Folder Keyword Types 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

Assign as few Keyword Types as necessary. When assigning a Keyword Type to a Folder Type, you should be able to justify its function.

Folder Keyword Types can be used for the following functions:

  • Searching

  • Dynamic foldering

  • Setting up a parent-child relationship for auto-foldering

  • Uniquely identifying a folder for auto-foldering

  • Naming folders (using Auto-Name strings)

  • Providing default values for drag and drop document indexing

  • Securing folder contents (using Security Keywords)

To assign Keyword Types to a Folder Type, do the following:

  1. In OnBase Configuration, select Document | Folder Types. The Folder Type dialog box is displayed:
  2. Select a Folder Type and click the Keyword Types tab.

    The Available list displays all Keyword Types and Keyword Type Groups available in OnBase. Any Keyword Type or Keyword Type Group can be assigned to the Folder Type, but you should assign only those that serve the following purposes:

    • To control whether a document is included in the folder, as with dynamic folders or auto-foldering.

    • To allow users to search for folders by Keyword values.

    • To name folders using Keyword values. You can incorporate Keyword values into folder names through Auto-Name configuration.

      Note:

      If a Multi-Instance Keyword Type Group is assigned to the documents contained in a folder, the same Multi-Instance Keyword Type Group should be assigned to the folder's Folder Type. Otherwise, dynamic folders will not respect the grouping of assigned Keyword Types.

  3. Select the Keyword Types and Keyword Type Groups to associate with the Folder Type. Keyword Type Groups may be either single-instance or multi-instance. If AutoFill Keyword Sets will be used, ensure you include all Keyword Types comprising the AutoFill Keyword Sets.

    • Click Add to move the selected items to the Selected list. For Keyword Type Groups, only the group name is displayed in the Keyword Type / Keyword Type Group pane. The individual Keyword Types are displayed in the All Keywords pane.

    • To remove a Keyword Type/Group from the Selected list, select the Keyword Type/Group from the upper-right pane and click Remove.

    CAUTION:

    If you remove a Keyword Type that is used by the Folder Type's auto-foldering process, the auto-foldering configuration is deleted, and no message is displayed to indicate that the deletion occurred. Before removing a Keyword Type, ensure the Folder Type is not using it for auto-foldering.

    CAUTION:

    Ensure you understand the consequences of adding or removing Keyword Types on managed Folder Types that have existing folders that are not Open. For information about adding and removing Keyword Types on managed folders, see Modifying Keyword Types on Managed Folders and Documents.

    Tip:

    To select multiple Keyword Types and Keyword Type Groups, press SHIFT or CTRL as you click. Press SHIFT to select all Keyword Types between the first and last Keyword Type you click. Press CTRL to select each Keyword Type individually.

  4. To create a new Keyword Type without exiting Folder Type configuration, click New Keyword Type. The Keyword Type Configuration dialog box is displayed, allowing you to create a new Keyword Type. Upon closing the Keyword Type Configuration dialog box, control is returned to the Keyword Type tab in Folder Type configuration, and the new Keyword Type can be immediately assigned to the Folder Type.
  5. To change the order of Keyword Types or Keyword Type Groups in the Folder Type's Keyword dialog boxes, select the Keyword Type/Group in the Selected list and click Move Up or Move Down.
    When you select a Keyword Type Group and click Move Up or Move Down, all Keyword Types in the group move up or down; the configured order of Keyword Types in the group is maintained.
  6. To assign a Cascading Data Set to the Folder Type, click the Cascading Data Sets button from the Keyword Types tab. See Cascading Data Sets.
  7. To make any Keyword values required when users create or modify folders, click the Options button from the Keyword Types tab. For information on configuring Keyword Options, see Required Keyword Types for Folder Types.
  8. Click Save when finished.