OnBase - Frequently Asked Questions

OnBase SOP FAQ

OnBase Frequently Asked Questions

Overview Questions
1. What's happening?
  1. In early May 2021, designated trainers from all sections of the lab were trained to be trainers for staff in their section.
  2. By the end of August 2021, most clinical standard operating procedures (SOPs) will be moved to OnBase.
  3. By the end of December 2021, all SOPs requiring document control (and not requiring special security) will be moved into OnBase.
2. Why are we moving SOPs to OnBase?
  1. Our current processes for review, edit, and storage of documents (including SOPs) do not meet regulatory requirements for document control. Concerns are focused mainly on control of versioning and copies.
  2. Our current directory structure is not sustainable long term.
  3. Workflow tools will provide efficiencies in our editing, review & approval of SOPs.
  4. Document control tools will increase our compliance with accreditation requirements.
  5. Workflow tools will provide clear management of workloads for each person.
  6. OnBase keyword searching will make it much easier to find the documents you need.
3. What will the trainers be doing?
  1. Initially the training will include brief information on general use of OnBase.
  2. Additional training is geared toward the specific workflow of upload, storage, editing, review and approval of standard operating procedures, policies and plans (PPPs) in OnBase.
  3. Trainers will receive training, and access to a Microsoft Office Teams group (OnBase SOP Trainer) to help them navigate.
  4. A labwide SOP, GENOP 700 - OnBase Users Guide, has been created as well as basic and advanced training PowerPoint and an advanced training video.
  5. Trainers were asked to perform practice exercises in the OnBase Test environment, testing the generic version of the Workflow for SOPs in Phase 1. Some Phase 1 trainers also tested the OnBase Workflow configuration specific to the lifecycle configuration for their section. Trainers provided feedback to the OnBase Project Team. Trainers will be tasked with testing and validating the lifecycle(s) specific to their section (work unit) prior to performing any work in OnBase Production.
  6. Once a section’s lifecycle(s) are put into the OnBase Production environment, trainers will need to instruct other staff in their section on the general use of OnBase and as applicable, OnBase Workflow for SOPs.
  7. Each section will need to make an implementation plan. A decision will need to be made on whether any necessary edits will be performed prior to import or within OnBase using OnBase Workflow following import. The plan should include review of department workstations for any access to OnBase needs that have not been addressed, document preparation, standard naming of documents, indexing guidance, document management during import, task assignment for import support and timeline goals, crossover to OnBase for daily use and archiving documents currently in the O:drive.
4. Will there be future additions to what we use OnBase for?
  1. Yes, this first module is primarily for SOPs (with the option to add policies and plans using OnBase Workflow as well) but eventually it can be used for different document types.
  2. All staff will need to use OnBase in some capacity – some staff will function in a read- only capacity for now and will only need introductory training.
5. Will my documents be secure in OnBase?
  1. Yes, they are still within WSLH computer infrastructure. The OnBase servers are on-premise (i.e. not cloud-based, they exist only behind WSLH firewalls). They are protected by standard access control lists and groups. The user groups (and associated permissions) for SOPs, Policies and Plans were created and applied to life cycles (and queues therein) according to specifications provided by section leadership. All staff can review approved unrestricted plans, policies, and procedures (PPPs) across the lab.
6. What will user permissions do?
  1. Staff will have different access and Workflow permissions as determined by their section (work unit in the lab i.e. Inorganics Section). Different permissions result in different screen views in OnBase as well as the ability to perform certain functions in the system.
7. Where will up to date information be stored regarding use of the system?
  1. LABWIDE GENOP 700, OnBase Users Guide is stored in OnBase along with a cross-referenced supporting document containing keywords and definitions. A placeholder has been entered into the O drive in the Labwide Approved SOP folder, which gives guidance on how to find this document in OnBase.
8. Will we be able to access OnBase in the lab?
  1. Whether or not you will be able to access OnBase in the lab will depend on the workstations present. The OnBase Web Client can be accessed on most computer workstations through the WSLH intranet Homepage. However at this time, OnBase Unity Client should be installed if access is needed for viewing SOPs or other controlled documents. Alternately, staff can VPN and/or Remote Desktop (TeamDynamix knowledgebase search keyword: RDC) into their workstation to view SOPs. Some instrument computers will not have any access if they are completely off the network. The OnBase Project Team is currently working on options to address unit needs.
