Acquire a Physical Record through a Request - Physical Records Management - English - Foundation 22.1 - OnBase - external

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

A Request button may be displayed on the physical record locator viewer, depending on your configuration. When a Check Out button is not present, the only way to acquire a physical record is through a request. A request is necessary when the document is already checked out by another user or OnBase has been configured to only allow certain users to check out documents. This is also referred to as a second party. When a second person check out is mandatory, requesting the record notifies the second party that you are in need of the record.

To request a record:

  1. On the appropriate physical record locator, click Request. The Check Out Request dialog box is displayed.
  2. Enter a date for the Required By field. You can click on the calendar button to select the appropriate date.
  3. Enter the Reason for Request. A maximum of 255 characters can be entered.
  4. If applicable, change the Number of Days values for the number of days you want the document. In some configurations, only the person checking out the record will have control over the number of days you are allotted for record possession.
  5. If the request is urgent, select the Urgent check box.
  6. Select an appropriate Delivery Location from the drop-down list.
  7. Enter any other additional Delivery Instructions. A maximum of 255 characters can be entered.
  8. Click Request.

    After a record is requested, when the record becomes available, it can be checked out. The users that have rights to checking out records will vary by system. See your System Administrator concerning check out rights.

    To check out a record:

  9. Open the appropriate record.
  10. Click Check Out. Depending on the type of check out that is being performed, either the Check Out (Self) dialog box or the Check Out 2nd Party dialog box is displayed.
    Note:

    If you are performing a self check out, your request must be the first pending request in the list.

  11. If the Check Out (Self) dialog is displayed, if appropriate, enter a new value in the Number of Days field. Enter a Reason for Request. A maximum of 255 characters can be entered. If this dialog box was not displayed, skip to the next step. If you completed this step, skip to step 5.
  12. If the Check Out 2nd Party dialog box is displayed, check the information entered by the requester. Change the value in the Number of Days field if necessary.
  13. Click Check Out.