Q: I just submitted a document with OnBase attachments but the approver in my department is receiving a “No folders found” message during approval. What should we do?
A: There may be a delay up to one hour between the time the requester submits an ACT Document with OnBase attachments and the documentation being available for review by the approver due to system processing. If after an hour, attachments still are not visible, please contact the requester to verify documentation was attached. If not, return the ACT document to the requester.
Q: Can an ACT Document Requestor delete any OnBase documents they have uploaded?
A: Yes, ACT Document Requestors can delete uploaded OnBase documents if the ACT document is in OPEN status.
Q: As an ACT Document Requestor or Approver, can I access uploaded documents after the ACT document is in COMPLETE status?
A: No, once the ACT document is in COMPLETE status, uploaded OnBase documents are moved to the employee’s personnel file and are no longer accessible.
Q: My department approves ACT documents for organizations campus-wide. Will I be able to access uploaded OnBase documents for the organizations I support?
A: Yes, as a WAM ACT Document Approver, you can access uploaded OnBase documents via ACT until the document reaches COMPLETE status.
Q: How do I access the link to view any uploaded OnBase documents awaiting my review?
A: Navigate to your Oracle Personal Worklist, locate the ACT document needing review and approval, and click the OnBase Documentation link in the References section on the Workflow Notification Screen. This will launch OnBase to view the uploaded documents.
Q: An ACT document is in my worklist for review and approval but the OnBase supporting documentation is not attached. What should I do?
A: Return the ACT document to the requestor so the requestor can add the supporting documentation and resubmit the ACT document.
Q: How do I get access to attach supporting documentation in ACT/OnBase?
A: You must have an Oracle HR Officer Responsibility to use the ACT/OnBase functionality which requires a department ACF request to be submitted and fully approved. Follow up with your department administrator for support with the ACF request.
Q: How do I get access to see supporting documentation in ACT/OnBase if I need to approve ACT documents?
A: You must be set up in WAM as an approver for ACT Documents to be able to see any supporting documentation in OnBase. Follow up with your WAM Workflow Officer for support with getting set up.
Q: Can I still use the ACT Attachment System to send supporting documentation to HR Records?
A: No, the ACT Attachment System is no longer available. All supporting documentation should be attached using the ACT/OnBase integration functionality. If you have bookmarked this link: https://acsiapps.ad.uab.edu/hrdocuments, please replace it with this one: https://www.uab.edu/humanresources/home/records-administration/act for information on the new functionality.
Q: Why am I being asked to enter the first and last name in OnBase when attaching documentation?
A: If you are submitting any type of ACT Hire document, please make sure you have added all information for the new hire, including first name and last name, on the ACT form before clicking on the OnBase button.