Getting Started With Nolij Web
In order to use Nolij Web an Employee Access and Compliance Agreement (EACA) must be on file with Human Resources. All employees must sign and agree to abide by the guidelines in the Employee Access and Compliance Agreement. The policy and procedures can be found on the University at Albany website - Account and Access Individual Services (http://www.albany.edu/its/svc_indacct.php)
The person making the request must be a current faculty or staff member.
Please use the ITS Service Desk form
Log in here
If there is a difficulty in signing into Nolij Web, contact the ITS Service Desk.
Selecting A Role
After entering the log-in information, users are prompted to select a 'role' in which they would like to work. These 'roles' are linked to other security privileges. The purpose of selecting roles in Nolij Web is to enable users to work within a specific configuration that leverages work processes and routines that are pertinent to the role. A user logging on as a 'Student Accounts Official' will see a Nolij Web user configuration that is specific to Student Accounts Processing
To select a role for Nolij Web processing, simply select the row in the above window that best describes the processing you're about to do (the Role and Department will become highlighted) and click OK. This logs you in to Nolij Web as the selected role and you are ready to operate Nolij Web software.
Nolij Web Main Screen
Nolij Web provides a list of tools that will be used below the browser address bar.
When you reach the main screen of Nolij Web, you will notice three distinct areas:
- Top - Query and Workflow.
- Left Half - Query Results/Folder Objects and System Browser.
- Right Half - Viewer for Documents, Statistics, Messaging, and Data Form.
Changing size and shape
The size and shape of each of these areas can be changed. Each section can be re-sized to meet your needs. This is done by simply maneuvering your mouse to an edge of any of these areas, and when your pointer turns into a black horizontal or vertical arrow bar, left-click, hold down and drag. Sliding the mouse left and right, or up and down, resizes the selected area.
To make the right two-thirds of the screen, contain the Viewer area, move the mouse so that the pointer hovers over the far right of the Query and Workflow area. When the pointer turns to a horizontal arrow bar, left-click, hold and drag the mouse towards the left side of the screen. When you see the Viewer Area 'pop up' to the top of the screen, release the mouse button. Now the left half of the screen contains the Query, Workflow, Query Results, Folder Objects, as well as the System Browser.
In order to scan paper documents into Nolij Web, you will need to have a Twain compliant scanner attached to the desktop. Once you have the scanner attached and the appropriate Twain drivers installed, you may begin scanning.
It is always better to sort the papers according to the size, color and thickness.
Smaller and larger documents can be placed on the Scan bed while the A4 size and other standard size can be given to the automatic document feeder.
The Acquire Image (scan) button is located to the left of the main toolbar. Notice that the icon is actually a scanner and contains a drop-down arrow. This drop-down offers you five choices:
Acquire Image - invoke the scanner, and bring a dialog box to choose the various attributes for scanning.
Select Device - select a twain compliant imaging device, usually a scanner, from a list of devices currently installed on your PC.
Hide Scanned Pages - Helps in preventing the image of the document coming in the image viewing window.
Device Settings - settings that define the type of image/document you are about to scan. These settings include
Resolution - usually in DPI, Dots per Inch. The higher the DPI, the more detailed the image, but the larger the Image size.
Scan Size - The size of the document to be scanned.
There may also be settings to control other aspects of the image such as Brightness, Contrast, Highlight, and Shadow.
? Scan Setting: Choose if the number of sides to be scanned. If it is a double sided document or a single sided document
? Original Scan Method: Choose if the document is placed in the Automatic Document Feed (ADF) or Scan Bed
(Exposure Glass) Scan Bed is used to scan smaller documents and over size documents.
? Always choose Gray Scale.
Show Dialog / Hide Dialog
If 'Show Dialog' is displayed you will see the 'Device Settings' window as shown above.
If 'Hide Dialog' is displayed, the scan process will proceed without any further user intervention.
Scanning Paper Documents
By clicking on the Acquire Image icon, you will invoke the attached scanner. This software should display the settings previously described, and give you the option to 'Scan' the document currently in the scanner.
When you press 'Scan', the resulting image(s) appear in the 'Folder Objects' window with a system generated name in the pattern of 'Image######.tif'. At the end of scanning a dialog box will appear showing the number of pages scanned.
- Count the number of documents scanned and check against the files that are present.
- If the documents scanned were double sided then, each of the side will be a different file
- For instance, if 5 single sided documents were scanned, there should be 5 files in Folder Object
- If 5 double sided documents were scanned, there should be (2*5) 10 files in the Folder Objects.
- Open each of the documents and ensure that the documents have been scanned properly.
