Folder templates can help users navigate a folder's contents by doing the following:
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Sorting documents in a consistent order.
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Identifying documents that are missing from a folder.
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Identifying documents that are missing certain Keyword values, which may have been unavailable when the documents were indexed.
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Filtering the folder to display only documents that satisfy specific criteria.
By automatically performing these tasks, folder templates can contribute to the overall efficiency of your solution.
For example, suppose every Employee Records folder must contain a specific set of documents, including the employee's I-9 form. To help your HR department identify whether an employee's I-9 is missing, you can configure the folder template to display a message in red text if the I-9 Form Document Type is not in the employee's folder. The same template can identify when other necessary documents are missing, such as the employee's W4 or emergency contact information.
Templates also can automatically filter and sort documents when a user opens a folder. For example, suppose a folder contains many documents, some of which are accessed frequently, and others that are accessed rarely. A folder template can be used to display only the documents that users access most often. If you assign the folder template as the default template for a Folder Type, then all folders based on that Folder Type will have the template applied automatically when they are opened in the OnBase Client.
When users need to view all documents in a folder, they can remove the template. You can also configure a template to show all documents that do not meet the template criteria. These documents would then be displayed after the template documents.
Folder templates work well with folders containing many Document Types. Depending on your objective, templates may not be the best choice for managing folder contents. For example, if users want to find a folder document by Keyword value, you can configure an HTML Custom Query as a folder filter. For information about folder filters, see Folder Filter Configuration.