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Folders Best Practices

Foundation 22.1

Read these guidelines before configuring OnBase folders.

  1. Always design a folder hierarchy on paper before working in OnBase Configuration. When designing your folder structure, think of the folders in terms of the keywords they will use. Keywords are used to categorize, index, and auto-folder documents and to link documents to folders.

    Use the folder configuration worksheets at the end of the Folders module reference guide to help you plan a folder hierarchy.

  2. When setting up a Folder Type for auto-foldering, configure auto-foldering for as few Document Types as required by your business processes. To do this, identify the first document that enters OnBase as the "trigger" document to create the dynamic folder through auto-foldering. Allow the related documents to appear in the folder dynamically rather than setting up auto-foldering for each Document Type. Once a trigger document creates a folder, the folder dynamically displays all the documents that satisfy its dynamic criteria.
  3. Designate an administrative super-user other than MANAGER who can access all Folder Types for maintenance purposes. A super-user is helpful for troubleshooting folder configuration issues. For example, if a user tries deleting a parent folder but lacks rights to a child folder, the user won't be able to delete the parent folder and won't know that there are child folders underneath. The super-user would be able to see the child folders and identify the issue.
  4. Consider folder naming conventions carefully. The names of Folder Types in Configuration are also used in the folder search interface that allows users to find specific folders. Choose a naming convention that makes sense for the user. For suggested naming conventions, see Naming Folders Logically.
  5. Design multiple file cabinets to accommodate the different ways users access documents. There is no need to create a “one size fits all” configuration—a single document can exist in multiple folders simultaneously, and a change made to the document in one folder is reflected in all folders. If different users access the same documents for different business processes, set up additional structures for displaying folders by creating separate file cabinets, Folder Types, and hierarchy structures.
    • For example, in an insurance scenario, a user working in underwriting might retrieve a customer's account folder to access the customer's policies and view any claims. The following folder structure would accommodate this retrieval method:

    • In the same example, a user working primarily on insurance claims might access policy documents by looking up the claim number and drilling down to the customer's policy and account documents. The following folder structure would be more appropriate for this user:

  6. Use AutoFill Keyword Sets and Data Sets as much as possible to increase accuracy and reduce the risk of input errors. These features are especially helpful when Keyword Types are used for auto-foldering.
    When auto-foldering is used, misindexed documents will create misindexed folders. When the documents are later re-indexed to correct the mistake, the properly indexed folder structure is created, but the original folder structure still exists.