9. What will be the focus for Phase 2 of OnBase implementation? When is that being started?
  1. Phase 2 will be started as a separate project from Phase 1. Once Phase 1 goals for the import of unrestricted SOPs has been met, Phase 2 can get started.
  2. The OnBase Project Team is currently putting together a list of additional functions that will be reviewed for implementation. We will evaluate the list to determine what will be prioritized for inclusion in Phase 2.
  3. Contact the OnBase Project Team if you have features that you would find helpful, identify needed improvement, or other document control needs. OnBase Project Team contacts: Errin Rider, James Kaeder, Tom O’Brien, Sam Dawe, Lisa Berkan, Camille Danielson.
Upload Specific Questions
1. Do you need to close the window that opens when you import a document?
  1. Yes. If your settings are configured to open a document on import, you need to close the document before you will be allowed to make any edits to that document in Workflow. Leaving the document window open following import acts like when another user has that document open – it becomes locked for editing in additional sessions. So, the second user (or same user in a second session) cannot save their changes as a revision of that document. Any user having trouble due to a locked document should contact an OnBase Administrator for assistance. Do not save as a new document.
  2. Alternatively, you can *change your profile to close Imported Documents (OnBase Unity Client). To do so go to “File-User Options-Document Import”- and uncheck the box for “Open Document after Import”. This setting is helpful when importing multiple documents consecutively in one session. You may want to restore the function for automatic opening of documents in the future if it is desired for your routine work.
2. Once I transfer my documents into OnBase will the version change?
  1. Yes, all SOPs will enter the workflow as SOP - OnBase Version 1 and will increment by whole numbers from there. Each time a SOP is Approved, it gets a new Version number.
  2. A historical reference to previous versions outside of OnBase version can be added manually to header or other location within the document to keep traceability intact.
3. Can we use our current SOP titles?
  1. Yes, you can “title” as you would like in your section. However, all SOPs will have a unique SOP ID that will ensure there are no duplicate documents. There will be specific rules regarding the SOP ID in OnBase - see LABWIDE GENOP 700. Standardization of nomenclature is an expectation.
  2. The title is not case-sensitive will display in upper-case letters – there is no other option. Do not include underscores in title names.
4. What indexing is absolutely required?
  1. YES. Keywords that are required will be in RED in OnBase.
  2. Required keywords may vary based on document type and section.
  3. SOP ID, SOP Title, Division, Section and SOP Type (i.e. from drop down GENOP, IOP (Equipment), METHOD, QA/QC, Safety, policy, plan) are required for each SOP.
5. Can Policies and Plans (i.e. Quality Assurance Plans) be imported to OnBase as a SOP Revisable document type?
  1. Yes, if you desire to use the same OnBase Workflow lifecycle processes developed for SOPs for any policies or plans, to control edit, review, and approval steps, import as document type SOP Revisable.
6. Is there a way to bulk move SOPs to the Approve queue from Draft Parking during this initial Import phase?
  1. Yes. Express your interest in this function as part of your planning conversation with an OnBase Project Team member. Draft Parking to Approve and Approve to Publish can temporarily be configured afford a bulk move. But for Approve queue to Publish queue, document review will be a one document at a time. (Intentional to force eyes on the header.) Once documents are in the Publish queue, bulk selection is an option.
7. Should we have a footer for SOPs in OnBase?
  1. Maybe, it is your option to have a footer. Some sections have adopted a footer that was applied to each SOP, stating that “The current Version of this SOP/Plan/Policy is located in OnBase. Please confirm that this is the latest version.” As additional features are added to OnBase, this may be of less interest to accommodate any accreditation requirements for documents printed out of OnBase. Stay tuned for updates.
8. Should we have a header for SOPs in OnBase?
  1. Yes, although headers are not 100% required, they are highly recommended so that you can manually update the Version number and effective date to show on the document (we hope to find different means to accommodate this need in Phase 2 of this project). Currently, OnBase will update these document parameters (version number/dates) in the electronic system, but this will only be visible in the History and auto-name string. Unless the user manually updates the header, the Version number and effective date will not be visible on the actual document. This becomes an issue if the document is printed or shared outside of OnBase.
  2. Most lab units will have a header that includes the Unique ID, Document Title, Version Number, Page X of Y and Effective Date. It is also recommended that you reference the document parameters used immediately prior to importing into OnBase. For example, you could have in the header “OnBase Version 1, formerly Version 7.6”
9. Is there an issue uploading documents that are older versions of Microsoft Word?
  1. Yes. All documents need to be in the format of newest software versions such as Word 2016, Excel 2016 etc. You should Save As the newer format (e.g. .docx, .xlsx, .pptx) prior to importing in to OnBase.
