Folder Auto-Name Configuration - Records Management - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

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

Configure Auto-Name strings to automatically name folders based on a Folder Type. Folder names can be up to 150 characters in length. Click the Auto-Name tab to configure the Auto-Name string for the Folder Type.

The Auto-Name function allows OnBase to give many of the different items (e.g. documents, folders and notes) contained within the system a meaningful name using variables containing data about each specific item and/or static text. The results are documents that are descriptive and easily identifiable from a Document Search Results list, a drop-down list or from a folder tree.

Auto-Name strings are configured in the OnBase Configuration module at the Document Type, Note Type or Folder Type level. Auto-Name strings may also be configured for other items; see the related module's Help for more information.

Auto-Name symbols, the variables used to represent the specific information about each item when configuring the Auto-Name string, can be identified by the % before the symbol. See the section of the OnBase Configuration module Help that deals with each individual item for more information about configuring Auto-Name strings and the specific symbols available for each item.

Note:

Auto-Name strings are limited to 150 characters. The maximum length of the generated Auto-Name varies depending on the OnBase item being named.

Note:

When using an Oracle database, it is considered a best practice to capitalize all letters in Folder Type Auto-Name strings. If Auto-Name strings are mixed-case, folders may not always be listed alphabetically. Also, users won't be able to see folders with mixed-case Auto Name strings when they enter text into the pop-up list's filter bar. This occurs because Oracle databases are case-sensitive, and the folder pop-up list forces users to enter letters in uppercase. For more information, see Oracle and Case Sensitivity.

To configure a Folder Type Auto-Name string:

  1. In Folder Type configuration, click the Auto-Name tab.

    The field at the top of the pane contains the string OnBase uses to generate each folder's name. The Auto-Name string is composed of static text and symbols, representing specific information about each folder. Symbols are distinguished from static text by the % or < that precedes them.

  2. The Symbols Used section displays available variables. Click in the field, and either type the symbol or click the symbol's button on the right to add the symbol to the Auto-Name string.

    The following variables are available for folder Auto-Name strings:

    Symbol

    Symbol Name

    Function

    %D2

    Folder Date

    Displays the user-defined Folder Date.

    %N

    Folder Type

    Displays the folder's Folder Type.

    %D1

    Date Stored

    Displays the date the folder was stored in OnBase. This date cannot be modified by the user.

    %#

    Internal Folder Number

    Displays the unique internal number associated with the folder within OnBase.

    %I1

    Time Stored

    Displays the time the folder was stored in OnBase.

    %K'<Keyword Number>'.<Repeats>

    Keywords

    Displays the folder's value for the specified Keyword Type. May be repeated to show more than one value for the Keyword Type.

    <K[keyword number].[repeats]>

    Real-Time Date Keywords

    Displays the folder's value for the specified Date or Date & Time Keyword Type according to the Windows Regional Date Format set on the current workstation. May be repeated to show more than one value for the Keyword Type.

    %S'<First Character>'.<Minimum Length>

    Keyword Type Substring

    Displays a substring of a Keyword Value stored for the folder. Must be configured to start a prescribed number of characters into the string and to extend for a prescribed number of characters.

    Note:

    This symbol must immediately follow the Keyword Type variable, without any separating spaces.

    %U

    User Name

    Displays the user name of the user that created the folder.

    <D1>

    Real-Time Date Stored

    Displays the date that the current folder was stored in OnBase according to the Windows Regional Date Format set on the current workstation. This date cannot be modified by the user.

    %R

    Real User Name

    Displays the folder creator's real name as it appears in the User Names & Passwords dialog box.

    Note:

    If a user's real name has not been entered in User Names & Passwords, the user name of the folder's creator is displayed.

    <D2>

    Real-Time Folder Date

    Displays the user-defined Folder Date according to the Windows Regional Date Format.

    %C

    Creator Name

    Displays the user name of the user that created the folder.

    <D3>

    Real-Time Start Date

    Depends on the Folder Date Range setting. Reflects the first available date for the chosen setting and displays according to the Windows Regional Date Format of the current workstation.

    Note:

    If no date is configured, the Auto-Name string displays 1964-01-01 as the date.

    %D3

    Folder Start Date

    Depends on the Folder Date Range setting. Reflects the first available date for the chosen setting. For example, if the Folder Date Range was Yearly, the Folder Start Date would be 01/01/2006.

    Note:

    If no date is configured, the Auto-Name string displays 1964-01-01 as the date.

    <D4>

    Real-Time End Date

    Depends on the Folder Date Range setting. Reflects the last available date for the chosen setting according to the Windows Regional Date Format of the current workstation.

    Note:

    If no date is configured, the Auto-Name string displays 1964-01-01 as the date.

    %D4

    Folder End Date

    Depends on the Folder Date Range setting. Reflects the last available date for the chosen setting. For example, if the Folder Date Range was Yearly, the Folder End Date would be 12/31/2006.

    Note:

    If no date is configured, the Auto-Name string displays 1964-01-01 as the date.

    %D5

    Folder Period

    Depends on the Folder Date Range setting. Reflects the month, quarter, or year for Folder Types that are configured with a date range of monthly, quarterly, or annually.

    If this option is used with a date range option not listed above, the Folder Date is displayed.

    Note:

    If no date is configured, the Auto-Name string displays 1964-01-01 as the date.

    %BN

    Batch Number

    Displays the Batch Number of the batch used to import the document that created the folder. If the document was not imported into OnBase in a batch, the Batch Number is displayed as 0.
  3. If the Auto-Name string uses a date variable, refer to Dates.
  4. To add a Keyword Type to the Auto-Name string, select it from the Keyword Type drop-down list, or enter the symbol manually. For more information on displaying Keyword values in Auto-Names, see Keyword Types.
    Partial Keyword values, called substrings, can be displayed in the Auto-Name. For information on configuring substrings, see Keyword Value Substrings.
  5. Click Save.