Configuring Reverse AutoFill Keyword Set Lookups - 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

A Reverse AutoFill Keyword Set Lookup cannot be configured until its associated AutoFill Keyword Set has been created.

To configure a Reverse AutoFill Keyword Set Lookup:

  1. From the OnBase Configuration module, click Keywords | Reverse AutoFill Keyword Sets. The Reverse Autofill Keyword Set Lookup dialog box is displayed.

    A Reverse AutoFill Keyword Set Lookup can have two lookup configurations associated with it: a primary lookup configuration and a secondary lookup configuration. Each of these configurations can expand its associated AutoFill Keyword Set, but the configurations can be configured to populate the Keyword Values in different ways.

    Note:

    The primary and secondary configurations for the Reverse AutoFill Keyword Set Lookup do not correspond with the primary and secondary Keyword Types of the AutoFill Keyword Set. The two terminologies are independent of each other.

  2. Set the appropriate values in the Reverse Lookup Item field. Each option is explained in detail in the table below.
    Note:

    For example purposes, this documentation refers to the Search and Results dialog boxes and the AutoFill Keyword Set Select button. These titles depend on the name configuration options discussed below.

    Option

    Description

    Keyword Set

    Use this drop-down to select the AutoFill Keyword Set that is associated with the Reverse AutoFill Keyword Set Lookup.

    Item Label

    Enter the text in this field that you would like to be displayed on the button the user clicks to initiate the Reverse AutoFill Keyword Set Lookup.

    Tip:

    Users must be able to identify the button as the trigger for the Reverse AutoFill Keyword Set Lookup, so make sure it is appropriately descriptive.

    Tip:

    For example, see Number 1 below.

    Dialog Title

    Enter the text in this field that you would like to be displayed in the title bar of the Search and Results dialog boxes when the user is performing a Reverse AutoFill Keyword Set Lookup.

    Tip:

    For example, see Number 2 below.

    Primary Select

    Enter the text in this field that you would like to be displayed on the AutoFill Keyword Set Select button in the Results dialog box. Clicking this button will index the currently-displayed document with the selected AutoFill Keyword Set.

    A second button can be configured to index the currently-displayed document with the selected AutoFill Keyword Set, but apply the Keyword Values differently. See 2 for more information.

    Note:

    If the primary keyword selected is read-only and a user does not have the Access Restricted Keywords privilege, that user may still use the Reverse Autofill Keyword Set Lookup as long as an unrestricted keyword is selected under Secondary Select. In this case, the primary keyword displays, but it is still read-only.

    Tip:

    For example, see Number 3 below.

    Help Text

    Enter any help text that you would like to be displayed to the user in the Search dialog box in this field.

    Show Lookup Item

    These check boxes control the availability of the Reverse AutoFill Keyword Set. These check boxes are selected by default.

    File Import - Select this check box to allow users to access the Reverse AutoFill Keyword Set when importing documents.

    Reindex - Select this check box to allow users to access the Reverse AutoFill Keyword Set when re-indexing documents.

    Scan/Index - Select this check box to allow users to access the Reverse AutoFill Keyword Set when scanning or indexing documents. You can also configure this Reverse AutoFill Keyword Set to be available for one or more specific scan queues - see the Document Imaging documentation for more information.

    WorkFlow - Select this check box to allow users to access the Reverse AutoFill Keyword Set when using WorkFlow.

    Replace Existing Keywords

    Note:

    This setting is optional.

    When selected, values from the selected AutoFill Keyword Set will overwrite existing Keyword Values on the currently-displayed document when you click the AutoFill Keyword Set Select button in the Results dialog box.

    Note:

    This option is a blanket option for the Reverse AutoFill Keyword Set Lookup. Keyword replacement can be configured on a more granular level using the Keyword Exclusions options. See Configuring Keyword Exclusions for more information.

    Tip:

    For example, see Number 4 below.

    Lock Applied Keywords

    Select this option to automatically lock all Keyword Values applied to the document from the AutoFill Keyword Set assigned to the document via the Reverse AutoFill Keyword Set Lookup.

    Note:

    If used in conjunction with the Replace Existing Keywords option, locked Keyword Values already applied to the document are overwritten by Keyword Values from the AutoFill Keyword Set applied via the Reverse AutoFill Keyword Set Lookup. These Keyword Values, once applied to the document, will also be locked.

    The following options are not required. These options are used to configure a secondary action for populating the Indexing dialog box.

    Insert Primary as Secondary

    When selected, the AutoFill Keyword Set's Primary Keyword Value is assigned to the Keyword Type selected from the associated drop-down instead of the Keyword Type configured as the primary Keyword Type in the AutoFill Keyword Set.

    Note:

    The drop-down list permits selection of any Keyword Type in OnBase, but you must select a Keyword Type associated with the Document Type in order for the Keyword Value to be assigned to the document.

    Secondary Select

    Enter the text in this field that you would like to be displayed on the second AutoFill Keyword Set Select button in the Results dialog box. Clicking this button indexes the currently-displayed document with the selected AutoFill Keyword Set.

    Note:

    The Secondary Select field is enabled only when the Insert Primary as Secondary check box is selected. When enabled, this field option is required.

    Note:

    If the primary keyword selected is read-only and a user does not have the Access Restricted Keywords privilege, that user may still use the Reverse Autofill Keyword Set Lookup as long as an unrestricted keyword is selected under Secondary Select. In this case, the primary keyword displays, but it is still read-only.

    Tip:

    For example, see Number 5 below.

    Replace Existing - Secondary

    Note:

    This setting is optional.

    When selected, values from the selected AutoFill Keyword Set will overwrite existing Keyword Values on the currently-displayed document when you click the second AutoFill Keyword Set Select button in the Results dialog box.

    Note:

    This option is a blanket option for the Reverse AutoFill Keyword Set Lookup. Keyword replacement can be configured on a more granular level using the Keyword Exclusions options. See Configuring Keyword Exclusions or more information.

    The graphics below demonstrate some of these configuration fields and how they will be used when performing a Reverse AutoFill Keyword Set Lookup during indexing:

  3. Once the appropriate values are entered into the Reverse Lookup Item fields, click Add. The item will be added to the Reverse autofill keyword set lookup items field.
    Note:

    To change the order of Reverse AutoFill Keyword Set Lookups, select the Reverse AutoFill Keyword Set Lookup to be moved and click the Move Up or Move Down button. To delete a Reverse AutoFill Keyword Set Lookup, select it and click Delete.

  4. The Search/Result Columns dialog box displays. Continue to Configuring the Search/Result Columns.