Best Practices - OnBase/Client/Foundation-23.1/Client/Best-Practices - 2025-02-04

Client

Platform: OnBase
Product: Client
Release: Foundation 23.1
License: Premier; Standard; Essential

Documentation Notice
Overview
Introduction
Retrieving and Modifying Documents
Creating and Deleting Documents
Importing and Indexing Documents
Organizing Documents
Sending and Receiving Mail
Customizing the Appearance of the User Interface
Licensing
Simplified Licensing
Legacy Licensing
Definitions
Annotations
AutoFill Keyword Set
AutoFill Keyword Set Instance
Auto-Foldering
Cascading Data Sets
Cross-Reference
HTML-Based Documents
Custom Queries
Document
Document Handle
Document Type
Document Type Group
Envelope
File Cabinet
Folder Definition
Folder Hierarchy
Folder Contents
Dynamic Folder
Static Folder
Image Documents
Keyword Data Sets
Keyword Types and Keyword Values
Keyword Types
Keyword Values
Keyword Type Groups
Multi-Instance Keyword Type Groups
Keyword Type Masking
Note
OLE Documents
Overlay
Print Queue
Local Print Queue
Network Print Queue
Workstation Printers
Print Cluster Queue
Staples
Style Sheets in OnBase
No Style Sheet
Text Documents
User
User Group
Installation
Requirements
General Requirements
Hyland Software - Microsoft Windows Updates
Windows 10 Updates
Third-Party Software Requirements
Licensing
Client Virtualization
Installation
Backup/Recovery
Backup
Configuration
Registry Settings
External Files
Additional Steps
Recovery
Configuration
Registry Settings
External Files
Module-Related .INI Options
Registration
Additional Steps
Reports
INI File
Location
INI Considerations in a Citrix and Microsoft Windows Remote Desktop Environment
Editing the INI File
Troubleshooting
Common Issues
Error Messages and Warnings
Notes, Redactions, Burned Markups, and Deficiencies on Documents with Overlays
Unable to Find or Import from Mapped Network Drives
Usage
Usage Overview
Logging in
Configuring Auto Login
Session Interruption
Session Timeout
Authentication Required
Retrieving a Document
Using the Document Retrieval Window
Retrieving Documents (Advanced)
Changing the Appearance of the Document Retrieval Window
Selecting a Document
Retrieving Documents by Document Type Group
Retrieving Documents by Document Type
Retrieving Documents By Date
Use Keywords for Document Retrieval
Keyword Types that Contain Relationships
Cascading Data Sets
Multi-Instance Keyword Type Groups
Common Keyword Types for Document Type Groups and Multiple Document Types
Add Another Value to a Keyword
Multi-Instance Keyword Type Groups
Example of Adding an Instance of a Multi-Instance Keyword Type Group to a Document
Using Drop-Down Lists
Searching on Mixed Case Keyword Values
With Case Sensitive Searching Applied
Without Case Sensitive Searching Applied
Retrieve by Document Handle
Refreshing the Document Results List
Keyword Operators and Extended Search Features
Enable Keyword Operators on Startup
Relational (Comparative) Operators
Logical Boolean Operators
Wildcard Characters
Adding Multiple Values to a Keyword Type
Executing a Document Usage Search
Keyword Types Relationship Examples in Document Retrieval
Cascading Data Set
Multi-Instance Keyword Type Group
Document Search Results Window
Right-Click Options
Drag-and-Drop Options
Show Folder Locations
Keyword Considerations for Show Folder Locations
Launching the Viewer Window
Launching the Thumbnail Viewer
Modifying Thumbnail Options
External Text Search
Conducting an External Text Search
The Text Search Results Window
Viewing Text Search Results
Considerations for Viewing Text Search Results
Right-Click Options
Viewing Document Properties
Document Properties
Document Properties - Locations
Verify Access
Using Custom Queries
Viewing Documents
Viewing Microsoft Office Documents
Supported File Types with the Integrated Office Viewer
Viewing XML Documents
Viewing XML Documents with Style Sheet Based on Document Type
Viewing XML Documents with Style Sheet Based on Keyword Type
Viewing PDF Documents in Acrobat or Acrobat Reader
Using the Thumbnail-Only Document Viewer
Modifying Thumbnail Options
Viewing Text Documents
Viewing Text Documents Containing Tab Characters
Navigating Text Documents
Applying a Ruler to Text Documents
Disabling the Vertical Scroll Bar
Changing the Text Encoding of Documents
Selecting Text in Documents
Specifying Text Selection Options
Using the Text Search Toolbar
Using Custom Queries (Advanced)
Custom Queries
My Custom Queries
Configuring My Custom Queries
Configuring the Default Custom Query
Accessing and Using Custom Queries
SQL Custom Queries
Custom Query Results
Folder Custom Query Results
Display and Sort Columns
Re-Indexing Documents from Custom Query Search Results
Custom Query History
Adding Documents to the Database
Importing a Document
Importing and Indexing Documents (Advanced)
Importing Documents - Advanced Options
Indexing Mixed Case Keyword Values
Re-Indexing Documents
Keywords with Drop-Down Lists
Re-Indexing Document Revisions
