Campus Launch:
 
Days

Are you tired of barcodes?

UAB Financial Affairs will launch OnBase on August 17! OnBase is a document management system which will begin to replace Optidoc on Campus.

Benefits of the transition to OnBase include:

  • Elimination of Journal Entry, Payment Request, and PO Requisition barcodes
  • Integration with the Oracle Finance System
  • Ability to upload any file type

How does this impact Campus?

  • Ability to email supporting documentation to the FA-OptiDocScan email will be discontinued.
  • No more faxing barcode sheets and supporting documentation into OptiDoc/WebIT for the following Oracle Finance documents:
    1. Journal Entries
    2. Payment Requests
    3. PO Requisitions
  • Supporting documentation previously sent to OptiDoc/WebIT will remain accessible in OptiDoc.
  • Supporting documentation will be uploaded into OnBase directly from the following Oracle finance documents:
    1. Journal Entries
    2. Payment Requests
    3. PO Requisitions
  • Supporting documentation will be reviewed either through the Oracle finance document, Oracle workflow notification, or OnBase web client.

How do I prepare?

  • Ensure that all Journal Entries, Payment Requests, and PO Requisitions are submitted and supporting documentation sent to OptiDoc prior to end of business on Friday, August 14.
  • Avoid submitting Journal Entries, Payment Requests, and PO Requisitions between end-of-business Friday, August 14 through Sunday, August 16.
  • View the OnBase video tutorials on the Financial Affairs OnBase page. (coming soon)
  • Check the OnBase website frequently leading up to the launch! More updated training will be added along with dates for OnBase live Q&A Zoom sessions.

How do I get access?

All users who currently have access to OptiDoc/WebIT or those who have submitted or approved an Oracle Finance document within the last 18 months have automatically been granted access to OnBase through the Oracle ACF form. Starting August 3, an ACF document will need to be submitted for any new or transferring employees.

OnBase Training Video Tutorials

Download Video Transcript

 

Active collections requiring OptiDoc use after OnBase launch:

  • AP_Batch (all documents)
  • Oracle Journal Entries (documents submitted before August 17)
  • Oracle Payment Request (documents submitted before August 17)
  • PO Requisitions (documents submitted before August 17)