OnBase assigns a retention plan to a folder based the folder's value for the Keyword Type on which the retention plan set is based. When the retention plan set is configured, each retention plan is associated with a specific value for the Keyword Type. When configuring the Keyword Type and values for a retention plan set, be aware of the following specifications:
-
Only numeric and alphanumeric Keyword Types can be associated with a retention plan set.
-
This Keyword Type must also be assigned to the Folder Types associated with the retention plan set. Otherwise, the retention plan set cannot be assigned to the Folder Type.
-
If none of the folder's Keyword Values is associated with a retention plan, then the folder is assigned the default retention plan assigned to the Folder Type.
-
If a folder is assigned multiple values for the Keyword Type on a retention plan set, then OnBase uses the first retention plan that has a matching value.
-
Keyword Values assigned to retention plan sets are treated as case insensitive, even if the Keyword Types are mixed case. For example, the values BLUE, blue, and Blue all would match a retention plan associated with the value BLUE.
-
A Keyword Type used by a retention plan set cannot be removed from the Folder Type if there are any folders based on the Folder Type. The Keyword Type can be removed if no folders based on the Folder Type exist and the user has sufficient privileges. When the Keyword Type is removed, the Folder Type's retention plan set configuration is cleared.