Using AutoFill Keyword Sets When Indexing or Re-Indexing
Indexing with AutoFill Keyword Sets
Re-Indexing with AutoFill Keyword Sets
Using a Reverse AutoFill Keyword Set Lookup
Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values
AutoFill Keyword Set in a Multi-Instance Keyword Type Group
Overriding the Primary Keyword Value on a Document Containing an AutoFill Keyword Set
Keyword Type Groups
Multi-Instance Keyword Type Groups
Creating Documents (Advanced)
Creating a Document
Creating a New Document from an Existing Document
Creating a New Document from Thumbnails
Creating a New Document from a Single Page
Creating a New Document from a Range of Pages
Using the Rubber Band
Modifying Documents Using Notes and Annotations
Available Types of Notes
Adding or Modifying Notes
Adding Notes
Viewing or Modifying Notes
Sorting Notes
Deleting Notes
Unobstructing Notes
Note Type Privacy Options
Saving Note Position
Changing Note Type
Searching for Notes
Searching for Notes Using Custom Queries
Highlighting
Using the Create Highlight Toolbar Button - Text Documents
Using the Annotation Toolbar - Text or Image Documents
Viewing Highlights
Deleting Highlights
Creating an Annotation
Moving an Annotation
Redacting Document Using Redaction Annotations
Creating a Redaction Annotation
Deleting a Redaction
Redacting Documents Using Redaction Bitmaps
Creating a Redaction Bitmap
Deleting a Redaction Bitmap
Creating a Redacted Image
Stapling Documents Together
From Open Documents
From a Document Search Results List
Viewing Stapled Documents
Editing Staples
Deleting Staples
Printing Documents
Viewing a Print Preview of an E-Form
Printing XML Documents
Printing XML Documents with Style Sheet Based on Document Type
Printing XML Documents with Style Sheet Based on Keyword Type
Selecting Print Options
Selecting a Print Queue
Selecting a Print Format
Orientation Options
Print Overlay Options
Print Range Options
Notes Printing Options
Job Settings Options
Revision Printing Options
Default Settings
Color Options
Image Scaling Options
Digital Signatures Options
Rendering Options
Printing Multiple Documents
Navigating the Print Queues Window
Navigating a Network Print Queue
Setting the Status of a Print Job
Setting the Status of a Request
Dragging-and-Dropping Documents into a Print Queue
Creating Renditions of a Document
Rendition
Viewing Renditions
Creating Renditions
Applying Overlays to Documents
Overlays
Applying Overlays
Removing an Overlay from a Document
Viewing Overlay Settings
Separating Image Documents
The Keyword Panel
The Separation Workspace
The Separation Workspace Toolbar
Right-Click Menu Options
The Thumbnail Sizes Dialog Box
The Holding Area
Separating a Document
Separating the Original Document into New Documents
Indexing the Newly Created Documents
Deleting and Reordering Pages
Delete/Reorder Pages Toolbar
Holding Area
Delete a Page or Pages
Reorder Pages
Moving Pages in a Smaller Document
Moving Pages in a Larger Document
Rotate Pages
Deleting Documents
Deleting an Open Document
Accessing the Trash Can
Minimizing the Trash Can
Drag and Drop Documents into the Trash Can
Sort Items in the Trash Can
Undelete / Restore Documents from the Trash Can
Refresh Document List Windows After Deleting or Restoring
View Attributes of Documents in the Trash Can
Document History
Document Properties
Revisions / Renditions
Document Keywords
Print Documents from the Trash Can
Retrieving Cross-Referenced Documents
Retrieving Cross-References From an Image Document
Retrieving Cross-References From a Text Document
Retrieving Cross-References From an Electronic Form
Retrieving Cross-References From Other Documents
Retrieving Cross-References by Double-Clicking
Double-Click Selection on Image Documents
Identifying the Double-Click Region
Double-Click Selection on Text Documents
Retrieving a Cross-Reference Using Highlighted Text
Cross-Reference Results List Right-Click Options
Text Search Using Cross-References
Determining a Document's Cross-Reference Settings
Viewing Cross-Reference Results
Displaying Results as Open Documents
Displaying Results in a Cross-Reference For: List
Display and Sort Columns
Retrieving Cross-References Using Multiple Values
Selecting Values by which to Retrieve Cross-Referenced Documents
Organizing Your Documents
Using Envelopes
Creating an Envelope
Opening an Existing Envelope
Adding and Removing Documents
Adding Documents to an Envelope:
Removing Documents from an Envelope:
Viewing Documents in an Envelope
Printing Documents in an Envelope
Printing All Documents in an Envelope
Printing One or More Selected Documents from an Envelope
Sharing an Envelope
Envelope Right-Click Options
Working With Folders
Folder Definition
Folder Hierarchy
Folder Contents
Static Folder
Dynamic Folder
Using Dynamic vs. Static Folders
File Cabinet
Creating a File Cabinet
Auto-Foldering
Related Folders
Folder Options in the Client
Folder Right-Click Options and Available Features
