Field Order - Keyword Update - English - Foundation 22.1 - OnBase - external

Keyword Update
Platform
OnBase
Product
Keyword Update
Release
Foundation 22.1
License

The field order configuration of the Keyword Update format provides the ability for the system to identify the individual documents and associated Keyword Values in the index file.

  1. In the Configuration module, select Import | Keyword Update - Doc Type or Import | Keyword Update - Global. The Keyword Update Configuration dialog box is displayed.
  2. Select the appropriate processing format.
  3. Click Field Order. The Import Processor Configuration dialog box displays a list of all the Document Types selected for the Keyword Update process. If you are configuring a Keyword Update - Global process, the Document Type list will be empty.
  4. If you are configuring a Keyword Update - Doc Type process, select a Document Type.
  5. Click Field Configuration. The Field Configuration dialog box is displayed.
    Note:

    If the index file contains more than one Document Type, the field order for each Document Type must be configured.

  6. The initial Keyword Type list for new configurations is empty. Select a Keyword Type from the Keyword drop-down list, select an Action from the Action drop-down list, and click Add to move the value to the Keyword Type list. See Keyword Actions for a list of all available Actions.

    If a Keyword Type might be associated with multiple Keyword Values:

    • The Keyword Type must be listed in the Field Configuration dialog box as many times as the maximum number of Keyword Values that may be associated with a document.

      For example, if a document may have 3, 4, or 5 values for the Name Keyword Type, then the Name Keyword Type must be listed 5 times in the Field Configuration dialog box.

    • The Keyword Update index file must contain placeholders for empty Keyword Values so that values are not assigned to the wrong Keyword Types.

      For example, if a document is associated with three Keyword Values for the Name Keyword Type (John, Jim and Jane) but the Keyword Type is listed 5 times in the Field Configuration dialog box, then the index file must contain two empty placeholders (John, Jim, Jane, , ,) to prevent the next value in the index file from being assigned to the Name Keyword Type.

    Note:

    OnBase will not save these empty placeholders.

  7. Repeat for all desired Keyword Types.
  8. If any of the Keyword Types have a data type of Date or Currency, select the defined field tag and click Format to define the format. See Keyword Configuration for details.
  9. Add mandatory and optional Default Keyword Types.

    • If your index file contains more than one Document Type, both the index file and your Field Configuration must contain the Default Keyword >> Document Type.

    • If you have any field values in the index file that you do not want to map to Keyword Types, add the Default Keyword >> Dummy Key.

    Note:

    This does not apply to blank file names within an ordered index file. Blank file names should be mapped as the >> FileName Keyword Value.