imaging and electronic content
management can do for us.
The software tool University at Albany presently uses is Nolij Web.
Nolij Web runs in any browser and uses our standard MyUAlbany credentials.
We can scan, store and retrieve documents and we can mimic our business
processes through Nolij Workflow.
We can print, edit, annotate and redact documents. We can query our systems
based upon the folder we open and see the data fetched in a simple form.
ITS works with you to configure security/permissions/search query/workflow
etc., and ITS builds reports in PeopleSoft according to your business needs.
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