Required Keyword Types for Folder Types - 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

Use Keyword Options to require users to provide a value when creating or searching for folders of this Folder Type.

Unlike Keyword Type configuration settings, these options affect Keywords on a Folder Type basis. The same Keyword Type can have different options applied for each Folder Type it is assigned to. For example, Customer Name is a required value for new folders of the Purchase Order Folder Type, while it is an optional value for new folders of the Misc. Expenses Folder Type.

Note:

Folder search requirements can be overridden by users who have the Override Query Restrictions administrative privilege.

  1. From the Folder Type configuration dialog box, select a Folder Type and click Keyword Types.
  2. Ensure at least one Keyword Type is in the Selected list and click Options.
    The Keyword Options dialog box presents true/false conditions for the Keyword Types associated with the Folder Type.
  3. Select a Keyword Type.
  4. Apply the options described in the following table as needed:

    Option

    Description

    Required

    Select to make the Keyword Type required for new folders.

    When this condition is set to TRUE, the Keyword Type label appears red at the Import dialog box, indicating that the value must be entered to create the folder. Save will be disabled until a Keyword value is supplied for this Keyword Type.

    Clear this option to let users create folders of this Folder Type without providing a value for this Keyword Type.

    Retrieval

    Select to make the Keyword Type required for searching for folders (in the Find Folder dialog box). As a best practice, set at least one Keyword Type as required for searching.

    Clear this option to let users search for folders of this Folder Type without providing a value for this Keyword Type.
  5. Click Save to set the conditions. The selected Keyword Type displays TRUE for the applied conditions.
  6. Click Close when finished.
  7. Click Save to save the Keyword Type changes before closing Folder Type configuration.
    Note:

    If an automatic auto-foldering process creates a folder that is missing a required Keyword, OnBase still creates the folder, but the missing Keyword shows up in the Verification report. If a manual auto-foldering process creates a folder that is missing a required Keyword (upon Index or Re-Index) OnBase still creates the folder and the user receives a message that a folder was created without a required Keyword value.