Usage - OnBase/Client/English/Foundation-22.1/Folders/Usage - 2023-06-26

Folders

Platform: OnBase
Product: Client
Release: Foundation 22.1
License: Premier; Standard; Essential

Documentation Notice
Overview
Introduction
Definitions
File Cabinet
Folder Definition
Folder Hierarchy
Folder Contents
Static Folder
Dynamic Folder
Using Dynamic vs. Static Folders
Auto-Foldering
Related Folders
Configuration
Configuration Overview
Navigating Folder Type Configuration
Enabling Users to Create Folders
Folder Type Definition
Folder Hierarchy
Overview of Configuration Procedures
File Cabinet Configuration
Creating Both a File Cabinet and its Folder Type
Configuring Only the Folder Type for a File Cabinet
Creating a File Cabinet Only
Assigning User Groups to a File Cabinet
Renaming a File Cabinet
Deleting a File Cabinet
Folder Type Configuration
Folder Type Settings
Usage and Content Settings
User Options
User Searchable
User Creatable
User Copyable
User Movable
Keyword Update Rules for Moved Folders
Child Folder Manual Add Options
Examples of Child Folder Manual Add Options
Auto-Create Options
Auto-Create Child Folders
Do Not Auto-Create This Folder
All Keywords Needed to Auto-Create
Only Required Keywords Needed to Auto-Create
Auto-Creation and Auto-Foldering
Date-Based Folders
Folder Notes
Folder User Groups
Folder Display Options
Folder Contents Display Options
Icons
Document Sort Order
Order Child Folders By
Order by Folder Type Sequence
Order by Keyword Value
Child Folder Display Options
Normal Display
Display Child Folders as Tabs
Display Child Folders in a Pop-up List
Only Display Child Folders from Search
Folder Tabs
Required Keyword Types for Folder Types
Folder Keyword Types Configuration
Cascading Data Sets
Folder Keyword Considerations
Keyword Considerations for Auto-Foldering
Mask Characters
Security Keywords
Multiple Instances of Keyword Types and Auto-Foldering
Intended Results (Two Folders Created)—Document Type contains Multi-Instance Keyword Type Group
Unwanted Results —Document Type contains Individual Keyword Types Only
Keyword Considerations for Security Keywords
Keyword Considerations for Show Folder Locations
Folder Auto-Name Configuration
Dates
Keyword Types
Keyword Value Substrings
Considerations for Manually Entering Keyword Type and Substring Symbols
Renaming Folders by Updating an Auto-Name String
Renaming Folder Types and File Cabinets
Renaming Folder Types
Renaming File Cabinets
Folder Filter Configuration
Configuring the Custom Query
Assigning Filters to Folder Types
Related Folder Type Configuration
Keyword Type on Starting Folder Has Multiple Values
Starting Folder Has Multi-Instance Keyword Type Groups
Starting Folder Has Some Blank Keyword Values
Starting Folder Has No Related Keyword Values
Weekly Folder Settings
Folder Template Configuration
Creating a New Folder Template
Assigning Document Types to a Template
Configuring Keyword Type Criteria for a Document Type
Configuring a Document Type to Allow for Two or More Unique Values
Configuring how Documents are Displayed Using a Template
Adding Missing Item Messages
Formatting Missing Item Messages
Assigning Specific Templates to a Folder Type
Assigning a Default Template to a Folder Type
Assigning a Fixed Default Template
Assigning Default Templates Using Patterns
Considerations for Using Template Patterns
Assigning User Groups to a Template
Copying a Folder Template
Deleting a Folder Template
Dynamic Folder Type Configuration
Dynamic Folders and Multi-Instance Keyword Type Groups
Show Folder Locations
Folder Notes
Configuring Folder Types for Folder Notes
Procedure
Assigning Users Rights to Configure Folder Note Types
Creating Folder Note Types in OnBase Configuration
Copying Folder Type Configurations
Deleting Folder Types and Folders
Deleting Folder Types from Configuration
Deleting Existing and Orphaned Folders in the Client
Auto-Foldering
Before Beginning Auto-Foldering Configuration
Draw an Outline of the Intended Results
Example of Intended Results Outline
Identify Keyword Types for Organizing Folders and Documents
How OnBase Uses Keyword Values When Auto-Foldering
How Documents are Auto-Foldered
Configuring a Folder Structure for Auto-Foldering
Keyword Types That Affect Auto-Foldering
Keyword Types That Do Not Affect Auto-Foldering
Overview of Auto-Foldering Configuration
Parent Folder Type Configuration
Configuring Document Type Auto-Foldering
Folder Type Configuration
Document Type Configuration
Auto-Folder Existing Documents
Example of Parent - Child and Keyword Relationships for Folder Types
Example of an Auto-Foldering Document Type
Folder Type Custom Queries
Configuration Overview for Folder Type Custom Queries
Creating the Folder Type Custom Query
Configuring Custom Queries - Folder Type Query
Folder Administration
Viewing a Folder's History
Filtering a Folder's History
