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Holcomb Building
Information Technology

OnBase

OnBase is Butler’s document imaging system; several departments on campus are using OnBase to enhance file retrieval and streamline processing, most recently extending to our accounts payable processes. Among other things, this application allows for the secure capturing, imaging, routing, managing, sharing, and archiving of documents online. Chances are, if your department is using OnBase, you’re already familiar with it.

For each of the departments using OnBase, there is a local administrator who is familiar with the usage, training, protocols and security for their specific department. The administrator contacts the Help Desk when changes or additions to security need to be made.  

Departments using OnBase, along with their local administrator, are as follows:

  • Advancement (Stacey Orme)
  • Business Office (Amber Rowland)
  • Financial Aid (Dawnya Friench)
  • Human Resources (Chandler Shambarger)
  • Purchasing (Shelly Rabideau)
  • Registration and Records (Angie Clayton)

Users are able to login with the following browsers:

  • Google Chrome (version 49 and greater)
  • Firefox (version 45 and greater)
  • Internet Explorer version 11
  • Safari (versions 6.2.x, 7.1.x, 8.0.x, 9.0.x and 9.1.x for Mac OS X)

Outlook 2013 Add-in Installation Instructions (updated august 2016)

  1. Open Internet Explorer and paste the following URL into the address box. http://ONBASE-PROC/APUSER-2013/OutlookIntegration2013APUSER-2013.vsto
  2. Click Install.
  3. Restart Outlook.

Outlook 2016 Add-in Installation Instructions (updated sept 2016) 

  1. Open Internet Explorer and paste the following URL into the address box. http://ONBASE-PROC/AP-USERS-2016/OutlookIntegration2016AP-USERS-2016.vsto
  2. Click Install.
  3. Restart Outlook.

Office Integration Component Installation Instructions

In order to open Microsoft Office (Word, Excel, etc.) files, all OnBase users will need to install the Office Integration component, regardless of what add-in version is used. 

  1. Close Outlook.
  2. On the Start menu of your computer, copy and paste this address into the search dialog box:  \\dryaw\publicsoftware\Onbase_16\web160020Office2013Dependencies. Hit enter.
  3. Locate the setup.exe file. Right click on the file and choose Run as Administrator. 
  4. Click Next through the installation.
  5. Click Finish. 
  6. Open Outlook.

What is OnBase? Do I need it?

OnBase is Butler’s document imaging system; several departments on campus are using OnBase to enhance file retrieval and streamline processing, most recently extending to our accounts payable processes. Chances are, if your department is using OnBase, you’re already familiar with it. The Outlook add-in is just one way you can interact with OnBase; you can also upload and retrieve documents through the web-based client, which is available at https://budocs.butler.edu.

Do I have to use the Outlook add-in for OnBase?

No! The Outlook add-in is entirely optional, and you can accomplish all OnBase tasks using other methods, if you wish. The Outlook add-in is useful when you commonly receive documents you want to upload to OnBase via email; however, you can also upload email messages and attachments to OnBase by saving them as files and then uploading them through https://budocs.butler.edu.

Ways to Access

OnBase offers five different user interfaces which are called Clients.  Each one has specific advantages and functionality. 

  • Thick Client (PC Only)
  • Unity Client (PC Only)
  • Virtual Printer
  • Outlook Add In (PC Only)
  • Web Client (used most frequently by casual viewers who just need to view; Internet Explorer for PC and Safari for Mac recommended)

The web client is used most frequently by light users. Purchase order approvers use the Outlook Add In or Web Client. 

The OnBase button was there for a few days, but now it has disappeared. How do I get it back?

  1. An alert message might still be visible on the screen. If so, click "View Disabled Add-Ins."
  2. If you don’t see this message on screen, then go to the File menu and select the "Manage Add-Ins" button.
  3. On the resulting screen, select the OnBase Add-In and click the "Always enable this add-in" button.