The Options Tab - Physical Records Management - English - Foundation 22.1 - OnBase - external

Physical Records Management
Platform
OnBase
Product
Physical Records Management
Release
Foundation 22.1
License

The Options tab contains options that specifically affect the documents that are imported as part of the batch.

The following options are displayed on the Options tab:

Options Tab Option

Description

Run Process

The Run Process check box is selected by default. It must be selected in order to actually process documents. The ability to deselect this option is provided to allow installers or administrators to test formats without saving documents to OnBase.

If it is not selected, the Physical Records Management process will not import files. The Download and Preprocess functions are performed regardless of whether Process is selected. If the processor encounters an error within the import file, the import file is moved from its current folder to the ERROR_FILES sub-folder.

Note:

If an error occurs, the Import Index File is moved to the ERROR_FILES folder even if it is marked as read-only.

Add Documents to Workflow
Note:

To use this option you must be properly licensed for Workflow.

Note:

Documents can only be added to Unity Life Cycles from the Core-based OnBase Client interface.

The processed documents are placed into any workflow associated with the Document Type with which the documents are associated. Once the Add Documents to Workflow option is selected, you can:

  • Select On Commit to bring documents into the workflow when a batch is committed.

    When using the Core-based OnBase Client interface, if one or more documents are not successfully added to Workflow, the batch will be added to the Committed queue.

    When using the classic OnBase Client interface, if one or more documents are not successfully added to Workflow, the batch will be added to the Incomplete Commit queue.

  • Select During Processing to add the documents to a workflow as they are processed.

Tip:

When using the Core-based OnBase Client interface, it is recommended that you always select On Commit.

CAUTION:

When using the Core-based OnBase Client interface, it is required that you select On Commit if your Workflow is configured to perform any System Work.

Auto-Folder Documents

Provides the ability to Auto-Folder documents upon processing.

Note:

Selecting this check box sets the default for the Auto-Folder documents upon processing function. However, if a user has the ability to initiate the processor from the Client (Product Right in User Groups & Rights) he or she has the ability to deselect this function when initiating the process. In the Client, the option is called Create Auto Folder.

Tip:

Ensure you have Auto-Foldering properly configured before selecting the Auto-Folder Documents upon Processing check box.

Accumulate Processing Information

After the Physical Records Management process is run, OnBase displays a Verification Report for the process. If you would like to view the combined Verification Reports for several processes, select the Accumulate Processing Information check box. This causes the Verification Report information to be stored in the database and used to generate a daily cumulative report.

The Verification Report is stored as a text document in the System Documents Document Type Group, SYS Verification Reports Document Type.

Store AutoFill Keyword Set Data

This option is used to store values from the import index file into the associated AutoFill Keyword Set, as long as there is no AutoFill Keyword Set instance that already contains the Primary Keyword Value from the import index file. If there is already an AutoFill Keyword Set instance containing that Primary Keyword Value, no new AutoFill Keyword Set instance will be created.

Expand AutoFill Keyword Sets

You can select the Expand AutoFill Keyword Sets option to index documents with values in an AutoFill Keyword Set based on a Primary Keyword Value in the import index file. If the Primary Keyword Value is only associated with one AutoFill Keyword Set, that AutoFill Keyword Set will be used to index the document. If the Primary Keyword Value is associated with more than one AutoFill Keyword Set, all of the associated AutoFill Keyword Sets will be used to index the document, as well as the values in the import index file.

For example:

A Document Type uses a social security number as the Primary Keyword Value. An existing AutoFill Keyword Set is shown below:

999-99-9999, Sara Smith, 10/10/1966

999-99-9999 is the Primary Keyword Value.

Sara Smith's maiden name was Sara Adams.

When a document is imported using an import index value of 999-99-9999, Sara Adams, 10/10/1966, the existing AutoFill Keyword Set is triggered by the Primary Keyword Value (999-99-9999). The document will be indexed with the values in the AutoFill Keyword Set (999-99-9999, Sara Smith, 10/10/1966).