With document storage being a key function of OnBase, it’s important to know how to find documents in OnBase. That way, you can get your work done quicker and more efficiently rather than embarking on a long, drawn-out document chase.

The video below and this blog are quick, easy reference guides for you or anyone on your team who’s new to OnBase.

How to Find Documents in OnBase

How to Find Documents in OnBase in 5 Steps

Step 1: Initiate the Search

In OnBase, Navigate to the “Home” button on the top ribbon. About five buttons in, you’ll see a big magnifying glass with the word “Retrieval” under it – select it. Your document retrieval window will pop up on the left-hand side of the screen, with the search results panel appearing on the right of the screen.

Step 2: Navigate the Document Types

In the document retrieval window under “Document Types and Groups,” you’ll see a drop-down menu, and below that, you’ll see a list of document types. Click on the drop-down menu to view different document type groups, and choose the group you’re interested in. Then, it’ll provide you with a smaller list of document types based on your selection – choose whichever one you’re interested in.

Step 3: Refine Your Quest

If you wanted, you could click the “Find” button at the bottom of the window but know that OnBase will show you a warning notification letting you know that searching for documents without restrictions will produce a longer list that’ll take more time to generate.

If you’d rather not wait and sort through a longer list, your next step is to start filling out the “Keywords and Data Range” section on the bottom left side of your screen. Here, you can use your existing knowledge of the document you’re searching for to fill out the date range, department, and ticket number. If you don’t know one or more of these specifications, that’s okay, but the more you know, the narrower of a search you’ll enjoy.

Next, click “Find.”

Step 4: Discover Your Results

Now, the results based on your specifications will appear on the right-hand side of the screen, and you can peruse them to determine which one is the document you were looking for.

Step 5: Reset for a New Search

To search for a new document, go back to the document retrieval window and click the “Clear Selection” button in the top right corner of the window.

Find Your Documents Faster

With this guide, you’ll be equipped to navigate your system and locate the exact documents you need. And as you become more familiar with OnBase’s features, you’ll discover even more ways to streamline your document management tasks.

Want to Expand your OnBase Knowledge?
Want to Expand your OnBase Knowledge?

Bookmark our Question Corner playlist on YouTube. Every other week, we add a new OnBase demo led by experts from the Naviant Customer Success Team. Each demo is 3-10 minutes long and answers questions frequently asked by OnBase users like you.

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About Kara

As a Naviant Content Writer since 2019, Kara is passionate about helping organizations unleash the power of technology to solve their business challenges. In her weekly articles, Kara breaks down the latest research, trends, and tips in the digital transformation world, specializing in intelligent automation, the cloud, AP & HR automation, artificial intelligence, change management, and more. She is also a Copywriter for the American Marketing Association-Madison, where she contributes bimonthly articles that interview industry experts and highlight the latest marketing trends. When she’s not writing, Kara is working on her latest art project, scoping out new music, or out for a run.