Configuring the AutoFill Keyword Set - AutoFill Keyword Sets - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential

In order to use an AutoFill Keyword Set, the Keyword Types that will comprise the set must be defined for use. Then associate those Keyword Types as a set, with one of the Keyword Types designated as the Primary Keyword Types. It is the Primary Keyword Types that triggers to AutoFill process when indexing.

This group of Keyword Types represents a specific structure in the database, and once the AutoFill Keyword Set is created, it cannot be deleted, however, new Keyword Types can be added to the existing AutoFill Keyword Set. Once an AutoFill Keyword Set has been determined, you cannot change the Keyword Type order. New Keyword Types can be added to an existing AutoFill Keyword Set.

Note:

Before configuring an AutoFill Keyword Set, ensure that the Keyword Types to be used have been defined at the Keyword Type Configuration dialog box.

In the Configuration module, select Keyword | AutoFill Keyword Sets to access the AutoFill Keywords Configuration dialog box.
Type the name for the AutoFill Keyword Set into the AutoFill Keyword Set field. An error message is displayed if you attempt to create an AutoFill Keyword Set with the same name as an AutoFill Keyword Set to which you do not have rights and is not visible on the list. An error message is also displayed if you attempt to rename an AutoFill Keyword Set with the same name as an AutoFill Keyword Set to which you do not have rights and is not visible on the list.
Click Create and the AutoFill Keyword Types dialog box is displayed. From here you can assign the Keyword Types that will belong in the AutoFill Keyword Set.
Select the necessary Keyword Types from the Available list and click Add to add the Keyword Type into the Selected list. To remove a Keyword Type from the Selected list, select the Keyword Type and click Remove.
If necessary, click Move Up or Move Down to change the sequence of the Keyword Types in the list.
The following rules apply when sequencing the list of selected Keyword Types:
- The Keyword Type that will be the Primary Keyword Type must be listed first. Do not assign Keyword Types with a Data Type of Currency, Date, or Date/Time as the Primary Keyword Type. Do not assign hidden Keyword Types.
- If an AutoFill Keyword Processor will be used to automatically import Keyword Values into the set, the selected Keyword Types must be sequenced in the same order as the values in the AutoFill text document.
- If this will be used for an External AutoFill Keyword set, the selected Keyword Types must be sequenced in the same order as the order in the external database.
- Once an AutoFill Keyword Set has been configured, you cannot change the Keyword Type order structure.
- Once an AutoFill Keyword Set has been configured you may add Keyword Types at a later time. However, existing Keyword Types in the AutoFill Keyword Set cannot change their sequence or be removed from the Selected list.
Note:
It is imperative that the unique Keyword Type is the first Keyword Type in the sequence.

Note:
The unique Keyword Type cannot be a Date or Date & Time Keyword Types if the AutoFill Keyword Set is going to be used on an E-Form in the OnBase Web Client. For more information, see the E-Form help.

In the AutoFill Keywords Configuration dialog box, click the Settings button. The AutoFill Keyword Set Settings dialog box is displayed.

See the following table for a description of each available setting:

Note:

These settings can be edited after the AutoFill Keyword Set is created by clicking the Settings button from the AutoFill Keyword Sets Configuration dialog box.

