Configuring the AutoFill Keyword Processor - AutoFill Keyword Sets - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

AutoFill Keyword Sets

Platform
OnBase
Product
AutoFill Keyword Sets
Release
Foundation 22.1
License
Standard
Essential
Premier
Note:

The AutoFill Keyword Set must be created, and the text file that contains the Keyword Values to be assigned must exist before attempting to configure an AutoFill Keyword Processor.

Note:

If the AutoFill Keyword Set contains Date & Time Keyword Types or Currency Keyword Types, valid upon running the processor, invalid ones (values that do not adhere to the Data Type) will be reported in a verification report but not imported into OnBase.

  1. Access the AutoFill Keyword Import Configuration dialog box by selecting Import | AutoFill Keyword Processor in the Configuration module.
  2. Type the name for the new process into the AutoFill Keyword Import Name field and click Create. The process is added to the AutoFill Keyword Import Name list. To define the Keyword Value text file location and the AutoFill Keyword Set to be used for the process, click Configure. The Select AutoFill Keyword Set and Path dialog box determines the settings for the import process.
  3. Type the path of the import text file into the Default Path field. Type the actual file name into the Default File field. If you are not sure of the location, click Browse to search for the AutoFill Keyword Set file and add it to the Default Path and File fields.
    Note:

    The Default Directory path can contain up to 60 characters.

  4. From the Choose an AutoFill Keyword Set to Fill list, select the AutoFill Keyword Set to which you will be adding data with the AutoFill Keyword Processor.
    Note:

    Only AutoFill Keyword Sets to which you have been assigned are available in the Choose an AutoFill Keyword Set to Fill drop-down. See Configuring the AutoFill Keyword Set for information on being assigned rights to an AutoFill Keyword Set.

  5. Specify the Delimiter in the import text file. A Delimiter is a character that encloses each field value in the AutoFill Keyword Set text file., such as quotation marks. Delimiters are commonly used when a separator is present within the field.
  6. Specify the Separator in the import text file. A Separator is character that separates each field value, such as a comma or a backslash.

    Tabs can be used as separators as well. To use a tab, type the ASCII character string for tab as follows:

    \09

  7. Select your processing settings, which are described in the following tables:

    Processor Option

    Description

    Preprocessor

    Select Preprocessor to specify the preprocessing program to run.

    Detailed Insert Report in the Verification Report

    Select the Detailed Insert Report in the Verification Report check box to have the verification report list every Keyword Value that was inserted into the Keyword Set table. Otherwise, individual Keyword Value data will not be reported.

    Delete Import File After Successful Processing

    Select the Delete Import File After Successful Processing check box to have the Keyword Value text file deleted after the processor is run. The file will be deleted if the process runs to completion.

    If the processor encounters an error within the import file, the import file is moved from its current directory to a subdirectory named ERROR_FILES.

    With only the above settings selected, when you run your import process the processor will insert every item in the import text file into the AutoFill Keyword Set you selected in step 4 of this procedure, regardless of what already exists in OnBase(Keyword Values and Sets).

    Therefore, you do not want your import file to have any Keyword Values that already exist in the AutoFill Keyword Set in OnBase. If the import file contains AutoFill Keyword Sets that already exist in OnBase, the sets will be imported in again, resulting in duplication of data.

    If your import text file contains only new data not existing in the AutoFill Keyword Set, continue to step 9.

    If your import text file also contains data existing in the AutoFill Keyword Set, continue to step 8.

    CAUTION:

    Ensure that you understand these settings and apply them appropriately before running your process. Detailed descriptions of these settings are on the following pages.

    These settings are dependent on certain variables, such as whether you have instances of multiple AutoFill Keyword Sets that share the same Primary Keyword Value in the import file. Detailed descriptions of these two settings begin on Update Existing AutoFill Keyword Sets with Data from File.

    See the tip in the Remove All AutoFill Keyword Sets Not Found in File topic for examples of Multiple AutoFill Keyword Sets sharing one Primary Keyword Value and Duplicate AutoFill Keyword Set Data in OnBase .

    When you have finished setting your options, continue to step 8.

    To avoid having duplicate sets of data, you may have to select one or more of the following options:

    Processor Option

    Description

    Truncate Alphanumeric Keywords

    By selecting this setting, any keyword entered in the AutoFill Keyword Set import file that is longer than the configured Keyword Type length will be cut off at the configured length.

    For example, if a Keyword Type is configured for a Maximum Value of 30 characters, and the Keyword Value in the AutoFill Keyword Set is 40 characters, upon import into OnBase, the Keyword Value will be cut off to contain only 30 characters.

    CAUTION:

    If this setting is not selected, you will receive an error message, and the AutoFill Keyword Set cannot be imported.

    Ignore Blanks In Update File For Existing AutoFills And Documents

    Selecting this setting ignores null values included within the Import Index file when updating existing documents whose Document Types contain the AutoFill Keyword Set (i.e., blank values are not used to update existing values).

    AutoFill Keyword Sets Option

    Description

    Update Existing AutoFill Keyword Sets With Data From File

    With this setting selected in the AutoFill Keyword Set Import Processor, OnBase updates stored Keyword Values for this AutoFill Keyword Set.

    Remove All AutoFill Keyword Sets Not Found In File

    Select to delete any Autofill Keyword Sets that are not found in the file.

    See Remove All AutoFill Keyword Sets Not Found in File for more information.

    Documents Option

    Description

    Update All Documents with Data from File

    Select if you are importing Keyword Values for a new AutoFill Keyword Set and there are documents in OnBase that already contain the Primary Keyword Type and Secondary Keyword Types of the AutoFill Keyword Set.

    CAUTION:

    See Update All Documents With Data From File for more information.

    CAUTION:

    Ensure that you understand the Update All Documents with Data from File setting before applying it to your process. This setting will overwrite Keyword Values of existing documents in OnBase.

    Only Update Documents for changed AutoFill Keyword Sets

    Note:

    This option is enabled when Update All Documents with Data from File is selected.

    Select this option to update only those documents that contain AutoFill Keyword Sets whose Secondary Keyword Values have been changed in the AutoFill Keyword Set itself.

    This option determines if values in an AutoFill Keyword Set instance have changed in the AutoFill Keyword Set, and only updates documents of Document Types that have the AutoFill Keyword Set directly assigned. This option works in conjunction with the Update All Documents with Data from File option.

    Note:

    With this setting, OnBase will not update documents whose Secondary Keyword Values have been modified on the document itself, but not in the corresponding instance in the AutoFill Keyword Set or in the import file.

    Auto-folder Updated Documents

    Note:

    This setting is only available if Update All Documents with Data from File is selected.

    If documents updated using the modified Keyword Set are configured for Auto-Foldering, a new folder is created to contain the document with the modified value. The folder that previously held the document is left empty.

    See Auto-Folder Updated Documents for more information.

    Log Document Keyword modification

    Note:

    This setting is only available if Update All Documents with Data from File is selected.

    Select to log changes made to Keyword Values when AutoFill Keyword Set values are changed.

    Add to Workflow for changed Keyword

    Note:

    This setting is only available if Update All Documents with Data from File is selected.

    Select to send documents to Workflow when Keyword Values are changed.

    Note:

    Documents must be configured as part of a workflow in order to be sent to Workflow.

  8. Click Save. Click Close to exit the AutoFill Keyword Import Configuration dialog box.
  9. You can now import Keyword Values into OnBase from an import text file.