OnBase folders allow users to view and organize documents electronically, as they would with a folder of paper documents, but with the added benefits and security of OnBase. Users can access related documents in a way that is familiar, logical, and easy to use. Folder structures can be automatically created and populated based on business needs without user interaction.
OnBase folders allow users to store a document once and retrieve it from a familiar folder interface that can be configured to a department's or user's need. Because each document can reside in multiple folders, departments that prefer different folder structures can access the same document in different locations. Because there is only one actual document, changes to the document are reflected in all locations, even when the document resides in many folders.
Both folder creation and population can be automated to ensure that the folder structure is maintained and file sorting is accurate. This automation protects against accidental folder creation or documents being misfiled. Existing folders can help automate indexing, as external documents that are dragged and dropped onto the folders window can inherit folder Keyword Values.
OnBase folder security ensures users see only what they need to see. You can design multiple file cabinets to meet different departments' needs and grant users access based on department membership. When users access folders, they will see only file cabinets and folders that apply to them. OnBase Document Type security also remains applied at the folder level. If users access folders containing restricted documents, the users can see only documents that they are allowed to view. This layering of security lets you create a single folder to be accessed by users who have different Document Type privileges.