Setting	Description
Allow Multiple AutoFill Keyword Set Selection	Select this option to allow the selection of multiple Keysets from the Select Keyset dialog box when expanding the AutoFill Keyword Set on a document if the Primary Keyword Value returns multiple Keysets. For each Keyset selected, additional instances of each non-matching Secondary Keyword Value are added to the document. For example, an AutoFill Keyword Set using the Primary Keyword Type Case # and the Secondary Keyword Types Name and Address may have separate Keysets for the plaintiff's name and address and the defendant's name and address. If both Keysets are selected, the Case # Keyword Value, two instances of the Name Keyword Value, and two instances of the Address Keyword Value are added to the document. Note: If the AutoFill Keyword Set contains Keyword Types from a Multi-Instance Keyword Type Group that is set at the Document Type level, an additional Multi-Instance Keyword Type Group instance is added to the document for each selected Keyset. Note: This option is not supported with E-Forms.
Expand All Matching Instances	Select this option to automatically populate all Keysets returned by the Primary Keyword Value when expanding the AutoFill Keyword Set on a document. Note: If multiple Keysets contain matching Secondary Values, only one instance of each of those Secondary Values is added to the document.
Read-Only	Select this option to make the Secondary Keyword Values populated by the AutoFill Keyword Set read-only. This also prevents the document from being re-indexed. Note: Keyword Values filled by a read-only AutoFill Keyword Set associated with a document can still be changed in the Add/Modify Keywords dialog box.
Replace All Existing Keywords	Select this option to replace existing locked and unlocked Keyword Values when expanding AutoFill Keyword Sets during batch indexing or re-indexing in the Unity Client or Web Client. If this option is not selected or is unavailable, another instance of each existing locked Keyword is created and filled with the corresponding value when the AutoFill Keyword Set is expanded. Note: This option is only respected in the Keyword panels in the Unity Client's Batch Scanning and Batch Indexing layouts and in the Web Client's Batch Indexing layout.
External AutoFill Keyword Set	Select this option if this AutoFill Keyword Set will be an External AutoFill Keyword Set. CAUTION: Designating an AutoFill Keyword Set to use an external data source is considered a permanent configuration to the AutoFill Keyword Set. It is not recommended to switch an existing AutoFill Keyword Set between an external or internal data source; OnBase does not sync the data between source types, and the data may not be identical across both sources. Note: If this option is selected but disabled for an existing External AutoFill Keyword Set, the External AutoFill Keyword Set cannot be converted to internal because the database cannot hold internal values for that AutoFill Keyword Set. Contact your first line of support for further assistance.
Chart-Based AutoFill Keyword Set	Depending on your system licensing, this read-only setting may be displayed. For more information, see the HL7 module reference guide.
MRN-Based AutoFill Keyword Set	Depending on your system licensing, this read-only setting may be displayed. For more information, see the HL7 module reference guide.
Respect Security Keywords	Select this option to enforce Security Keyword restrictions. If this option is selected, and a user has Security Keyword restrictions on one or more Keyword Types in the AutoFill Keyword Set, the AutoFill Keyword Set is not expanded upon indexing or re-indexing a document. For more information on configuring Security Keywords, see the System Administration help file or module reference guide. Note: This option is disabled for External AutoFill Keyword Sets.

Click Save to save the AutoFill Keyword Set Settings.
A warning is displayed. Once the table is created you will not be able to configure it. This means you cannot remove or change the order of the Keywords currently contained within the AutoFill Keyword Set after creating it.
Click Yes.
An information dialog box is displayed. The table for the AutoFill Keyword Set was created successfully.
Click OK.

The Assign Keyword Set to User Group dialog box is displayed.
Assign one or more User Groups to the AutoFill Keyword Set by selecting each one from the Available User Groups list. Click Add to add them to the Selected User Groups list.

To remove a User Group rights from the AutoFill Keyword Set, select them from the Selected User Groups list and click Remove.

Note:
If you do not assign at least one User Group to the AutoFill Keyword Set at this point in the process, the AutoFill Keyword Set is not created. The selected User Groups can be edited later by clicking the User Group button from the AutoFill Keyword Sets Configuration dialog box.

CAUTION:
Any AutoFill Keyword Sets that were added to the system before the User Group security feature was added are available to all User Groups.
If the selected Keyword Types are correct and in the desired order (unique Keyword Types first), click Save from the Keyword Selection dialog box.
Since specific references are made in the database to the Keyword Types in the AutoFill keyword set, the set cannot be deleted once it has been created. Ensure that the configuration of the AutoFill Keyword Set is correct before proceeding.
Click Yes to confirm that this AutoFill Keyword Set has been configured correctly. A message appears stating that the table was created successfully. The new AutoFill Keyword Set is added to the Created AutoFill Keyword Name list.
Continue to Configuring a Document Type.