Configuring Revisions - EDM Services - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Applies read-only attributes to the documents in the selected Document Type.

When a user opens a document locked by another user, a message displays stating that the document is already checked out. This message includes the OnBase user name who has checked out the document.

Any changes made to a document that is locked by another user can only be saved by saving the document as a new document.

Allows users to keep documents checked out after logging out of OnBase. For example, a document can be checked out and saved to a laptop for overnight editing. Documents can be checked back in during the next OnBase session.

This setting is also required for editing Microsoft Office documents in the OnBase Integrated Office Viewer. For more information, see Configuring to Edit in the Integrated Office Viewer.

Allows users to import image files and append them to existing image documents of that Document Type if the imported document has the same indexing information as an existing document. This is only available for Image File Format and Optical Character Recognition (OCR) documents.

Allows documents to be changed and saved as renditions of the document. A rendition is a rendering of the original document stored in a different file format.

Select to display the text rendition when performing an External Text Search of image and PDF documents with a text rendition.

When this is not selected, the image or PDF rendition is displayed when performing an External Text Search.

Prevents documents from being saved as revisions. Although non-revisable documents can be changed and saved as new documents (or changed to overwrite existing documents), revision control features are not available. Two Non revisable options are available and described below.

Documents are saved as read-only documents. Document changes are not saved as revisions; changed documents must be saved as new documents. When users attempt to save document changes, OnBase displays the Import Document dialog box displays, allowing users to import and index the new document.

Documents can be overwritten, or saved as new documents. When users attempt to save document changes, OnBase displays the message: Would you like to Overwrite the Existing document or save this as a new document? Users can do one of the following:

• Click Overwrite to overwrite the existing document.

• Click Save as new to create a new document. The Import Document dialog box displays, allowing you to import and index the new document.

• Click Cancel to cancel changes.

Note the following:

• File formats available for re-indexing depend on your system setup.

• This setting only applies to OLE or ODMA documents.

• This setting behaves differently in the OnBase Integrated Office Viewer. See Configuring to Edit in the Integrated Office Viewer.

Allows documents to be changed and saved as revisions of the document. A revision is an altered version of the original document that retains the original file format.

Prompts the user to select whether the document should be saved as a revision of the document or as a new document.

Note the following:

• This setting does not apply to image documents. OnBase always assumes a revision when saving image markups on image documents. When this option is enabled, OnBase does not display a prompt when saving image markups on image documents.

• This setting is not respected in the OnBase Integrated Office Viewer. See Allowing Image Markups.

Assumes that you want the changes to a document saved as a revision, if the Document Type and Keyword Values match an existing document. If selected, no prompt for revision will appear when saving image markups to a document or when editing a Microsoft Office document.

This option adds a document revision to the Workflow life cycles assigned to the selected Document Type. This feature is activated when you click the Save as Revision button in the Document Revision dialog box.

To understand how this works, first try to open a document from OnBase and save it back to OnBase as a revision or as a new document.

When this Re-enter Document into Workflow option is enabled in the Configuration module, and you click the Save as Revision button in the Document Revision dialog box in OnBase, the document revision is re-added to all life cycles assigned to the Document Type.

Enables a selected Document Type to allow revisions of documents to be stamped as Versions.

If a Document Type allows versioning, users must have either the View Revisions or View Versions privilege to view previous versions of documents of that type.

Once activated, a user cannot enter comments for a document or revision.

Allows comments to be made on a document or revision.

Saves the first revision of a document without being prompted for revision comments. All subsequent revisions display the revision comments dialog box where you can type revision comments, if desired.

Requires users to enter a revision comment before the revision is saved.

Note the following:

• This setting has priority over the Save first revision with no comment setting. If Force comment is selected, users are required to enter a comment for the first revision of a document even if Save first revision with no comment is also selected.

• This setting behaves differently in the OnBase Integrated Office Viewer. See Configuring to Edit in the Integrated Office Viewer.