can be added to journals at any point prior to the journal being posted. Because attachments are only REQUIRED for
journals requiring PAASFC
approval, it is best to submit the journal for approval first to verify that PAASFC (Post Award) is included in
the approval routing. After submitting
for approval, review the approvals page to determine if the journal requires PAASFC approval.
Go to the Header or Lines page and select the Attachments
button at the top right hand corner of the page. Note: you must first have a
Journal ID before you can add an attachment.
- If prompted for credentials enter your normal
NAU login and password.
- Firefox users may see a screen like this if they
are not using the ESR versions. The ESR versions of Firefox are the
once-per-year update cycle and is the version partially supported by ITS, and
is the version supported within OnBase.
- Firefox ESR most recent version can be installed
- Internet Explorer, version 8 on Windows XP and
version 9 on Windows 7 are fully supported.
- Depending on your web browser settings, you
could encounter one of the following at first attempt: Pop-Up Blocker,
When you click the Attachments
button you could see a web-browser warning asking about allowing a pop-up
window or adding a web address to your browser settings.
Two examples are shown here:
For the TEST side of OnBase you
could see a box like the above, but the address would show as “paperbark.nau.froot.nau.edu”
– that needs to be allowed, too.
You can allow the pop-up windows
for these by choosing Options for this site, drop down, and selecting to Always
Once the above are set to be
always allowed through, you should not see them again and just be passed
straight through to OnBase to view or upload associated files.
After getting beyond the above
pop-up-block warning, you may be prompted to enter your NAU credentials and/or
possibly see an error logging into OnBase.
If you do encounter this, close
the web browser window for OnBase indicating log-in problem. Try again to
access OnBase. If pop-up warnings appear again, please be sure to “always
allow” and try again. On occasion, you may need to sign out from PeopleSoft
and close web browser windows and try again.
- The very first time you successfully
login to OnBase you will need to accept the Licensing Agreement, EULA.
- After scrolling down the Agreement to bottom, click to
accept and then click Continue button…
After the first OnBase login users should automatically land
in the OnBase Viewer Window:
- Click the green-arrow near the top of screen to
upload/import your supporting documents.
- No folders found, shown in upper left, means
there are no documents yet uploaded.
After clicking the upload icon you will receive a screen
similar to the one shown below, with your own Journal ID automatically entered
in the Journal ID field.
NOTE: If the word “NEXT” shows in
Journal ID you need to close this window and process your PeopleSoft Journal to
get a valid ID number before uploading. See next page for a screen-shot
- Click the Browse button in upper left to browse
for the file you will upload as supporting documentation.
- Make sure that the Document Type selected shows
“FAS – Journal/IDT Documentation” and let the File Type automatically select
- In the screen shot below you will see that a
Cost Transfer Justification.pdf file is selected, and the file type
automatically set to a PDF. This is just an example for the screen-shot,
the file can be whatever you need to attach to the Journal as your own
documentation, selected from a location you typically scan or save to.
- If you have your right file selected and the
Journal ID is correct, click the green arrow at the bottom left to import the
NOTE: If you have a Journal ID showing as
NEXT, as shown below, it indicates that the Journal Add/Create did
not complete in PeopleSoft Financials yet in order to receive a valid Journal
- Please close the OnBase Viewer Window and process the
Journal until an ID number is generated, and then perform the Upload/Import of
- When the import finishes, a note in the upper left will
indicate the Import Succeeded as shown here. If you have more documents,
proceed as above until finished:
When all finished, you can click the upper right corner to
exit the OnBase window and return back to PeopleSoft Financials Journal page,
OR if you want to verify the imported documents you can:
- Click the folder icon in the upper left of the
OnBase Viewer window:
- Or you can verify the uploaded documents by
clicking the “Attachments” button back in the PeopleSoft Financials Journal
Header or Lines page – this is possible at any time following your successful
- After clicking the folder icon in the OnBase Viewer window
or the Attachments button in Journal page, you should be back in the OnBase
Viewer window and see one more lines in the left to select from – if there is
just one document, as below, it will automatically show in the preview pane.
- Word and Excel files may prompt you to open or
download, depending on your web browser settings.
When multiple documents have been uploaded for a Journal ID
it will look like this – note the middle left pane with 6 lines representing 6 documents.
Additionally, this screen shot shows how an Excel file will prompt to open or
When finished verifying the uploaded document(s), close the
window in upper right with the ‘X’ to return to PeopleSoft Financials Journal
1. At this time, users are unable to delete/remove
attachments once they’re uploaded to OnBase
a)If you need to delete a journal, you will need
to add the attachments to the new journal
b)If you inadvertently add attachments to an
incorrect journal ID, contact ASK-FAS@nau.edu to
have the attachments removed. You will need to add the attachments to the
correct journal ID
2. The ‘Help’ feature within OnBase is not
3. The ‘old’ Attachments link (bottom left hand
corner of the page) has been renamed to View Attachments Uploaded in
PeopleSoft. The upload functionality of this link has been
disabled. If you are reviewing old journals that don’t have attachments,
the link will be disabled and the number zero will show after the label; an old
journal with attachments will indicate the number of attachments (the link will
be live and attachments viewable):