Keyword Assignment Examples - Client - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Folders Best Practices

Platform
OnBase
Product
Client
Release
Foundation 23.1
License
Standard
Essential
Premier

In a typical folder structure, the number of Keyword Types assigned to each Folder Type increases as you go deeper into the folder tree. The following Human Resources folder structure provides an example of this practice. The illustration on the left shows the Folder Types as they appear in OnBase Configuration. The illustration the right shows the resulting folders in the OnBase Client.

Keyword requirements for this configuration are described in the following table. Additional Keyword Types may be needed to facilitate folder searches or to index documents using drag-and-drop indexing.

Folder Type

Keyword Type Configuration

HR Manager File Cabinet

No Keyword Types are assigned to the file cabinet's Folder Type.

Department

Only the Department Keyword Type is required for both the Auto-Name and for creating links with child folders.

Employee

The Employee Folder Type requires two Keyword Types: Department and Employee ID.

  • The Department Keyword Type is required to create the link to the Department Folder Type.

  • The Employee ID Keyword Type is required to uniquely identify each Employee folder.

Additional Keyword Types may be necessary to display the employee's name in the folder Auto-Name.

The number of Keyword Types does not always increase further down the folder tree. Consider the following example, where the Employee Folder Type is broken down into Employee Information and Annual Reviews, and reviews are further organized by Year.

The illustration on the left shows the expanded Folder Type structure in OnBase Configuration. The illustration on the right shows the resulting folders in the OnBase Client.

In this scenario, the new Folder Types could have fewer Keyword Types than their parents, as described in the following table:

Folder Type

Keyword Type Configuration

Employee Information and Annual Reviews

Both Folder Types require only the Employee ID Keyword Type, which links them to the Employee Folder Type.

No additional Keyword Types are required because the Auto-Names don't need to display any Keyword values.

Year

The Year Folder Type requires only the Employee ID Keyword Type to create a link with its parent, Annual Reviews.

Because this is a date-based Folder Type, no Keyword Types are needed to categorize folders by year. The Auto-Name displays the year by using the Folder Period Auto-Name variable (%D5).