Working with Documents - Document Tracking - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Premier - external - Standard - Premier - Standard

Document Tracking

Platform
OnBase
Product
Document Tracking
Release
Foundation 24.1
License
Premier
Standard

You can work with Document Tracking documents in the Document Tracking module's Documents layout, or from the Unity Client's folders interface.

Note:

When working with Document Tracking documents in the Unity Client's folders interface, you do not have access to the Document Tracking functionality described in this section.

To work with Document Tracking documents:

  1. From the Document Tracking layout, double-click a Document Tracking folder.
  2. The Documents layout is displayed, with the Documents tab selected by default:

    Document Tracking folder layouts are displayed with each child folder and its content in a separate pane.

    The following options are available when right-clicking on a child folder:

    Option

    Description

    View Notes

    Select to view any notes that exist on the Document Tracking folder.

    See Adding Notes to Folders for more information on Document Tracking notes.

    View Keywords

    Select to view the Document Tracking folder's Keyword Values in the Folder Keywords pane. These Keyword Values are read-only.

    Note:

    Depending on your privileges, you may not be able to view folder Keyword Values.

    Track Documents

    Select to configure tracking and override settings of Document Types.

    Note:

    Tracking for required Document Types cannot be deselected.

    For more information on tracking documents, see Tracking Document Types.

    Override Settings

    Select to override and change the configured number of documents, expected date, or expiration date for a Document Type contained in the folder. You can also restore the Document Type to the default configuration settings if the settings were previously changed.

    For more information on overriding the configured settings for a Document Type, see Overriding Document Type Expected Date and Expiration Settings.

    Open in File Cabinets

    Select to open the Document Tracking folder in the Unity Client's folders interface and begin working with documents.

    See Working with Documents.

    Collapse All Items

    Select to collapse all Document Types in the child folder.

    Expand All Items

    Select to expand all Document Types in the child folder.

    If a Document Tracking child folder is configured to track multiple documents for a single Document Type, the number of documents received is displayed below the name of the Document Type. Depending on your configuration, the due date for the documents of a Document Type is displayed to the right of the name of the Document Type.

  3. Each Document Type and each individual document includes one of the following status icons:

    Icon

    Name

    Description

    Compliant

    All documents contained within the Document Type are in compliance. This icon is also displayed next to each compliant document.

    Missing

    The number of documents imported for the Document Type does not meet the configured number of documents to be tracked.

    Late

    The number of documents imported for the Document Type does not meet the configured number of documents to be tracked and the Document Type's expected date has passed.

    Expires soon

    A document contained within the Document Type expires soon. This icon is also displayed next to each expiring document.

    Expired

    A document contained within the Document Type has expired. This icon is also displayed next to each expired document.

    Exclusion

    The Document Type has been marked as excluded.

    Note:

    This icon is also displayed next to Documented Exclusion documents that are created when a Document Type is marked for exclusion. For more information, see Excluding Documents from a Folder.

    Depending on your configuration, an exclusion may be configured as an permanent exclusion. For more information, see Excluding Documents from a Folder.

    Exception

    An exception has been placed on a document contained within the Document Type. This icon is also displayed next to each document on which an exception has been placed.

    Depending on your configuration, an exception may be configured to cause the document to be considered noncompliant. For more information, see Adding Exceptions to Documents in a Folder.

    Not tracked

    The document is not tracked.

    Note:

    This icon is only displayed next to individual documents.

    If the number of documents imported for a Document Type exceeds the configured number of documents to be tracked for that Document Type, only the most recent documents are tracked. For example, if a Document Type is configured to track two documents, but three documents are imported, only the two most recent documents are tracked.

    Note:

    Documents with the status Not tracked are displayed below tracked documents of the same Document Type.

    Notes

    The document contains one or more notes.

    Note:

    This icon is only displayed next to individual documents.

    Tip:

    To view the icon legend in the Documents layout, click Icon Legend from the Documents tab's Display ribbon group.

    While Document Types can have more than one status at a time, only the most urgent status icon is displayed. For example, in the case of an expired Document Type also containing an exception, the Expired icon is displayed. The order of status priority is as follows:

    • Late

    • Expired

    • Noncompliant exception

    • Expires soon

    • Missing

    • Exception

    • Permanent exclusion

    • Exclusion

    • Compliant

  4. If one or more documents belong to a Document Type, an expandable arrow is displayed:

    Click the arrow to expand or collapse the Document Type's list of documents.

    Tip:

    Document Types can also be expanded or collapsed by double-clicking the Document Type name.

  5. To sort Document Types, click Sort from the Documents tab's Display ribbon group and select from the following:

    Option

    Description

    Sort by Status

    Select to sort the Document Types by status. Document Types requiring your attention are listed first.

    Sort in Default Order

    Select to sort the Document Types by their default order.

  6. To hide or unhide Document Types that are compliant, click Hide Compliant.

You can perform the following Document Tracking folder-specific actions by clicking the appropriate ribbon buttons from the Documents layout's Folder tab: adding and viewing notes on a folder, setting the follow-up date for a folder, marking a folder as inactive, and generating an XML report for document exceptions. For more information on these actions, see Adding Notes to Folders, Setting the Follow-Up Date for Folders, and Marking a Folder as Inactive, respectively.

To re-index a document directly from the Documents layout, right-click on the document and select Re-Index. For more information on re-indexing documents, see the Unity Client module reference guide.