OnBase to Etrieve by Softdocs Migration

In April of 2022, Etrieve by Softdocs replaced Hyland OnBase as Davidson's primary document management system. 


Project Basics & Timeline

Davidson's primary document management system will transition from Hyland OnBase to a cloud-based solution, Etrieve by Softdocs. Training and implementation will begin in April on the following schedule: 

March 16, 2022: Etrieve Basics training session.
April 4, 2022:
No new documents added to OnBase after this date.
April 4 - 11, 2022: Vendor to migrate existing files from OnBase to Etrieve. 
April 11 - 14, 2022: Etrieve training sessions. Sessions will primarily be department-based. To schedule a session for your department, please email ti@davidson.edu.
June 30, 2022: Access to retrieve files from OnBase will end.
July 1-5: Etrieve Maintenance Period. Etrieve will experience significant slowdowns on Friday, July 1 at 12:00 pm - Tuesday, July 5 at 8:00 am.
July 8-11: Etrieve Maintenance Period. Etrieve will experience significant slowdowns on Friday, July 8 at 12:00 pm - Monday, July 11 at 8:00 am.

 

Etrieve Maintenance July 1-5 and 8-11 

Etrieve will be undergoing maintenance on the weekends of July 1-4 and 8-10 to correct issues caused by the original file import. Etrieve will remain available during this time period, but will experience significant slowdowns.

We recommend minimizing work in Etrieve between the following maintenance periods:
Friday, July 1 at 12:00 pm - Tuesday, July 5 at 8:00 am
Friday, July 8 at 12:00 pm - Monday, July 11 at 8:00 am

This maintenance will correct issues with the display of diacritical marks (accents, e.g.) and will cause significant slowdowns when filing or refiling documents, submitting and approving payment request forms and may create a temporary duplication of "drawers" while this update is in progress.


Migration Update

Davidson T&I has been working with Softdocs and has confirmed and finalized the migration of almost all Davidson documents from OnBase into Etrieve. We have verified that all documents in OnBase and planned for migration to Etrieve have been migrated with the following exceptions:

  • Documents for 9 students. These students never attended Davidson and the Registrar has confirmed they are not needed in Etrieve.

  • 101 employee documents. The OnBase Document IDs for these documents have been provided to Softdocs and they have scheduled these documents to be migrated next week. 

Verification of OnBase documents was completed through the comparison of an export of all Document IDs from OnBase and an export provided by Softdocs of all OnBase Document IDs migrated into Etrieve. Every Document ID exported from OnBase has a matching Document ID exported from Etrieve, with the exception of those documents noted above.

 

Etrieve Training Sessions

Etrieve Basics Overview | Past Session Recording [27 min - Requires Davidson Login] 

Searching for AP Payment Requests and AP Invoices | Past Session Recording [44 min - Requires Davidson Login] 

 

Etrieve Connect - Payment Request Forms Overviews

If you utilized OnBase Forms in the past to submit payment requests ("Voucher Forms") to Business Services, you will now submit an AP Payment Request Form in Etrieve Central.  Etrieve Central can be accessed via a web browser here (single sign-on access). There are two versions of this request form.  

AP Payment Request - Short Form

Use this form if you have already entered your invoice into Banner and have a Banner Document ID (i.e. "I0" or "Eye-Zero" number).
Resource: AP Payment Request - Short Form Training Recording (Requires Davidson login)


AP Payment Request - Long Form

Use this form if you have NOT entered your invoice and Business Services will enter it on your behalf.  
Resource: AP Payment Request - Long Form Training Recording (Requires Davidson login)
Resource: AP Payment Request - Long Form Step by Step Guide

Additionally, T&I conducted live sessions for both types of payment requests on Wednesday, April 6th. Links to the recordings of these Zoom sessions are available below. 

AP Payment Request - Short Form (April 6, 2022) (Requires Davidson login)

AP Payment Request - Long Form (April 6, 2022) (Requires Davidson login)

 

Project Specifics

If you are an academic/holistic adviser, you will be able to access documents previously available to you in OnBase in the new Etrieve system.

If you have any questions about the transition to Etrieve, please contact the project team at
ti@davidson.edu or 704-894-2900.

 

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