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
Folder Search
Folder Search Using the Advanced File Cabinets Window
Folder Search Using the Classic File Cabinets Window
Folder Type Custom Queries
Working with Folder Pop-up Lists
Retrieving Related Folders
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
Adding and Removing Documents
Adding Documents to Folders
Copying or Moving Documents to Folders
Importing Documents Using Folders
Removing Documents from Folders
Deleting Folders and Documents in a Folder
Deleting Documents from Both a Folder and OnBase
Deleting Folders
Automatically Index Documents Using Folders
Filtering the View of Available Folders
Advanced File Cabinets Window
Classic File Cabinets Window
Applying a Folder Template
Applying Folder Filters
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
Clear Selected
Navigating Documents in the OnBase Client Module
Previous Page
Next Page
View Previous Document
View Next Document
Document Display Options
Using Thumbnails
Enabling Thumbnails
Navigating Documents Using Thumbnails
Removing Pages
Copying Pages Between Documents
Copying Multiple Pages in a Document:
View Thumbnails Only
Modify Thumbnail Display
Locating a Document
Saving Documents Outside of OnBase
Save As Document
Saving an XML Document
Save As - Text Document
Save As - Documents with a File Format Other than Text Report Format
Save as Zip File or Encrypted Zip File
Save As Type
Sending External Mail
Mail Selected Text as Attachment
Appending Additional Documents to an Open Mail Message
Generating a CSV File
Creating Keyword Lists
Searching For Specific Text
Internal Text Search
Internal Text Search Dialog Box
Text Search Toolbar
External Text Search
Conducting an External Text Search
The Text Search Results Window
Viewing Text Search Results
Considerations for Viewing Text Search Results
Right-Click Options
Text Search Options
Currency Keyword Formatting Options for the Client
Make Default
Generating A Report
Viewing and Modifying Keywords
Accessing an Existing Document's Keyword Values
Adding and Modifying Keywords
Document Date
Keywords
Viewing Read-Only Keywords
Auto-Display for Document Keyword Types and Values
Modifying Keyword Values Across Multiple Documents
Using OnBase Internal Mail
Internal Mail Overview
Sending Internal Mail
Forwarding Internal Mail
Viewing Internal Mail
Menu Options
Available Document Options and Right-Click Menus
Display Options
Document Options
Navigating Documents
Send/Export Options
Document Information
Personalizing Your OnBase Client
Changing Your Password
Modifying Your User Options
Modifying User Options: The General Tab
General
Default Print Format
Terminal Emulation / Exit
Document List Refresh
Modifying User Options: The Startup Tab
Modifying User Options: The Document Tab
Text Display
Text Search
Image Thumbnail
Full-Text Search
Selected Text Options
Display Options
Selected Text Options
Document Search
EDM Briefcase Options
Modifying User Options: The Default Date Tab
Retrieval Default Date
Document Storage Default Date tab
Modifying Your Workstation Options
Accessing Workstation Options
Workstation Options Tabs
Modifying Workstation Options: The Startup Tab
Modifying Workstation Options: The Document Tab
Text Window
OLE Window
Image Window
Image Scale
Workstation Cache
Disable Internal Text Search
Return to Hit List After Scan More Pages
Modifying Workstation Options: The Document Import Tab
Modifying Workstation Options: The Colors Tab
Modifying Workstation Options: The VB Scripts Tab
Creating a VB Script Toolbar Button
Using a VB Script Toolbar Button
Using External Functionality
Adding Menu Items to the OnBase Client
Adding a New Tool
Using A Named Font
Creating A New Third-Party Document
Menu Options
File Menu
Document Menu
User Menu
Window Menu
Toolbars
Client Toolbar
Default Client Toolbar
Additional Custom Toolbar Buttons
Customizing the Client Toolbar
Adding a Button to the Toolbar
Removing a Button from the Toolbar
Repositioning Toolbar Buttons
Toolbar Button Settings
Undocking the Client Toolbar
Grouping Toolbar Buttons
Default Toolbar Layout
Additional Toolbars
Text Search Toolbar
Annotation Toolbar
Client Module Shortcut Keys
Menu Bar Shortcuts
Dialog Boxes
Global Function Keys
Internal Mail Dialog Box Keys
Document Search Results Lists and Open Documents
Accessing Dialog Boxes and Menus
Navigating Documents
Changing Displays and Views
Executing Scripts
Selecting Documents in a List
Selecting and Copying Text
Field Shortcut Keys
Keyword Type Field Function Keys
Additional Features
Switching to Another User
Re-Launching the OnBase Client
Locking Your Workstation
Clearing Locked Objects
Best Practices
Best Practices Overview
DocPop and Unity Pop
Document Retrieval
Dates
Drop-Down Lists
Wildcards
Importing
Text Documents
Indexing
Multi-Instance Keyword Type Groups
Logging On
Command Line Switches
User Options
Document List Refresh

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