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Falcon Self-Service - Faculty and Staff

This is an info-guide created for the Faculty Center Located in the Falcon Self Service area.

Video Tutorial

Retrieve a Document

To retrieve a document, select Retrieval from the menu.

Menu ribbon with the retrieval option highlighted

If you are permitted to view more than one group, you can select a group to limit the number of document types to choose from.

Document retrieval showing list of groups to choose from

After choosing a group, you then select a document type.

Document retrieval screen with document types highlighted

Enter the information about the student/employee then click Find.

Document retrieval screen with the form fields for entering student information and the Find button highlighted

A list of documents will appear on the right. Double click the document you want to view.

Document retrieval screen with list of avaialable document highlighted.

The document will open in a new window.

Opened document with editing tools highlighted.

You can add Redaction, Highlighter, Arrow, and notes on the documents (Redaction, Highlighter, and Arrow will not work on PDF documents), but, unless you are the department Admin role, you cannot remove Redaction.

If you do not see all the options, please click the down arrow.

Document editing tool with expansion arrow highlighted

You can rotate the image from the Image tab.

Document image tab

Sending a Document to your Personal Page

If you would like to keep this document in your Personal Page, select Send To and then from the dropdown menu select My Personal Page.

Document with the send to personal page options highlighted

Alternatively, you can right click on the document and choose Send To from the popup menu then choose My Personal Page.

Right click menu with send to my personal page options highlighted

View your Personal Page by selecting Personal Page from the menu. You will see a tile for the added document. Click the tile to view the document.

Your personal page and the document tile.

Cross Reference Documents

Certain documents can be cross referenced with student or employee ID and are viewable by selecting Cross-References from the menu or by using the right click menu.

Cross references from the menu

Cross references using right click

Re-index Document

In the document window, click Re-Index from the menu or right click menu.

The right panel opens, and you can change the value of the document type or keywords Then click Re-Index button at the bottom of the right panel.


Custom Queries

You are also able to retrieve the documents from the Custom Queries.

Select Custom Queries on the ribbon.

Custom queries selected on the ribbon

Enter the information you have. If you are entering the partial information, you need to use the wild card asterisk (*).

Enter information for custom queries

You can search from all the documents listed above. Your search will return a list of documents. To sort the list, select the column title to togeel between ascending and descending order. To filter the list, select the dropdown arrow below the column title.

Sort and filter

Double-click a document to view.

Importing a Single Document

You can import one single document by selecting Import from the ribbon.

Import a document

On the Import tab, select Browse.


Select the file you want to import, then click Open – See How to Scan documents from MFD Printer.

Select the document to import

Select Document Type Group and Document Type. The keywords fields will show up according to the document type.

Enter the student’s ID and press tab. If the student is in the OnBase database, the rest of the information will populate automatically.

If you see the correct student/employee, select the Import button.

Add document information

If it was the wrong student/employee, you can use Clear Keywords icon to clear the fields.

Clear the keywords

If you do not have the student/employee ID number, select the Lookup icon. A new window will open.

Lookup a student

  1. Input your search criteria. You can use the wildcard asterisk (*) in your search.
  2. Click the Find button. A list of names will appear to the right.
  3. Highlight the correct student
  4. Click the Select button.

Search and select

This will fill in the information to the Keywords on the original page.

Then Click Import on the original page.

Make sure you enter other keywords according to your departmental policy.

Batch Processing - Document Separation

Batch processing is for multiple document types or students in one file. You may or may not perform this task depending on your assignment.

Select Batch Processing from the menu.

Select Document Separation from the left menu.
Document separation

Click the correct Batch #.

If you know the separation is not needed, click Skip Processing.

If you need to separate the documents, then select Start Processing.

Batch number

When you select Start Processing, the Document Separation tab open showing the selected batch. Bring the mouse cursor to where you want to separate until you see the scissors.

Separate document at the scissors

Once the scissors are in your chosen location, click your mouse to separate the document.

Separated document

You can drag and drop to move the pages around.

If you want to combine the documents back together again, click the box in each document window to specify which ones to combine. Then select Join in the ribbon and Merge Documents from the dropdown menu.

Recombine document

The documents are now re-combined.

Recombined document

You can also use the Undo menu to undo what you just did.
You can adjust the size of the pages by selecting Thumbnail Settings.

Thumbnail settings

Save and Close All to finish document separation.

Click Yes if you are done.

Batch Processing - Index

On the Batch Processing tab, select Index from the left menu.

Select the correct batch number.

Select Start Processing from the ribbon.

index doxument

Select the Document Type Group and Document Type.

Enter Keywords or use Student Search if you do not have the ID.

Click Index to go to the next document.

If you know the next document is also for the same student/employee, you can lock the keywords by pressing the lock icon.

Lock keywords

You can click on individual field lock icon to unlock if you need to change the keyword.

Unlock specific keyword

Change all the information you need to change and click Index.

If you are in the middle of indexing and need to come back later, choose “Save and Close” – this option is still in indexing mode, so nobody can search this document at this time.

If you are done, click “Save and Transition”. This will send the batch to Awaiting to Commit status and now the documents are searchable by other users.

Committing will occur nightly automatically. Batch processing is complete.


Making Personal Page your Home page

On the Home tab, click the down arrow under Home in the ribbon and select Make this layout my Home Page.

Next time you log back in, you will land on your personal page.

Make personal home page your homepage