Requesting Physical Records - 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 need of the record.

To request a record:

  1. On the appropriate physical record locator, click Request.
  2. In the Reason for request field, enter the reason for the request. A maximum of 255 characters can be entered. The Characters Remaining number beneath the field drops as you type. Entered characters exceeding 255 cannot be saved.
  3. In the Required By field, enter a date.
  4. In the Number of Days field, if applicable, change the number of days you want the document. In some configurations, only the person checking out the record will have control over the number days you are allotted for record possession.
  5. If the request is urgent, select Urgent the check box. This is a required field.
  6. Select an appropriate delivery method from the Delivery Location drop-down list.
  7. In the Delivery Instructions field, enter any other additional delivery instructions. A maximum of 255 characters can be entered. The Characters Remaining number beneath the field drops as you type. Entered characters exceeding 255 cannot be saved.
  8. In the Required By field, enter a date.
  9. Click Request.