OnBase will be unavailable from 8/14 at 5:00 p.m. until 8/18 at 9:00 a.m.

The OnBase support and development team have been hard at work moving OnBase to a new, virtual server environment. This includes the addition of load balancing and more processing power for both system redundancy and improved performance.  Additionally, they are upgrading OnBase from version 11 to 13. The result of the OnBase modernization effort will be improved system availability and stability, improved performance and the availability of the latest OnBase features.

Over this coming weekend we will be migrating data and cutting over to the new OnBase environment. The details of the cutover and what you and the other OnBase users in your area need to know is outlined in detail below.

We appreciate your patience during the anticipated down time. If you have any comments or concerns, please feel free to contact the IT Help Center.


Freeze Start: Thursday, August 14th at 5:00 p.m.

  • All scanned documents must be indexed & committed before this time.
  • All users need to be out of OnBase as of this time.
  • We will disable all scheduled sweep jobs on Thursday late afternoon to stop additional documents from being added to the scan queues.
  • Scheduled data deliveries and import jobs will be disabled.
  • Existing links to OnBase clients including Active X, HTML, Outlook, FolderPop, and external e-forms used to commit data to OnBase will stop working at this time.
  • Leave computers where OnBase is used powered on Friday day, overnight, and over the weekend!  Scanning stations can be powered up but logged off.

During the Freeze:

  • There will be no access to OnBase for document retrieval or any other functions during the freeze.
  • You can continue to put documents into sweep folders during the freeze. They will be picked up when scheduled sweeping resumes the following week.
  • Thick Clients on scanning stations and other workstations will be installed. New shortcuts should appear on the desktops.
  • Outlook & Active X Client’s installed on desktop computers should be automatically updated by the KACE installer.
  • External e-forms which commit data to OnBase will be updated.
  • FolderPop links from external applications which access documents will be updated.

UnFreeze: Monday, August 18th at start of business

  • OnBase availability will be confirmed by email announcement and Tech Web announcement.
  • Scheduled sweep & import jobs will be re-enabled.
  • Scheduled overnight data deliveries and import jobs will be re-enabled.

After the Freeze:

  • Start using the new OnBase 13 clients to access OnBase.  Only computers that had OnBase before will be updated.  Assuming you left your computer on…
    • Thick Clients should have been updated on your scanning station and/or computer.
    • OnBase Active X Client should have been updated
    • OnBase Outlook client should have been updated
    • HTML Only client users will be sent their new link.
    • Remember to change out your favorites, bookmarks and desktop icons to use the new links!
  • Before resuming regular use of OnBase on Monday we recommend that key users in each area conduct a validation test of the Production environment with a few documents and follow them closely through your processes to make sure everything is working well before letting everyone back in the pool.
  • Documents that were already in OnBase prior to the freeze should all be available.
  • Documents that were in Workflow prior to the freeze should all be where you left them in the process.
  • OnBase Reporting Service installations will be updated manually if we were unable to install them via KACE over the weekend – we will make appointments with the few of you that this impacts.
  • If you encounter problems with OnBase after receiving the notice that it is available for use on Monday, please log a help desk ticket to applications@bu.edu. We will be monitoring tickets very closely and will resolve issues as quickly as possible.

OnBase 13 is compatible with an improved and expanded list of browsers and browser versions.  The update list of browsers will be posted at www.bu.edu/tech/services/admin/document-management/onbase/clients/ by noon on Friday 8/15.

If you wish to update your browser to one of these newer versions that is compatible with OnBase, please also insure that you are not creating compatibility issues with BUworks or Blackboard Learn: www.bu.edu/tech/support/browsers/