Selecting Usage Restrictions for a Keyword Type - 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

The Usage Restriction section sets certain acceptance criteria for a Keyword Value, that must be met before it will be indexed into the database. The following Usage Restrictions are available from the Keyword Type Settings dialog box:

Usage Restrictions

Description

None

(Default) Indicates that there are no usage restrictions imposed on the Keyword Value.

Note:

None should not be selected if a Keyword Data Set is in use.

Keyword Must Be Unique

OnBase checks the Keyword Value entered for this Keyword Type for uniqueness during import or indexing.

If the Keyword Value already exists in the database for this Keyword Type, OnBase displays a message telling the user that the value already exists. The user can then choose to continue indexing the document with the duplicate value or to cancel the indexing procedure.

Note:

Keyword Types that have the Keyword Must Be Unique restriction enabled should not be included in Multi-Instance Keyword Type Groups. If a Keyword Type that has the Keyword Must Be Unique restriction is included in a Multi-Instance Keyword Type Group, the Keyword Must Be Unique restriction is not enforced. This is because a document can have multiple instances of a Keyword Must Be Unique Keyword Type, and OnBase is unable to determine which instance should be used to determine if the value already exists, or if all instances of the value should be used.

Note:

If a Keyword Type has a Floating Point, Date, or Date & Time Data Type, the Keyword Must Be Unique restriction is not available.

Note:

The Keyword Must Be Unique option is not respected within the Keyword Discrepancy dialog box in Document Imaging. For more information on indexing discrepancies, see the Document Imaging documentation.

Keyword Must Exist

For use with Keyword Data Sets and Cascading Data Sets. The value entered for a Keyword Type with this setting during importing, indexing, and re-indexing documents and adding or modifying Keywords Values must be an existing Keyword Value that is stored for the associated Data Set. If the Keyword Value is not associated with the Keyword Data Set or Cascading Data Set, it will not be accepted.

When a child Keyword Type in a Cascading Data Set is configured with the Keyword Must Exist option selected, all values from the child to the root Keyword Type must match values in the Cascading Data Set.

Note:

The Keyword Must Exist radio button is only available if the Use Keyword Data Set check box is enabled.

Note:

If a Keyword Type has a Floating Point, Date, or Date & Time Data Type, the Keyword Must Exist restriction is not available.

Note:

Import Processors such as DIP will ignore the Keyword Must Exist setting. Import Processors will always use the Keyword Value that exists in the import file.

Note:

The Keyword Must Exist option is not respected within the Keyword Discrepancy dialog box in Document Imaging. For more information on indexing discrepancies, see the Document Imaging documentation.