Related Folder Type 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

Related folders allow users to quickly access related information stored in different parts of the folder hierarchy.

For example, suppose your folder system has customer claims and customer policy information stored in different branches of the folder tree. If the policy folders are designated as related to the claim folders, then users can access each customer's policy folder directly from the claim folders.

Multiple Folder Types can be marked as related to a single Folder Type, and multiple Keyword Types can be used to define this relationship.

Note:

Related Folder Types share a one-way relationship. For example, if the Red Folder Type is configured as related to the Blue Folder Type, then users can retrieve Red folders from Blue folders. However, users cannot retrieve Blue folders from Red folders, unless the Blue Folder Type is configured as related to the Red Folder Type.

  1. Select the Folder Type from which users need to access related folders.
  2. Click the Related Types tab.
    Note:

    The Related Types tab is unavailable for Workflow folders. Related folders cannot be configured for Workflow folders.

  3. Select a Folder Type you want to mark as related to the current Folder Type.

    • Workflow folders cannot be selected as related folders.

    • Date-based folders should not be used as related folders. If the current Folder Type or the related Folder Types are date-based, OnBase does not use the folder dates to determine which folders are related.

  4. Click Add. The Keywords dialog box is displayed.
  5. Select the Keyword Types to define the relationship. For example, customer account folders and customer transaction folders may be related by the Account # Keyword Type.

    • One or more Keyword Types can be selected. As a best practice, configure relationships using the minimum number of Keyword Type required to define the relationship.

    • See the examples following this procedure for expected behavior with various Keyword Type configurations.

  6. Click Save.
  7. Repeat steps 3 – 6 for each related Folder Type.
    Tip:

    To change the Keyword Types defining a Folder Type's relationship, select the Folder Type and click Keyword Types.

  8. Save the Folder Type configuration.