Working with Folders - 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 work with Document Tracking folders in the Unity Client's Document Tracking layout. After logging on to the Unity Client:

  1. On the Home tab, in Tracking, click Document Tracking:
  2. The Document Tracking layout is displayed:
  3. If you have rights to more than one Document Tracking folder type, select a Document Tracking folder type from the Document Tracking Type drop-down list.
    If you have rights to one Document Tracking folder type, proceed to the next step.
  4. The Document Tracking layout displays the selected Document Tracking folder type:
  5. The Document Tracking layout includes the following columns:

    Column

    Description

    Icon

    The icon configured for the Document Tracking folder.

    If the Document Types in the Document Tracking folder are compliant, the configured icon is displayed without an overlay. For example:

    If one or more Document Types in the Document Tracking folder contain documents that are set to expire within the configured warning period, the following icon is displayed on top of the configured icon:

    If one or more Document Types in the Document Tracking folder contain documents that are overdue, or expired, the following icon is displayed on top of the configured icon:

    Note:

    If one or more Document Types in the Document Tracking folder has missing documents, the configured icon is displayed without an overlay.

    Document Tracking Folder

    The Document Tracking folder's Auto-Name string.

    Assigned User

    The user assigned to the Document Tracking folder.

    Last Interaction

    The date of last interaction with the Document Tracking folder. This status is updated when you create a new note.

    Follow-up Date

    The next scheduled follow-up date for the Document Tracking folder.

    Documentation Status

    The status of Document Types in the Document Tracking folder:

    • Compliant- The Document Types are compliant.

    • Noncompliant- One or more Document Types are not compliant.

    • Pending Update- The Document Types in this folder need to be reviewed for compliance. This status is automatically assigned to newly created Document Tracking folders. The Documentation Status is re-calculated after opening the Document Tracking folder.

    • Documents missing- Documents are missing from the folder.

    • Documents expire soon- Documents in the folder expire soon.

    Depending on your privileges and system configuration, additional columns in the Document Tracking layout may be displayed based on the Keyword Types configured for the Document Tracking folder. Up to twelve Keyword Types are displayed. These Keyword Types are displayed in the order in which they are configured for the Document Tracking folder.

  6. If necessary, the Document Tracking layout data list can be grouped, sorted, and filtered like other Unity Client data lists. For example, you can type a partial folder name in the Document Tracking Folder column to retrieve a list of matching folders:

    For more information on grouping, sorting, and filtering data lists, see the Unity Client module reference guide or help file.

  7. The following options are available when right-clicking on a Document Tracking folder:

    Option

    Description

    Track Documents

    Select to configure tracking and override settings of Document Types.

    Note:

    Required Document Types cannot be deselected.

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

    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.

    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.

    History

    Select to view a Document Tracking parent folder's history.

    See Viewing Folder History.

    Delete

    Select to delete a Document Tracking folder. You are prompted to confirm that you want to delete the folder. Click Yes to delete the folder or No to retain the folder.

    Add To Personal Page

    Hover over this option to display the following sub-options:

    • Add Selected Folder to Personal Page: Select to add a tile for the currently-selected Document Tracking folder to your Personal Page of the Unity Client. Once the tile is added, you can click it to immediately open the folder in the Documents window view.

    • Add Folder List to Personal Page: Select to add a tile for all listed Document Tracking folders to your Personal Page of the Unity Client. Once the tile is added, you can click any of the links to an individual folder to immediately open it in the Documents window view.

    Note:

    You can also add a tile for the Document Tracking layout to your Personal Page of the Unity Client. With the layout displayed, from the Home tab's Favorites ribbon group, click Personal Page | Add this layout to my personal page. Once the tile is added, you can click the link to immediately display the Document Tracking layout. For more information on Personal Pages, see the Unity Client module reference guide.

    Add to Tile Groups

    Hover over this option to display the following sub-options:

    • Add Selected Folder to Tile Groups: Select to add a tile for the currently-selected Document Tracking folder to a specific Tile Group on your Personal Page of the Unity Client. Once the tile is added, you can click it to immediately open the folder in the Documents window view.

    • Add Folder List to Tile Groups: Select to add a tile for all listed Document Tracking folders to a specific Tile Group on your Personal Page of the Unity Client. Once the tile is added, you can click any of the links to an individual folder to immediately open it in the Documents window view.

    Note:

    You can also add a tile for the Document Tracking layout to a specific Tile Group on your Personal Page of the Unity Client. With the layout displayed, from the Home tab's Favorites ribbon group, click Personal Page | Add this layout to Tile Groups. Once the tile is added, you can click the link to immediately display the Document Tracking layout. For more information on Personal Pages, see the Unity Client module reference guide.

    Clear Customizations

    Select to clear all column customizations.

    Toggle Column Filters

    Select to hide or display the column filter row below the column headers.

    Clear All Column Filters

    Select to clear all filters applied to columns.

    Note:

    This option is unavailable when the column filter row is hidden.

    You can also double-click a folder to work with the documents in the folder. See Working with Documents for more information.