The following procedures describe how to configure file cabinets and Folder Types. File cabinets and Folder Types must be configured before users can create folders.
Always design a folder hierarchy on paper before working in the Configuration module. When designing your folder structure, think of the folders in terms of the keywords they will use. Keywords are used to categorize, index, and auto-folder documents.
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Designate an administrative super-user who can access all Folder Types for maintenance purposes. Choose a user account other than MANAGER.
A super-user is helpful in several folder configuration scenarios. For example, if a user tries deleting a parent folder but lacks rights to a child folder, the user won't be able to delete the parent folder and won't know that there are child folders underneath.
- Create the file cabinet. See File Cabinet Configuration.
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Configure a Folder Type for the folders that will reside in the file cabinet. See Folder Type Configuration.
Note:
Folder Types are based on whether the folder should be static, dynamic or static and dynamic. Understand these classifications before beginning configuration; you must apply one or more to your Folder Types.
- Configure Keyword Types. See Folder Keyword Types Configuration.
- Configure the Auto-Name. See Folder Auto-Name Configuration.
- Configure display options. Display options determine how folders and their contents are displayed to users. See Folder Display Options.
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If the Folder Type's contents are Static only, you are finished with the Folder Type Configuration. Click Close.
If the Folder Type's contents are dynamic (Dynamic Document Types, Dynamic Document Type Groups or a combination of Static and Dynamic), you must configure additional dynamic parameters. See Dynamic Folder Type Configuration.
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Create as many Folder Types as necessary for the folders in your file cabinet. File cabinets can contain folders of many different Folder Types. For example, folders based on static Folder Types and folders based on dynamic Folder Types can reside in the same file cabinet. See Folder Type Configuration.
Note:
One Folder Type can be the model for multiple file cabinets or multiple folders, if they all share the same Folder Type characteristics.
- Optionally, configure any filters or templates. See Folder Filter Configuration and Folder Template Configuration .
- Optionally, set up any related Folder Types. See Related Folder Type Configuration.
- Optionally, configure your folder system for folder notes. See Folder Notes.
- Create Custom Queries to retrieve folders. See Folder Type Custom Queries.
- Configure User Group Privileges for Folder Types. See User Group Configuration for Folders.
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Open the OnBase Client and create your folders.
Note:
Auto-foldering allows OnBase to automatically create folders based on Keyword values of imported documents. See the Auto-Foldering.