How are Records Management Folders Different? - 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

Folders managed by Records Management differ from standard OnBase folders in a few ways.

  • Managed folders cannot be deleted using the same method as standard folders. Likewise, folders that contain managed folders cannot be deleted.

  • Managed folders cannot have child folders.

  • Managed folders are always static.

  • A document can reside in only one managed folder.

  • You cannot remove a document from a managed folder by changing its keywords. If you change an auto-foldering keyword on a document residing in an open, managed, folder, the keyword will be changed, but the document will continue to reside in its current folder.

  • If a managed folder does not have an open status, the contents of the folder cannot be changed.

  • If a managed folder does not have an open status, folder notes cannot be created, modified, or deleted on that folder.

  • Events can be posted to a managed folder that is not destroyed or permanent.

  • Holds can be placed on managed folders that are not destroyed or permanent.

  • Documents cannot be added or removed from a managed folder if it does not have an open status. There is one exception: An administrator with elevated privileges can add or remove documents in a folder that is not open to correct a mistake or to add a certificate of audit.

  • Documents cannot be deleted from a managed folder if it does not have an open status.

  • Documents in a managed folder that is not open cannot be modified. Pages cannot be deleted, and Keywords, notes, and annotations on those documents cannot be changed.

  • If you are licensed for the EDM Services module, you cannot check out or revise documents in a managed folder that does not have an open status.

  • Workflow rules and actions cannot be executed on a document locked by Records Management.