10. How can we handle Tables of Contents (if using) in OnBase?
  1. One option would be to upload the Table of Contents (TOC) as a "SUPPORTING DOCUMENT". Ultimately, we believe OnBase's functionality will replace the need for a separate Table of Contents. But this would be a good option for now.
SOP/Policy/Plan Workflow Specific Questions
1. What is OnBase Workflow?
  1. Workflow is an OnBase module, accessed via the OnBase Unity Client, that allows users to edit, review and approve documents of the SOP, policy and plan document type. Each step of the Workflow process is recorded and documented within OnBase. Revision history is maintained each time a document is saved.
  2. Workflow is currently not available on the Web Client.
  3. Some staff will not have permissions to use Workflow or may only have access to certain queues based on assigned duties.
  4. Workflow includes queues (different areas where documents reside during parts of the process) of “Draft Parking, Edit, Scheduled Review, Review, Approve and Publish”
2. Will OnBase automatically email when my SOP is ready for review?
  1. Eventually, that is the plan. Unfortunately, at this time, we are not able to implement the “timed notification” process.
3. Will we still need to use the shared drive file system for editing SOPs?
  1. No. Editing and/or review and approval of documents needing controlled workflow for document control (SOPs, policies, plans) will take place within OnBase.
4. How can we see the electronic approval in OnBase?
  1. There are several ways to see who has approved the document – primarily by reviewing the History of the SOP/Policy/Plan, which will show who approved it and when. There is not a capture of a handwritten signature to indicate a document’s approval for use, but there is audit tracking to show this.
5. If an SOP accidentally got sent to Publish when more changes were needed, is there a way to send it back to edit without having to Publish it and start over from the copy sent to draft parking?
  1. No. Documents progress to the Publish queue only after they have been approved (the approval action and date have already been documented, and the version has already been stamped/advanced). The Publish queue is just a safety stop opportunity to ensure that the document header is accurate before publishing. If at this point, it is realized that additional changes are needed, the only means currently available to make those changes is to start another round of edits immediately - meaning following Publish, this version the document returns to Draft Parking, awaiting next edit cycle. From Draft Parking send it to Edit and go through the review/approval process again. NOTE: Version number will advance again as well. Document your action accordingly.
6. Is it possible to have a hyperlink to a document/spreadsheet outside of OnBase that will open up a document in OnBase?
  1. Yes, a hyperlink can be added that links to a document on our traditional shared drives. This document can be opened but will open in a separate window, not within OnBase.
7. How can documents within OnBase be linked together?
  1. For documents of different document types stored in OnBase, cross-referencing can be used to link them. Document types that are configured for cross-referencing (currently just Supporting Documents) in OnBase will be automatically cross-referenced when they share the same value for a designated shared keyword, as specified in the cross-reference configuration. This only works within OnBase.
  2. Currently, approved SOPs/Policies and Plans (document type SOP Approved) may be cross-referenced with the document type SUPPORTING DOCUMENT (via shared keyword value SOP ID). Also, with TEST SYSTEM VALIDATION document type (via shared keyword value SOP ID). Note: No cross-references are currently configured for the SOP-REVISABLE document type.
8. Is there a way for non-Queue Administrators to change their screen views in OnBase Workflow?
  1. No. Some staff would like to "Show all items" in one of the workflow queues (like edit) but they do not have the option. The ability to see documents assigned to other users is a Queue Administration privilege. So, it is only an option on the Queue Administration ribbon and only Queue Administrators can access that.
Microsoft Word Issues within OnBase
1. I am not able to change the paragraph indents and tabs of a Word format in OnBase – what do I do?
  1. See TeamDynamix Knowledge base for help with Word Document Formatting for OB. Search for item, “Preparing a Word Document for OnBase”
2. When using Track Changes in WORD in OnBase "Accept and Move to Next" doesn't always seem to work to accept the change. (Text stays underlined and in red). Using "Accept all Changes and Turn off Tracking" does not always seem to work. What can I do?
  1. If we cannot rely on "Accept and Move to Next", try progressing through tracked changes just using "Next" and then at the end "Accept All Changes and Turn Off Tracking".

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