Viewing a Folder's History - Records Management - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Records Management

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

A folder's history is a log of all the actions performed on the folder in OnBase. If you have sufficient administrative rights, you can view a history of a folder. A folder's history allows you to:

  • See who has viewed a folder and ensure only authorized users are accessing it.

  • See how a folder has changed over time, including who changed it and when.

  • Evaluate which folders are being used and how frequently. For example, you can use this information to determine whether it's safe to remove a folder and whom to contact before deleting it.

Note:

If documents were added to or removed from a folder prior to OnBase 5.0, these actions are not displayed in the folder's history. Other actions performed prior to OnBase 5.0 are displayed.

Note:

Changes made to folder Keyword Values and folder dates in OnBase 8.2 and earlier are logged under the Modify Folder Keywords action. In OnBase 9.0 and later, changes to folder Keyword Values are logged under Added Folder Keyword and Deleted Folder Keyword, and changes to folder dates are logged under Modified Folder Date.

To view a folder's history:

  1. Log on to the OnBase Client.
  2. Open either the File Cabinets window or Folder Maintenance.
  3. Select the folder whose history you want to view.
    If you are using the classic File Cabinets window, the folder must be selected in the Child Folders pane.
  4. Right-click and select History. The folder's history is displayed in the Folder History dialog box. Click any of the column headers to sort by that column.
    Note:

    When items are sorted by action, they are grouped by action type. All other columns sort items either chronologically or alphabetically.