Turning Off Folder History Filters
Generating a Folder History Report
Folder Maintenance
Scheduling Folder Purge/Deletion
Requirements for Configuring/Executing a Scheduled Folder Purge/Deletion
Creating a Scheduled Folder Purge/Deletion Process
Schedule Configuration
Calendar
Default Daily Schedule
Selected Day
Specifying Purge Options
Specifying Delete Orphans Options
Viewing Scheduled Processes
Modifying a Folder Purge/Deletion Scheduled Process
Deleting a Scheduled Process
Running or Suspending a Scheduled Process
Verifying the Scheduler is Running
Creating Schedule Templates
Calendar
Default Daily Schedule
Selected Day
User Group Configuration for Folders
Assigning Folder Privileges
Assigning Product Rights for Folder Notes
User Group Configuration for File Cabinets
User Group Configuration for Folder Types
Global Client Settings for Folder Override Privileges
Folder Feature Support
Upgrade Considerations
Client Upgrade Considerations
Troubleshooting
Folder Differences Between Client Applications
Duplicate Folders Are Created
Dynamic Folders Do Not Contain Expected Documents
Folders Make Browsers Unresponsive in the Web Client
Cannot Restore Default Display for File Cabinets
Cannot Select a Parent Folder
Folder Configuration Tabs and Options Are Unavailable
Settings Tab
Auto-Name Tab
Display Tab
Parent Type Tab
Related Types Tab
Auto-Folder Tab
Dynamic Tab
Folder Type Cannot Be Deleted
File Cabinets Window Display Is Not Saved
Folder Template Color Tags Are Not Respected
Documents Are Not Auto-Foldered
The Destination Folder is Locked
User Has Insufficient Rights to a Parent Folder
Folders Are Not Displayed in Pop-Up Lists
Characters Required to Run Query
Oracle and Case Sensitivity
Style and Formatting Tags
Related Folders Cannot Be Found Due to Blank Keywords
Unable to Complete the Folder Search in Unity
Certificates of Destruction Are Not Displayed Properly
Folders Best Practices
Folders Best Practices Overview
Definitions
Getting Started
Assigning Folder Content Options
Organizing Folders and Contents by Keywords
Keyword Assignment Examples
Naming Folders Logically
Choosing Folder Display Options
Creating Folders Automatically Using Auto-Foldering
Choosing Auto-Folder Keywords
Using Auto-Foldering and Auto-Creation
Deleting Unnecessary and Empty Folders
Client Usage
Folder Configuration Worksheets
Folder Configuration Worksheets Overview
Parent Folder Types
Folder Tree Configuration
Folder Configuration
Folder Document Configuration
Usage
Usage Overview
Using Folders
Opening File Cabinets on Startup
Working with Folders Overview
Advanced File Cabinets Window
Navigating the Advanced File Cabinets Window
Keyboard Shortcuts
Open a Folder and View Documents
Open Multiple Documents at the Same Time
Displaying Folder Search Upon Clicking a Folder
Customizing the Advanced File Cabinets Window
Docking and Floating Panes
Moving Docked Panes Within the File Cabinets Window
Sharing Docking Positions
Unpinning Panes
Closing Panes
Classic File Cabinets Window
Open a Folder and View Documents
Change File Cabinets Window Appearance
Working with Folder Pop-up Lists
Retrieving Related Folders
Folder Search
Folder Search Using the Advanced File Cabinets Window
Folder Search Using the Classic File Cabinets Window
Folder Type Custom Queries
Creating a File Cabinet
Creating Folders in the Client
If You Cannot Create a Folder
Moving Folders in the Client
If You Cannot Move a Folder
Keyword Value Update Rules for Moved Folders
Copying Folders in the Client
If You Cannot Copy a Folder
Deleting Folders and Documents in a Folder
Deleting Documents from Both a Folder and OnBase
Deleting Folders
Automatically Index Documents Using Folders
Clear Selected
Applying a Folder Template
Applying Folder Filters
Adding and Removing Documents
Adding Documents to Folders
Copying or Moving Documents to Folders
Importing Documents Using Folders
Removing Documents from Folders
Filtering the View of Available Folders
Advanced File Cabinets Window
Classic File Cabinets Window
Show Folder Locations
Keyword Considerations for Show Folder Locations
Working With Folder Keywords
Modifying Keyword Values on a Folder Only
Modifying Keyword Values on a Folder, Child Folders, and Documents
Modifying Multi-Instance Keyword Type Groups
Example 1: Content uses the same Multi-Instance Keyword Type Group as its folder
Example 2: Content uses a Multi-Instance Keyword Type Group that contains a Keyword Type used by its folder
Example 3: Content uses a Keyword Type that is contained in a Multi-Instance Keyword Type Group used by its folder
Working with Folder Notes
Folder Notes Requirements
Creating Folder Note Types
Using Notes and Bookmarks on Folders
Printing Folder Contents
Folder Properties
Folder Options in the Client
Folder Right-Click Options and Available Features

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