Configuring the Custom Query - Records Management - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Records Management

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

Before making a filter available for folders, you must configure the Custom Query that will serve as the filter. A Custom Query cannot be used for both filtering and retrieving documents; once a Custom Query is configured as a folder filter, it is unavailable from the Custom Queries list in the OnBase Client and Web Client.

Both standard Custom Queries and HTML Custom Queries can filter folders, provided they have a Custom Query type of Document Type or Document Type Group. Standard Custom Queries will filter folder contents by the Document Types assigned to the query. HTML Custom Queries can filter folder contents using both the Document Types assigned to the query and the Keyword Types mapped to the HTML form.

If you use an HTML Custom Query, the HTML form is displayed when the filter is applied to the folder. If any Keyword Type fields are configured on the form, the user can filter folder contents by Keyword value.

The following procedure provides general guidelines for converting a Custom Query to a folder filter. For detailed information about configuring Custom Queries, see the Configuration module help under the heading “Queries and VB Scripts.”

  1. In OnBase Configuration, select Queries | Custom Queries. The Custom Query dialog box is displayed.
  2. Select the Custom Query to use as a folder filter.
    Tip:

    To make the filter's purpose clearer for users, ensure the name indicates what the filter does. To help you identify the filter from other Custom Queries in OnBase Configuration, use a naming convention that indicates the Custom Query is a folder filter. For example, append FF or Folder Filter to the Custom Query's name.

  3. Click Settings. The Custom Query Options dialog box is displayed.
  4. Select Folder Filter.

    If the Folder Filter option is unavailable, ensure none of the following options are selected:

    • By Keyword or Custom Written SQL, located under Custom Query Type

    • Keyword Edit Fields or Text Search Button located under Optional Controls

    These options are intended for document retrieval Custom Queries, not folder filters.

  5. Click Save.
  6. Continue configuring the Custom Query as described in the Configuration module help under the heading “Queries and VB Scripts.”
    Note:

    You must assign Document Types or Document Type Groups to the filter, even if you are creating an HTML Custom Query that filters by Keyword value.

    Note:

    Date ranges are supported only with HTML folder filters. Date ranges are not supported with non-HTML folder filters.

    Note:

    The Note Count column is currently not supported for use with folder filters.