OnBase Instructions – You Can’t Find A Detailed Description in Unity Indexer

 

Created: 2023/03/14

Revised: 2024/07/03

 

When indexing a document in OnBase, it may appear that a detailed description that you need isn’t on the Unity Indexer list.   In that instance, here are the steps to take:

 

 

  1. Try searching different versions of document titles.  For example:
    1. Can’t find THIRD PARTY NOTIFICATION?
      1. Try 3PN
      2. Try 3RD PARTY NOTIFICATION
    2. Can’t find DEBTS OWED?
      1. Try HUD-52675
    3. Can’t find ENTERPRISE INCOME VERIFICATION?
      1. Try EIV

 

  1. 2. Ask your supervisor what the correct detailed description is.  Using AMHA jargon instead of formal document titles (and vice versa) can cause confusion when looking for a detailed description.
    1. If you are indexing documents and aren't sure what the correct detailed description is, STOP and ASK; don’t guess or use another description that seems close enough.  Incorrect indexing will make a document extremely hard to find.

 

  1. 3. If the supervisor determines the correct detailed description may be missing, submit a request to your department’s OnBase Super User (SU).  The request email needs to include the proposed detailed description and a sample of the document that is being requested.  
    1. If a detailed description already exists, the Super User will inform the requester.
    2. If a detailed description doesn’t exist and it needs to be added to OnBase, the SU will take the following action:
      1. For HCVP, HP, & Recert:
        1. The SU will submit a Help Desk ticket.
        2. Requests must include Document Type and Detailed Description.
        3. SU: when new detailed description has been added in OnBase, send a confirmation email to your team.
      2. For PH & Mixed Finance: 
        1. The SU will send an email to Erika Saulsberry, esaulsberry@akronhousing.org.