Modifying Keyword Values on a Folder, Child Folders, and Documents - Client - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Folders
Platform
OnBase
Product
Client
Release
Foundation 22.1
License
Standard
Essential
Premier

Throughout a business process, the Keyword Values associated with a folder or folder tree may change. To modify Keyword Values on all folders and documents in a folder tree, use the Folder Contents | Keywords right-click options.

You can modify only one Keyword Value at a time, which prevents folder contents from inheriting values for all of the folder's Keyword Types. If the folder uses Multi-Instance Keyword Type Groups, all values in a group can be modified simultaneously. For information about modifying Keyword Values in Multi-Instance Keyword Type Groups, see Modifying Multi-Instance Keyword Type Groups.

Note:

As a best practice, use the Folder Contents | Keywords options only when the folder and its contents use the same Keyword Types.

If you have insufficient privileges to modify Keyword Values on all of a folder's contents, values are modified only on child folders or documents you have privileges to modify. If you lack rights to modify Keyword Values on a folder, then no values are modified on the folder's contents.

To modify Keyword Values on a folder and its contents,

  1. From the File Cabinets window, select the folder whose Keyword Values you want to modify.
  2. Right-click and select one of the following options from the Folder Contents | Keywords menu:

    Option

    Description

    Folders and Documents

    Modifies the Keyword Values on the selected folder and any documents residing directly within that folder. Keyword Values on the folder's child folders and their documents are not modified.

    Folders and Child Folders

    Modifies the Keyword Values on the selected folder and its child folders. Keyword Values on documents residing within the folder or its child folders are not modified.

    Folders, Child Folders, and Documents

    Modifies the Keyword Values on the selected folder, its child folders, and any documents residing within the folder or its child folders.

    The Modify Folder Keywords dialog box is displayed:

  3. Select the Keyword Type to modify from the Keyword Type drop-down list.

    If the Keyword Type is in a Multi-Instance Keyword Type Group, you can modify values on all Keyword Types in the group.

    CAUTION:

    Ensure you understand how modifying Multi-Instance Keyword Type Groups will affect Keyword values on folder contents. For more information, see Modifying Multi-Instance Keyword Type Groups.

  4. Type the new value for the folder and the contents you selected in step 2. The selected contents will have the same number of instances of the Keyword Type and the same values for each instance.

    • If you add another instance of the Keyword Type (by pressing F6), the new instance and its Keyword Value is added to the folder and selected contents. If you remove an instance of a Keyword Value, the Keyword Value is removed from the folder and selected contents.

    • If the selected Keyword Type is part of a Cascading Data Set, changing the Keyword Value will not update the child values that depend on it. For example, if you change the State value, then the City Keyword Type will retain its current value on the folder and its contents. Be sure to update any child values on folders and documents as needed.

  5. Do one of the following:

    • Click Save to save the modified Keyword Values and close the Modify Folder Keywords dialog box.

    • Click Apply to save the modified Keyword Values and keep the Modify Folder Keywords dialog box open to modify additional Keyword Values.

    • Click Cancel to cancel any changes that have not been applied.

    Note:

    If you lack rights to modify Keyword Values on a folder or document, OnBase displays a message stating that some Keyword Values could not be modified. Click Show Details to view folders or documents whose Keyword Values were not modified. If a folder name is displayed, then neither the folder nor its contents will reflect your changes.