Importing a Revision - EDM Services - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

EDM Services

Platform
OnBase
Product
EDM Services
Release
Foundation 23.1
License
Standard
Essential
Premier

You can import a revision of a document into OnBase if the following requirements are met:

  • The database is licensed for EDM Services.

  • The Document Type that the document is being imported into is revisable.

  • The Keyword Values on the imported or re-indexed document identically match those on an existing document with the same Document Type in OnBase. Depending on your system's configuration, the imported and existing document may be required to have the same Keyword Values for some or all Keyword Types.

  • The document in OnBase that has matching Keyword Values is neither open nor checked out by another user.

When you import or re-index a document that contains the same indexing information as another document already residing in OnBase, the Document Revisions dialog box is displayed. From this dialog box, you can either save the document as a revision of an existing document, or you can save the document as a new document in OnBase.

When a document with multiple revisions is re-indexed as a revision of another document, a warning displays indicating that if you proceed, the previous revisions from the original document will not be carried over to the new document. The warning reads:

You are attempting to make an existing document a revision of another. This action will only re-index the latest revision. All other revisions and history will be lost. Do you wish to continue?

Click OK if you want to make the existing document with revisions a revision of another document.

CAUTION:

The revisions and history on the original document are lost when the document is made a revision of another document.

To save the document as a revision of an existing document,

  1. Import a new document or re-index an existing document, ensuring the listed requirements are met. The Document Revisions dialog box is displayed.
  2. Select the document from the Existing Documents list.
  3. Select from the following options:

    Option

    Description

    Save as Revision

    Saves the document as a new revision. Any text you enter in the Comment field will be saved as a comment for the revision.

    Depending on how the Document Type is configured, a comment may be required.

    CAUTION:

    Comments longer than 250 characters are not supported and will be truncated.

    Append Revision

    Creates a new revision by appending the imported image document to the existing image document.

    Note:

    This option is available only for Image File Format and Optical Character Recognition (OCR) documents. Additionally, the target Document Type must be configured to allow appending pages and must be revisable.

    Append Pages

    Appends the imported document to the existing document in OnBase.

    Note:

    This option is available only for Image File Format and Optical Character Recognition (OCR) documents. Additionally, the target Document Type must be configured to allow appending pages and must be non-revisable.

    Save as Rendition

    Saves the document as a rendition of the existing document.

    Note:

    This option is only available if requirements for creating renditions are met. See the Web Client help files for more information.

    Save as New Document

    Saves the imported document as a new document in OnBase, separate from the existing document.

    Note:

    Selecting this option creates two documents in OnBase with the same indexing information (the imported document and the existing document).

  4. Enter any comments for the document.
  5. Click Save to save the document as specified.