Before You Begin - Encrypted Alpha Keywords - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Premier - Essential - Standard

Encrypted Alpha Keywords

Platform
OnBase
Product
Encrypted Alpha Keywords
Release
Foundation 23.1
License
Premier
Essential
Standard

Before enabling Encrypted Alpha Keywords, ensure that you are familiar with the following information, as well as the information under Known Limitations:

  • Keyword Type encryption is only available for Alphanumeric Keyword Types. Keyword Type encryption is not available for Numeric, Date, Date & Time, Currency, Specific Currency, or Floating Point Keyword Types. For example, you can encrypt the Description System Keyword Type since it is an Alphanumeric Keyword Type, but you cannot encrypt the Account # System Keyword Type because it is a Numeric Keyword Type.

  • Depending on your type of database (i.e., ANSI or Unicode), you can only apply Keyword Type encryption to Alphanumeric Keyword Types with the following Maximum Lengths:

    • ANSI database: 112 characters or fewer

    • Unicode database: 48 characters or fewer

  • When modifying an existing Keyword Type to be encrypted, OnBase converts all existing Keyword Values at that point in time. In order to make this configuration change, your OnBase database must be locked for the duration of this operation. For instructions on locking your OnBase database, see the System Administration module reference guide. You can apply Keyword Type encryption to new Keyword Types without first locking your OnBase database.

  • If you are applying Keyword Type encryption and security masking to a Keyword Type that is already being used in the Auto-Name strings of existing documents in OnBase, the configured security mask will not be used in the Auto-Name strings of existing documents until you take the additional steps outlined in Applying Security Masking to Auto-Name Strings.

  • If you are applying Keyword Type encryption and security masking to a Keyword Type that is used in documents in OnBase, the configured security mask will not be used in these documents until you take the additional steps outlined in Applying Security Masking to Text in Documents.

  • After enabling Encrypted Alpha Keywords, you cannot disable Keyword Type encryption or modify the Maximum Length of a Keyword Type without first decrypting all existing encrypted Keyword Vales for that Keyword Type.

  • Encrypted Keyword Types included in Auto-Name strings and the Transaction Log appear as security masked to all OnBase users if a security mask is configured, regardless of whether the user has the Access Security Masked Keywords User Group Privilege.

  • Users cannot use wildcards when retrieving documents using an encrypted Keyword Type. Users can retrieve documents using an encrypted Keyword Type by entering the exact Keyword Value, regardless of whether the user has the Access Security Masked Keywords User Group Privilege.

  • Encrypted Keyword Type drop-down lists must be associated with a Keyword Data Set.

  • A security mask is not required to encrypt a Keyword Type. Encrypted Alpha Keywords behave differently when a security mask is configured. Ensure that you understand the Access Security Masked Keywords User Group privilege before configuring a security mask. For more information, see Required User Group Privilege.

  • The following information about encrypted Keyword Types is included when you generate a Keyword Type Configuration report:

Field

Description

Encryption Enabled

Presence of this field indicates that encryption is enabled for the Keyword Type.

Security Mask Symbol

Displays the configured security mask symbol.

Security Mask

Displays the configured security mask.