- If the document is upside down, then click on the 'Show Imaging Toolbar' which is above the Lavender toolbar.
This will bring a toolbar on the document viewing area
Imaging Tool Bar
Drag - Little Hand - Used to drag the document
Rotating boxes - to rotate the document either clockwise or counter clockwise
Magnifying glass with + - To enlarge the image
Magnifying glass with - - To minimize the image.
Best Fit - To view the entire page of the document
Zoom to width - To make the document fit to the width of the viewing area
Merging pages of a document
A document can have multiple pages. Each of the pages will be scanned as different file. Hence to represent them as single file, select the files that represent the page 2, by holding the shift key, click on the last file, thus all the files get highlighted. Drag and drop all the highlighted files into the file that represent the first page of the document. Now only the file that represents the first page will appear and the remaining will disappear.
By default, the record displayed, and selected in the 'Query Results' area of Nolij Web is the student for the document just scanned. In other words, the document has been linked/indexed to the record selected from the database via the query. The process of changing the student of the scanned document is explained below:
- While holding the CTRL key left Click on the little two square present against the SQLQuery
- Search for the correct student record by entering the details in 'Lavender boxes' on the top.
- Now, left click on the document to be moved and pull it against the correct student's folder. The Student Folder's Name will become selected and blue.
- Open the Correct Student record and check if the document is present.
- The above procedure can be used while moving documents from the system objects/System area to Folder Objects area.
Adding Electronic Documents
In order to attach an electronic document, simply locate the file on your PC by browsing to it via the System Browser/System Objects windows, located below the Query Results/Folder Objects. Locating and selecting a directory (e.g. My Pictures), populates the System Objects window with the contents of that folder. Now you may simply click on the chosen file within the System Objects window (Sample.tif), and drag/drop it into the Folder Objects window.
Renaming Documents/Files To Pre-Existing Document Names
After capturing a number of documents, you may wish to make the names of the scanned documents, or electronic files, more meaningful to others using Nolij Web. 'Indexing List' is a list of pre-defined document names that will most often be used by your department. Right click on the document in the Folder Objects window. You are presented with a list of pre-defined document names from which you can select. Selecting a document type from the list will rename the document to that type.
Renaming a Document
When opening Folder Objects it is possible to revert a file to it's original file name, or to rename the file if required. After selecting a folder object simply right click the file and either select the new name of the file from the 'Indexing Pick List' or select 'Revert File Name'. At this point you are able to correct any mistakes that might have made in the naming of the file (and file type), as well as to 're-index' documents that may have been given an incorrect document type.
Renaming Documents/Files To Any Custom Name Of Your Choice
If you should come across a document that does not fit one of the pre-defined names, you can also rename the document to any name of your choosing. This is done by selecting the 'Image######.tif' file, and then with the filename highlighted, click on a blank area within the filename. You will now be able to type any filename you wish.Be certain that a valid document type name is included in the name or you may not have permission to see the document. For example, if the HS Transcript' is a valid document type any of the following should not present a problem 'HS Transcript-1', 'HS Transcript 10/10/07', 'HS Transcript: Jane'
Annotation toolbar helps to add additional information in the documents for example:
Adding sticky notes
Blocking out text
This feature helps to add information in addition to the Comments and Notes present in the data form or to convey information to the owner of subsequent inboxes.
Annotations must be saved to be persistent.
Query For a Student
The purpose of querying records is to access electronic content, such as scanned images and other types of digital content, from your Nolij Web repository. Accessing records is best done by searching your administrative database using values like AlbanyID, Last name, First Name, Middle Name, social security number or other fields given on the 'lavender area' of the Nolij Web Window. Database wildcards are supported by Nolij Web. It is through the query tool in Nolij Web that system users are able to access the digital content that is stored in the repository.
You may use as many of the search fields as required to narrow down the list of returned records to just those of interest.
After entering search criteria in the Nolij Web query fields, simply hit enter, or click on the search button represented by a 'binocular' on the toolbar at the top of the form, in order to bring back the results. Nolij Web takes results from the database search and displays them as folders in the Query Results window. In order to properly display the results of your search, ensure the 'Show Query Results' button on the toolbar is pressed in. The results of the search will be displayed in the 'Query Results' window below the search fields.
