Choosing Auto-Folder Keywords - Client - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Folders Best Practices

Foundation 22.1

Assign the Keyword Types required for auto-foldering carefully. Not all Keyword Types that are assigned to a Folder Type may be needed for auto-foldering.

  1. When assigning Keyword Types that are required for auto-foldering, choose only those required to uniquely identify the folder. When multiple Keyword Types are assigned as required for auto-foldering, OnBase checks the value on each Keyword Type to determine whether a folder already exists for a document. If any of the Keyword values differs, a new folder is created.
    In an insurance example, suppose the Claim Folder Type is the child of the Policy Folder Type, and the Claim Folder Type is configured for auto-foldering. Both the Policy # and Claim # Keyword Types are configured as required for auto-foldering so that the resulting Claim folders can be created in the correct Policy folders. The Policy # is also used as a common parent Keyword Type to link the Claim Folder Type and the Policy Folder Type.
  2. If a Multi-Instance Keyword Type Group is assigned to the Folder Type, then assign the same Multi-Instance Keyword Type Group to the Document Type. Never assign different Multi-Instance Keyword Type Groups to the Folder Type and Document Type.
  3. On Document Types that are being auto-foldered, configure the auto-folder Keyword Types as required for new documents (using the REQN check box in the Document Type's Keyword Type Options). This setup forces users to provide values for the Keyword Types used for auto-foldering, ensuring that new documents are auto-foldered upon import. If Keyword Types are not configured as required for new documents, then users can leave those Keyword Types blank, preventing the documents from being auto-foldered.

    The Required Keyword setting does not prevent a user from sending data that excludes values for required Keyword Types directly to the OnBase Internal System. If it is critical that a required Keyword Type have a value, you need to put additional processes in place to catch and handle such cases.