Creating Folder Note Types in OnBase 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

Folder Note Types can be configured in either the OnBase Client or OnBase Configuration. Use the following steps to configure Folder Note Types in OnBase Configuration. For the OnBase Client procedure, see Creating Folder Note Types.

  1. In OnBase Configuration, select Document | Folder Note Types.

    The Folder Note Type Configuration dialog box displays a list of all Folder Note Types that you either created or have rights to configure.

  2. Type a unique name for the Folder Note Type in the field provided.
    Use a naming convention that indicates whether the Folder Note Type is a bookmark.
  3. Click Create.
    Note:

    Folder Note Types must have unique names. If you receive an error indicating the name is already in use, but it is not displayed in the list, then another note administrator may have configured a Folder Note Type with that name without granting you access to it.

  4. Ensure the Folder Note Type is selected and click Settings. The Folder Note Type Settings dialog box is displayed.
  5. To make the Folder Note Type a bookmark, select Folder Note Includes Bookmark. Bookmarks include a Go to page button that users can click to display the bookmarked page.
  6. To change the note color, select Use Custom Color. Different colors can help users understand the note's importance, function, or relationship to other notes.
    1. Click Change Color. The Color dialog box is displayed.
    2. Select a color.

      • Either select a basic color or click Define Custom Colors to select another color.

      • If you define a custom color and click Add to Custom Colors, the color is added to the Custom colors palette, where you can apply it to other Folder Note Types.

      • Colors in the Custom colors palette remain available for the current session only. When you exit OnBase, the Custom color palette is cleared.

      • Choose a lighter color to contrast with the black note text. Black cannot be chosen because it would render notes unreadable.

    3. Click OK.
  7. Click Save.
  8. From the Folder Note Type Configuration dialog box, click Users. The Folder Note Type Users dialog box is displayed.
  9. From the panes on the left, select the User Group or users who require privileges to this Folder Note Type. If multiple groups and users should have the same privileges, press CTRL as you click to make multiple selections.
  10. Under Privileges, select the privileges to grant to the selected groups or users. The following privileges are available:

    Privilege

    Description

    View

    Users can see notes based on this Folder Note Type in the Folder Notes pane of the File Cabinets window.

    Because users must be able to see folder notes in order to work with them, this option is automatically applied to any users given Folder Note Type privileges.

    Create

    Users can create notes based on this Folder Note Type.

    Modify

    Users can edit the text in notes based on this Folder Note Type.

    Delete

    Users can delete notes based on this Folder Note Type.

    Configure

    Users can view and edit the configuration of this Folder Note Type, provided that they also have sufficient privileges to configure Folder Note Types.

    Note:

    The creator of a Folder Note Type can view and edit the Folder Note Type's configuration regardless of this privilege.
  11. Click Add. The selected groups or users and their privileges are displayed in the panes on the right.
  12. To modify a group or user's privileges:
    1. Select the group or user from a pane on the right.
    2. Select or clear privileges as needed.
    3. Click Update.
  13. Click Close.
  14. Repeat steps 2 – 13 for each Folder Note Type needed.