Example of a SQL Select String Used to Enable External AutoFill Keyword Sets - AutoFill Keyword Sets - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

AutoFill Keyword Sets

AutoFill Keyword Sets
Foundation 22.1
  • SELECT EmployeeID, LastName, FirstName, Title, BirthDate, HireDate- calls the row in the external database in the correct order (Primary Keyword Values followed by all Secondary Keyword Values)

  • FROM Employees- retrieves the name of the database table that stores the values retrieved by the AutoFill Keyword Sets.

  • WHERE EmployeeID = @primary- calls the name of the Keyword Type that is the Primary Keyword Type in the AutoFill Keyword Set. Multiple instances of @primary can be used in the SQL WHERE clause.


When constructing the SQL WHERE clause, do not use SQL wildcard operators (e.g., using LIKE instead of equals [ = ]). While the External AutoFill Keyword Set may appear to be successfully configured upon testing, wildcard operators are not supported and can cause unexpected behavior in OnBase, such as data loss and poor performance. To allow users to return more than one result, set the primary of the External AutoFill Keyword Set to call an External Keyword Data Set containing the appropriate values. For more information on configuring External keyword Data Sets, see the System Administration help file or module reference guide.


If the Primary Keyword Type is alphanumeric, then the @primary parameter must be enclosed with single quotes. So, for this example, it should look like this: WHERE Employee ID = ‘@primary'. If the native data in the database requires single quotes around the value, the single quotes must also appear in the SQL Select String query.

  1. In the DSN field, type the name of the ODBC connection.

    Every workstation that will be accessing External AutoFill Keyword Sets(users that will be indexing or re-indexing) must have an ODBC connection that has the same name as the one configured in the Configuration module. When using Core-based applications, only the Application Server itself must have the ODBC connection.

  2. In the User ID field, type the User ID for the ODBC connection.
  3. In the Password field, type the password for the ODBC connection.

    If the ODBC connection uses SQL Server Authentication, OnBase will connect to the external database using the credentials specified in the External AutoFill Keyword Set Configuration dialog box. If the ODBC connection is configured to use Integrated Windows Authentication, then the credentials of the currently logged on user will be used to connect.