The ability to automatically create a folder structure through auto-foldering is directly related to the parent-child Folder Type relationship that begins with the file cabinet.
Each Folder Type in the auto-foldering structure, with the exception of the file cabinet's Folder Type, will have a parent Folder Type. The parent Folder Type is the Folder Type within which a child Folder Type resides. In the following example, note the parent-child relationships:
-
The parent of the Form Type Folder Type is the File Cabinet - General Hospital Folder Type (Folder Type of the file cabinet).
-
There are three child Folder Types of the Form Type Folder Type - Admit Forms Folder, EOB Folder, and Patient Information Folder.
-
The parent to Admit Forms Folder, EOB Folder, and Patient Information Folder Folder Types is Form Type.
-
Admit Forms Folder, EOB Folder, and Patient Information Folder Folder Types do not have any child Folder Types.
When configuring auto-foldering applications, you will assign parent Folder Types to all Folder Types inside the file cabinet hierarchy.
Do not assign a parent Folder Type to the file cabinet Folder Type.
-
In OnBase Configuration, select Document | Folder Types.
-
If the Folder Type already exists, select the Folder Type for the Folder that will be first in the hierarchy (just below the file cabinet). Click the Parent Type tab.
If this is a new Folder Type, you can select its file cabinet Folder Type from the folder tree, right-click and select New Child. This automatically assigns the parent-child relationship. Click the Parent Type tab to see the settings.
Note:If you have created a file cabinet based upon a Folder Type, the Folder Type's Parent Type tab is unavailable and you cannot assign it a parent Folder Type. If you delete the file cabinet, the Parent Type tab is available and you can assign a parent Folder Type.
-
Select the Keyword Types required for the auto-folder operation to associate this Folder Type to its parent Folder Type. To add common Keyword Types between the two Folder Types, select the Keyword Type(s) in the Available Keyword Types list and click Add. The Keyword Type(s) will be moved into the Common Parent Keyword Types list. (To remove common Keyword Types, select them from the list and click Remove.)
See the Example of Intended Results Outline for an illustration of Keyword Types used to associate Folder Types in an auto-foldering scheme.
Note:Only Keyword Types which have been assigned to both the parent and child Folder Types (i.e., common Keyword Types) are available for selection in the Available Keyword Types list. If Keyword Types are not available, verify they have been assigned on the Keyword Types tab for both Folder Types.
Note:When Keyword Types used for auto-foldering have multiple values, OnBase automatically creates a folder for each Keyword value and places the document in each folder. Ensure that your Keyword Type design is appropriate to obtain desired auto-foldering results. See Multiple Instances of Keyword Types and Auto-Foldering for additional information.
Note:A document is not auto-foldered if it is missing one or more keywords that are used for auto-foldering. An error message is displayed unless the document is encountered as part of an automated process.