Remove All AutoFill Keyword Sets Not Found in File - 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

Select this setting to remove all AutoFill Keyword Sets in OnBase that are not in the import file.

CAUTION:

Ensure that your import text file contains all data currently in the system that you want to remain in the system, as selecting this will delete anything in the system not found in the text file.

  • This setting is especially pertinent if you have instances of multiple AutoFill Keyword Sets sharing the same Primary Keyword Values.

    If you have Primary Keyword Values that apply to more than one AutoFill Keyword Set, and you are updating an AutoFill Keyword Set that already exists in OnBase, there is a possibility of having duplicate data in the system.

    Select this option to remove all existing AutoFill Keyword Set data for that process and insert the new data from the import processor text file and help to avoid having duplicates in the system.

  • If Update existing AutoFill Keyword Sets with data from file is also selected, anything in the import file will update existing AutoFill Keyword Sets in OnBase and any data not in the import file will be deleted from the system.

  • If you are running a brand new import process (the AutoFill Keyword Values have not been imported yet) and the file has multiple AutoFill Keyword Sets using the same Primary Keyword Value, it is not necessary to select this setting.

    Tip:

    Examples of Shared Primary Values between AutoFill Keyword Sets and Duplication of AutoFill Data.

  • Multiple AutoFill Keyword Sets sharing one Primary Keyword Value.

    For example, in an AutoFill Keyword Set, the Primary Keyword Type is Account #. If a married couple share a checking account, the Primary Keyword Value of 123456 could apply to two AutoFill Keyword Sets, one for the husband's information and one for the wife's information.

    AutoFill Keyword Set

    Keyword Values

    Account #

    (Primary Keyword Type)

    123456

    123456

    Name

    (Secondary Keyword Type)

    John Doe

    Jane Doe

    Work Phone #

    (Secondary Keyword Type)

    801-555-1234

    801-555-4444

    Home Phone #

    (Secondary Keyword Type)

    801-555-0022

    801-555-0022

  • Duplicate AutoFill Keyword Set Data in OnBase.

    This is an example of duplicate data. An AutoFill Keyword Set exists in OnBase for John Doe.

    The Primary Keyword on the Account is the Business Checking Account# and the Secondary Keywords in the Set are Name, Business Name and Work Phone #. If the Business Name changes, and you re-import AutoFill Keyword Set data without selecting Update existing AutoFill Keyword Sets with data from file or Remove all AutoFill Keyword Sets not found in file, you will have two AutoFill Keyword Sets for him: the one with the name and one with the new name.

    AutoFill Keyword Sets

    Keyword Values

    Business Account #

    (Primary Keyword Type)

    123456

    123456

    Name

    (Secondary Keyword Type)

    John Doe

    John Doe

    Business Name

    (Secondary Keyword Type)

    John's Tires

    Big John's Tires

    Work Phone Number

    (Secondary Keyword Type)

    801-555-1234

    801-555-1234