The first field displayed in the query area of Nolij Web is typically the most common identifier, AlbanyID. Enter any available information into the appropriate field(s) and then click on the Search Database button (the binoculars) or simply press the Enter key. The results of your query will populate the Query Results window
Wild Card Searches
Any field within the query can be used to search for a record. You can also use portions of the field, if the exact information is not known. This is known as a wild card search. If you are unsure whether the applicant, 'James Woods' for instance, used the formal 'James', the less formal 'Jimmy', or maybe even the short 'Jim'. You could simply enter 'Woods' in the Last Name query field and 'J%' in the First Name query field. The results found in the Query Results area would include all applicants with the Last Name = 'Woods' and the first letter of the First Name = 'J' (e.g. Jane, Janice, James, John).
Identify the Correct Student
The information returned in the 'Query Area' is designed to allow the operator to distinguish between similar records. Consider the wild-card search that returns multiple records labeled 'James Woods'. By clicking on each folder returned in the 'Query Results', the query fields are populated with the corresponding database information. This allows the operator to distinguish 'James T. Woods' from 'James D. Woods'.
Avoiding Search Mismatch
Press 'Clear Search Fields' button, after finishing every search.
This will help to prevent the mismatch of information in the search area for a new search.
First search: First Name: John
Last Name: Smith
Extract the correct record.
On finding the correct record the remaining data can be popped.
When the second search is meant for Jane Smith without clearing the search fields, there will be a mismatch of information in the search fields.
First Name will be Jane and Last Name will be Smith, but the remaining information will be that of John. Therefore there will be no record in the query result.
Search fields should be cleared for every new query.
Show Folder Objects
After the results of your search are returned to the screen and displayed in the Query Results window, it is time to select the proper record and open the folder. Selecting a folder by clicking on it, causes the associated search fields to be populated with live data from PeopleSoft.
'Show Folder Objects' button should be pressed in the Nolij Web Tool bar in order to view the objects that reside in the folder. Once selected, all folder objects will be displayed in the window to the right of the 'Query Results'. To view a document, simply click it.
A folder in the query result area is available in editable form on the basis of first come first serve basis. When a second person tries to access the folder for editing, it will not be available for editing.
VIEWING THE DATA FORM
The data form is present beneath the document viewing area on the right side. By default it is hidden and can be located by a double bar on the bottom right of the screen.
On placing the mouse cursor over the lines a double ended cursor will appear. Now pull the line up to reveal the data form.
Click on the student folder on the Query results area to open it.(The student folder should be open to do any operation such as moving new doc inside etc.,). Click on the Show Form Data on the toolbar
Figure 1 Data Form
The details of the student will pop-up in the data form.
The fields that are editable for a role will become 'blue' in color on placing the cursor and adding or changing the text
Once the data is entered press the 'Save' button represented by a little floppy disk on the top left corner.
Work Completed button should be pressed when the processing of the student folder is finished, if you know it is an automated workflow otherwise manually select the next mailbox(refer Glossary for further explanation)
POINTS TO REMEMBER
- Nolij Web has been programmed in a case-sensitive format. Therefore search of 'john woods' will show a different result as that of 'John Woods'. This applies in the Data Form also
- Comments and Notes that you enter in the Data Form will stay permanently in the database
- Nolij Web has only single clicks and no double clicks, except to launch a document into an application viewer with proper permissions.
- When manually renaming a document, if it no longer contains a valid document type you will no longer be able to see the document.
REPORTING A PROBLEM
WHAT I NEED
Role logged in as, emplid (AlbanyID), approximate time, userid used, any errors and steps to reproduce. WHO DO I REPORT IT TO Your department should have been assigned a point of contact. All problems should be reported to this person. If you are unsure of who that is please contact your supervisor.
USERS-ROLES & FORMS
Users are classified based on the roles such as admin, counselor, indexer, scanner, support etc.,
Each of the roles has different forms, but no more than one form for each role.
One person may have multiple roles. They can be a admin, scanner and indexer, but should login as the respective role to see the correct form and receive the appropriate permissions.
The virtual student folder that contains all the documents a particular user has to work with.
Workflow, in the context of the Nolij Web, is the process by which electronic information - represented by folders moves form one mailbox to another.
This 'routing' of folders can be initiated through the manual intervention of end users or automatically based on rules and conditions specified using the workflow modeler.
'Complete Step' Action
An end user clicking the Work Completed button (refresh button on the main toolbar) triggers the Complete Step Action and is equivalent to a user saying 'I'm Done'. A user need not be concerned with the type of task completed but only with the fact that the task is complete. The Nolij Web Workflow engine can determine the type of task completed and perform any appropriate actions, notifications or routing of information when possible.
Manual WorkFlow Step
An end user can choose the appropriate inbox from the workflow ('UGbasic - wf') drop down box to which the student folder should go next. On selection of the box the student folder moves to the specific mailbox.