Agenda Item Information Mapping is used to associate Agenda Item Fields with values from an OnBase E-Form or document.
To perform Agenda Item Information Mapping:
- Click Configure.
- The Agenda Item Information Mapping dialog box is displayed.
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Select one of the following required Agenda Item Fields:
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Agenda Item Type- Used to classify individual agenda items.
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Agenda Item Primary Key- The unique numeric value assigned to the agenda item by OnBase. This value is assigned when you create an agenda item, and used by OnBase to update the agenda item.
Note: The Agenda Item Primary Key is not an available option when creating Unity form-based agenda items.When the Agenda Item Primary Key is set to a non-0 value, or a value that does not match that of an existing agenda item, users will be prompted to create a new agenda item when executing this task.
Tip:When mapping the Agenda Item Primary Key to a Constant Value, use 0 to create new agenda items. You can also map the Agenda Item Primary Key to an E-Form Field Name. Doing so keeps this value hidden on the E-Form that you are using to update agenda items.
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Meeting Type- The name of the type of meeting the item is associated with.
Note:Ensure that any configured Agenda Item Fields are compatible with the selected Meeting Type. Agenda Item Fields are configured and assigned to Meeting Types, as described in the Agenda documentation.
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Agenda Item Title- The title of the agenda item.
Note: When you are creating a Unity form agenda item field only, you are able to select the option to mark attachments as confidential from the Field drop-down list. -
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Select one of the following from the Get From drop-down list:
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Constant Value- A Constant Value will be used to populate the Agenda Item Field. Specify a value in the drop-down list or in the Name or Value field.
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E-Form Field Name- An E-Form Field Name will be used to populate the Agenda Item Field. Type the E-Form Field Name in the Name or Value field.
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Keyword Type- A Keyword Type will be used to populate the Agenda Item Field. Select a Keyword Type from the Keyword Type drop-down list.
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Workflow Property- A Workflow Property will be used to populate the Agenda Item Field. Type the Workflow Property in the Name or Value field.
Note:The Constant Value, E-Form Field Name, or Workflow Property cannot exceed 255 characters.
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Either select a value from the drop-down list to match the Get
From item you selected, or type a value in the field if a
drop-down list is not applicable.
Note: A message box may be displayed, asking you to be sure that any fields you have configured are compatible with the agenda item field.
- Click Update.
- Repeat steps 4 and 6 for the remaining required Agenda Item Fields.
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Select any optional Agenda Item Fields from the Agenda Item Field drop-down list and configure them by performing step 4 and clicking Add. The Agenda Item Fields available from this drop-down list correspond to the Agenda Item Field names that were created via Agenda administration.
If the agenda item will be closed session, select the Closed Session option.
Note: The Agenda Item Closed Session Flag option for legacy items is no longer supported. - When you have finished configuring Agenda Item Fields, click Close.
- In the Property to Store Agenda Item Primary Key field, type Agenda Item Primary Key.
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To configure Related Documents, select Attached Related Documents. Related documents become supporting documents for agenda items.
Note: The Attach Original Document option is available only when creating a Unity form.
- From the Keyword Type to Set Related Document Order drop-down list, select the Keyword Type being used to store the order of supporting documents attached to agenda items. If a Keyword Type has not been assigned to related documents for the purpose of storing the order of supporting documents attached to agenda items, Keyword Type to Set Related Document Order can be left blank.
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Click Apply.
Tip:
It is considered a best practice to check the resulting property value immediately after the Create or Update Agenda Item from Document action is executed by configuring the following rules: Check Last Execution Result and Compare Property Value. Configure the Check Last Execution Result to verify that the Create or Update Agenda Item from Document action occurred. Configure the Compare Property Value rule to use the property value that was set by the Property to Store Agenda Item Primary Key in the Create or Update Agenda Item from Document action.