Manually Creating a Data Set - Front Office Scanning - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Front Office Scanning

Platform
OnBase
Product
Front Office Scanning
Release
Foundation 23.1
License
Premier
Standard
Essential

Data Sets can be created manually from within the Front Office Scanning client. Manually created Data Sets are not added to the Available Data Sets list; a manually created Data Set is automatically treated as the selected Data Set.

To manually create a Data Set:

  1. In the Front Office Scanning client, do one of the following:
    • Select File | Create Data Set.

    • Click the Create Empty Data Set button on the toolbar.

    • Press Ctrl+Q.

    A list of Keyword Types is displayed in the Selected Data Set window.

    • Required Keywords are displayed in red. Values must be entered for these Keyword Types in order to associate the Data Set with a document.

    • If your solution has been configured for an AutoFill Keyword Set, the primary Keyword Type of the autofill is displayed in bold.

      Note:

      Depending on your solution design, an HTML form may be displayed when you click File | Create Data Set. In this case, you would enter values into the form instead of entering them into the Selected Data Set window.

  2. Double-click the Keyword Type you would like to add a Keyword Value for (or select the Keyword Type and press Enter). Depending on your configuration, some Keyword Types may have default Keyword Values assigned to them.
    An editable text field or, depending on your configuration, a list of possible Keyword Values is displayed.
  3. Enter a Keyword Value into the text field or select a Keyword Value from the list.
    Note:

    When entering a Keyword Value, you cannot exceed the maximum length or the masking length configured for its Keyword Type. If a Keyword Type is configured for masking, and the Front Office Scanning client is connected to the Application Server at the time of Keyword Value entry, then the static mask characters configured for the Keyword Type appear in the text field.

    Tip:

    When entering a Keyword Value, press Esc to revert back to the value that was present before you began editing the text field.

  4. Repeat Steps 2-4 for each Keyword Value to be entered into the Data Set. As you perform these steps, note the following:
    • When using the keyboard, you can press Tab to navigate to the next Keyword Type or press Shift + Tab to navigate to the previous Keyword Type in the list.

    • When entering a value for a primary Keyword Type of an AutoFill Keyword Set, the secondary Keyword Values in the autofill are automatically displayed in the appropriate text fields and should not be edited.

      • If multiple instances of the AutoFill Keyword Set have the same primary Keyword Value, the Select Keyset dialog box is displayed, allowing you to select the instance of the autofill you wish to apply to the Data Set.

      • If existing values in the Data Set conflict with any of the secondary values in the AutoFill Keyword Set, the Autofill Conflict dialog box is displayed. To retain the existing Data Set values and populate only the blank text fields with the autofill values, select Populate missing data with autofill. To overwrite the existing Data Set values and populate all text fields with the autofill values, select Overwrite data with autofill.

    • To add a duplicate Keyword Type field, select the Keyword Type you wish to duplicate. Then, select Edit | Duplicate Keyword, press F6, or press Ctrl+T. A new entry for that Keyword Type is added to the Data Set. The Keyword Label will display as keywordname (n), where keywordname is the name of the duplicated Keyword Type and n is a unique integer.

      Note:

      A maximum of 99 duplicates can be created for each Keyword Type.

      Note:

      Duplicate Keyword Types that are created in the Front Office Scanning client and applied to an E-Form will not be uploaded to OnBase unless the E-Form is first converted to an image. If the E-Form is not converted to an image, only the Keyword Values that populate the fields on the E-Form will be uploaded.

    • Depending on your configuration, the Front Office Scanning client may check manually entered values to ensure that the data entered matches the data allowed for the assigned Keyword Type (for example, to ensure that only numeric data is entered for a numeric Keyword Type). If your configuration allows this check to be performed and the data entered is not allowed, an error message is displayed.

    • Specific Currency Keyword Types respect the format assigned to them in the OnBase Configuration module. However, Currency Keyword Types only accept a $ sign.

    • If your Front Office Scanning solution is configured to allow document retrieval, be aware that the Related Documents list is not populated with documents related to a manually created Data Set (i.e., related documents cannot be retrieved for manually created Data Sets). The Related Documents list is only populated when a Data Set is selected from the Available Data Sets list.