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Institutional Databases

Institutional Databases
Foundation 23.1

Institutional Databases allows for the compartmentalization of data within OnBase 's database using custom configured data compartments. These data compartments, or institutions, are required if a single database contains information that must be limited by user access and/or customized in its presentation and output to the user. For example, service bureaus may maintain institutional databases when managing various clients' data within a single database.

An institutional database consists of a set of configuration tables that store values for Document Types, file types, Keywords, Workflow life cycles, Workflow actions, etc. that are shared across all institutions in the database. However, subsets of these tables are restricted per institution. In this manner, each institution is limited to the documents they can retrieve, view and output.

Each user account that logs into OnBase is constrained to a certain institution, and should only see the resources and documents of that institution. Likewise, only configuration parameters specific to that institution will be available to the user.

An Institutional database maintains:

  • Segregation of documents between institutions

  • Some amount of segregation of the configuration of OnBase between the institutions


In addition to the institutional segregation of data, secondary levels of segregation can also be achieved using Security Keywords at the User Group level. For more information, see Layers of Segregation in an Institutional Database.