Configuring Only the Folder Type for a File Cabinet - Records Management - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

Records Management
Platform
OnBase
Product
Records Management
Release
Foundation 22.1
License
Essential
Standard
Premier

For each file cabinet, you must configure a unique Folder Type to base it on. This Folder Type is required so that OnBase can build the folder structure. Follow this procedure to configure the file cabinet and its Folder Type separately.

Tip:

To create both the file cabinet and its Folder Type in a single procedure, see Creating Both a File Cabinet and its Folder Type.

  1. In OnBase Configuration, select Document | Folder Types. The Folder Type configuration dialog box is displayed.

    This dialog box contains two panes:

    • The left pane contains the folder tree, which displays previously configured Folder Types and their parent/child relationships.

    • The right pane contains all available configurable settings for a Folder Type.

  2. Right-click the folder tree background and select New Workflow Folder.
  3. In the New Folder Type Name field, type the name of the new Folder Type.
    Tip:

    Use a name that reflects that the Folder Type is for a file cabinet. For example: Human Resources File Cabinet or Human Resources FC.

  4. Click Save.
  5. The Settings tab is displayed.
    1. Under Usage, select Client. For Workflow or Records Management configurations, see the Workflow or Records Management documentation.
    2. Under Contents, select Folders Only.
  6. Click the User tab. Assign one or more User Groups to the Folder Type.
    In addition, you must also assign the rights for users to view folder documents. Ensure Document Types and User Groups & Rights are appropriately configured for users who need access to folder documents.
  7. Click the Display tab. Under Icons, select an image to represent the file cabinet or folders based on this Folder Type. Select the same image from the Icon and Small Icon drop-down lists.
  8. Under Child Folder Display Options, select how folders should be displayed when a user opens the file cabinet. For information about these options, see Child Folder Display Options.
    Note:

    Don't configure any Keyword Types, Auto-Name strings, or parents for Folder Types that will be used as file cabinets. Keyword Types serve no purpose on file cabinets because users won't retrieve file cabinets using keyword searches. Auto-Name strings are also unnecessary because they are overridden by the name of the file cabinet. No parent should be assigned to a file cabinet Folder Type because file cabinets are the top level of the folder tree.

  9. Click Save when finished. No further configuration is required for the file cabinet Folder Type.
  10. Create the file cabinet and associate it with the new Folder Type. See Creating a File Cabinet Only.