Keyword Options - Integration for Microsoft Outlook 2019 - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Integration for Microsoft Outlook 2019

Platform
OnBase
Product
Integration for Microsoft Outlook 2019
Release
Foundation 22.1
License
Standard
Premier
Essential

The following table describes the options available from the Keywords section drop-down lists.

Note:

When configuring options for required Keyword Types, you must select Data Entry or specify a Mapped or Static Keyword Value.

Keyword Value Option

Description

Blank

Imports email messages or attachments with an empty Keyword Value. This option is selected by default unless the Keyword Type is a System Keyword Type.

Note:

Duplicated Keyword Types containing Blank Keyword Value options are not applied to the imported message or attachment.

Data Entry

Displays the Import Document pane when an email message is moved to an Auto Import folder. This allows users to enter their own Keyword Values for the required Keyword Types.

Note:

Duplicated Keyword Types containing Data Entry Keyword Value options do not display as duplicated in the Import Document pane. You must duplicate these Keyword Types in the Import Document pane to apply them to the imported message or attachment.

Any configured System Keyword Types for the Document Type are automatically populated and cannot be changed. Users can enter Keyword Values for all Keyword Types that do not have a Mapped Keyword Value option or a Static Keyword Value option configured.

CAUTION:

Do not select the Data Entry Keyword Value option for required Keyword Values that are part of a Multi-Instance Keyword Type Group assigned to the configured Document Type. Under this configuration, users selecting the Apply to all Messages option can import the first email successfully, but the manually entered Keyword Values are not retained in subsequent messages.

Mapped

Displays the standard email field options drop-down list. Select a standard email field such as To, From, or Subject as the Keyword Value for the Keyword Type.

Any configured System Keyword Types are already mapped and their mappings cannot be changed.

For a detailed list of the available standard email field options, see Mapped Keyword Value Options.

CAUTION:

Do not select the Mapped Keyword Value option for Keyword Types that are included in a Multi-Instance Keyword Type Group. If configured, documents can be improperly indexed.

Static

Displays an empty field for data entry. Enter the Keyword Value for the selected Keyword Type in the field.

Note:

Currency Keyword Types cannot be configured as a Static Keyword Value option.

When using an Auto Import Folder, any assigned AutoFill Keyword Sets take precedence over Static Keyword Values.

Folder Name

Uses the name of the configured Auto Import folder as the Keyword Value. The Keyword Type must be configured as an alphanumeric data type.

If the name of the Auto Import folder is longer than the maximum length of the Keyword Type, the name is truncated to fit within the maximum length.

Note:

Specific Keyword Options have known limitations when using a Multi-Instance Keyword Type Group. See Using Multi-Instance Keyword Type Groups with Auto Import Folders for more information on using a Multi-Instance Keyword Type Group with an Auto Import folder configuration.