Update All Documents With Data From 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
CAUTION:

Ensure that you understand the Update all documents with data from file option before applying it to your process. This setting will overwrite Keyword Values of existing documents in OnBase.

With this setting selected in the AutoFill Keyword Set Import Processor, OnBase updates any existing documents in OnBase whose Document Types contain this AutoFill Keyword Set. It updates the documents with Keyword Values from the Import Index file.

Select this setting only if your AutoFill Keyword Sets were applied at the Document Type Level. See the section on configuring AutoFill Keyword Sets for information on the different levels. If AutoFill Keyword Sets were not applied at the Document Type Level, selecting this setting will not update existing documents that contain this Keyword Type.

Note:

The AutoFill Keyword Processor respects document locking and cannot modify locked documents. When selecting the Update all documents with data from file option, locked documents are skipped when an AutoFill Keyword process is run.

You access this feature from the Client upon initiating an AutoFill Keyword Set Import process, or from the Configuration module when configuring the default settings for the import process, (from the AutoFill Keyword Import Configuration dialog box in the Configuration module or the AutoFill Keyword Set Import Options in the OnBase Client).

If there are documents in OnBase that already contain the Primary Keyword Type of the AutoFill Keyword Set, the Keyword Values will be updated to contain Keyword Values from the AutoFill Keyword Set data in the import file. See the following items for information on distinct configurations:

  • For documents whose Document Type contains only Keyword Types (Keyword Types are not in Keyword Type Groups or Multi-Instance Keyword Type Groups) and there is only one instance of the Primary Keyword Type:

    • If there is only one instance of the Secondary Keyword Type, the values for the Secondary Keyword Type will be replaced with the new Keyword Values.

    • If there is more than one instance of a Secondary Keyword Type and the values on the documents do not match the values in the file, OnBase will check to see if one of the non-matching Secondary Keyword Values was expanded previously by this AutoFill Keyword Set instance and replace the Secondary Keyword Values on the documents with the new Keyword Values.

    • If there is more than one instance of a Secondary Keyword Type, the values on the documents do not match the values in the file, and none of the non-matching Secondary Keyword Values was expanded previously by this AutoFill Keyword Set instance, OnBase will retain the existing Secondary Keyword Value and add the new Secondary Keyword Value to the document.

  • For documents whose Document Type contains only Keyword Types (Keyword Types are not in Keyword Type Groups or Multi-Instance Keyword Type Groups) and there is more than one instance of the Primary Keyword Type:

    • If the values on the documents do not match the values in the file, OnBase will check to see if one of the non-matching Secondary Keyword Values was expanded previously by this AutoFill Keyword Set instance and will replace the Secondary Keyword Values on the documents with new Keyword Values.

    • If the values on the documents do not match the values in the file, and none of the non-matching Secondary Keyword Values was expanded previously by this AutoFill Keyword Set instance, OnBase will retain the existing Secondary Keyword Value and add the new Secondary Keyword Value to the document.

  • For documents whose Document Type contains Keyword Type Groups:

    If values on the documents do not match the values in the file, OnBase will replace the values on the documents with new Keyword Values.

  • For documents whose Document Type contains Multi-Instance Keyword Type Groups:

    • If there is only one instance of the Primary Keyword Type on the document, and values on the documents do not match the values in the file, OnBase will replace the Secondary Keyword Values on the documents with new Keyword Values.

    • If there is more than one instance of the same Primary Type, the new Secondary Keyword Values will be added as new instances, the existing values will not be updated or removed.

CAUTION:

Multiple instances of the Secondary Keyword Values that have the same value for their Primary Keyword Types. When the AutoFill Keyword Set Type contains multiple instances of Secondary Keyword Types that have the same value for the Primary Keyword Type and you apply new instances of Secondary Keyword Types (using the Update all documents with data from file option) to documents which have existing values from the AutoFill Keyword Set function, the Secondary Keyword Types of the existing instances will all be replaced upon update with the Secondary Keyword Types of the new instance. The Update all documents with data from file option will not add the new Secondary Keyword Types as another instance on the document.

CAUTION:

This feature is also available in the OnBase Client module's AutoFill Keyword Set Import Options dialog box, which is available after choosing to execute an AutoFill Keyword Set Import Processor. Ensure that users with access to these options understand the full extent of implications of selecting one or more options.