Dynamic Folders and Multi-Instance Keyword Type Groups - Records Management - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

Records Management

Platform
OnBase
Product
Records Management
Release
Foundation 23.1
License
Essential
Standard
Premier

If the Folder Type uses a Multi-Instance Keyword Type Group, and Keyword Types in the group assigned on the Dynamic tab, then the selected Document Type(s) must be assigned the same Multi-Instance Keyword Type Group. This configuration is required for a dynamic folder to respect the grouping of assigned Keyword Types.

Consider the following scenario: The Keyword Types ID and Color are assigned to a dynamic Folder Type as a Multi-Instance Keyword Type Group. Both Keyword Types are used for dynamic retrieval. A folder in the OnBase Client has two instances of the Keyword Type Group using the following values:

If the folder's Document Types use the same Multi-Instance Keyword Type Group as the Folder Type, then the folder can contain documents indexed with the following values:

Exact Match

First Instance Match

Second Instance Match

ID: 123

Color: Red

ID: 123

Color: Red

ID: 456

Color: Blue

ID: 456

Color: Blue

If the Document Type is assigned the Keyword Types individually instead of as a Multi-Instance Keyword Type Group, then the folder can contain documents indexed with any combination of values, as long as the values match the folder's.

Possible Keyword values for contents that don't use the folder's MITKG:

ID: 123

ID: 456

Color: Red

Color: Blue

ID: 123

Color: Red

ID: 123

Color: Blue

ID: 456

Color: Red

ID: 456

Color: Blue

The same rule applies when the Document Type is assigned the Keyword Types in a different Multi-Instance Keyword Type Group than the Folder Type's.