Layer 3 - Institutional Databases - English - Foundation 22.1 - OnBase - external

Institutional Databases

Institutional Databases
Foundation 22.1

A Layer 3 Institutional Database is irreversible. Once Institutional Mode has been engaged, it cannot be undone.

Layer 3 is referred to as Institutional Mode. This layer causes OnBase to use the institution attribute of the document for retrievals, which provides maximum performance in all circumstances when retrieving documents. This layer also replaces the use of institution 99 (for specifying institutional super users) with a direct attribute on the user accounts, configured with the Institutional Super User check box.

An institutional mode system does not use the user group security keywords to impose retrieval restrictions on the users. Instead, OnBase will use the user's assigned Institution Number and/or Institution Name, and restrict their document retrievals by this value alone.


Before engaging Institutional Mode, any security keywords are removed by the system, if they have not been removed already.

Institutional Mode is initiated via the user interface, and can only be engaged once. This automated process sets up certain retrieval and query parameters used in Institutional Mode. Additionally, a manual process of migrating certain values within the database must also be performed before the institutional mode system will function properly.

This layer provides:

  • Document segregation via the user's Institution Number. User accounts do not need to be tied to user groups (and a specific Institution # keyword value). This avoids the potential mistake of assigning an institutional user to the wrong user group and providing them with access to restricted documents.


    The Institution # Keyword is required for all document types available to more than one institution.

  • The ability to specify overlays according to institution on your document types

  • The ability to segregate configuration information according to institution in the Document Distribution module.

  • The ability to apply institution-specific Records Management settings to a managed Folder Type.

  • The assignment of any user account as an institutional super user. An institutional super user operates within the normal security principles established for the user groups that it is a member. Within the document types assigned to these groups, this user can view all documents across the institutions. This user can also configure the institutional overlays for all document types that it has rights to access.

It is recommended that the institutional super users not be placed in any groups that are limited with Institution # security keywords. This may only impede the performance of their queries without providing any value or restrict them from seeing documents that they may need to access. These users are intended to access all documents within the document types that they may access regardless of institution. Other security keywords will take effect if they are implemented.