Usage

Records Management

Platform: OnBase
Product: Records Management
Release: Foundation 24.1
License: Essential; Standard; Premier

Documentation Notice
Overview
Introduction
Why Records Management ?
Application
Licensing
Simplified Licensing
Legacy Licensing
Installation
Requirements
General Requirements
Licensing
Records and Information Management Server
Contacting Support
Configuration
Before You Begin
Configuration Overview
Configuring the Fiscal Year
Creating Records Management Folders
Creating a New Folder Type
Applying Records Management Folder Settings
Applying Other Folder Type Settings
Modifying Keyword Types on Managed Folders and Documents
Logging Keyword Type Changes
Keyword Change Confirmation Prompt
Configuring Managed Folders for Institutions
Creating Hold Sets
Creating a Hold Reason
Creating Retention Plans
Interval Settings
Triggers for Closing and Cutoff
Final Disposition Settings
Viewing Folder Type and Document Type Assignments
Creating Retention Plan Sets
Keyword Type Specifications
Creating a Retention Plan Set
Adding New Keyword Values to a Retention Plan Set
Creating Event Sets
Creating an Event
Folder Status
Delay Settings
Event Date Options
Retention Plan Overrides
Changing a Retention Plan
Assigning Records Management Folders for Auto-Foldering
Running a Configuration Report
Records Management User Group Settings
Configuration Rights
Records Management Privileges
Log Privileges
Updating Keywords with the AutoFill Keyword Processor
Reading the Verification Report
Using Workflow to Post Events
Using Workflow to Transition Folders to Final Disposition
Object Translation
System Interaction
Exporting and Importing
Exportable/Importable Configuration Items
Configuring Standard Folders
Standard Folder Configuration Overview
Definitions
Folder Definition
Folder Hierarchy
Folder Contents
Static Folder
Dynamic Folder
Using Dynamic vs. Static Folders
File Cabinet
Auto-Foldering
Related Folders
Folder Configuration Overview
Overview of Configuration Procedures
File Cabinet Configuration
Creating Both a File Cabinet and its Folder Type
Configuring Only the Folder Type for a File Cabinet
Creating a File Cabinet Only
Assigning User Groups to a File Cabinet
Renaming a File Cabinet
Deleting a File Cabinet
Folder Type Configuration
Folder Type Settings
Usage and Content Settings
User Options
User Searchable
User Creatable
User Copyable
User Movable
Keyword Update Rules for Moved Folders
Child Folder Manual Add Options
Examples of Child Folder Manual Add Options
Auto-Create Options
Auto-Create Child Folders
Do Not Auto-Create This Folder
All Keywords Needed to Auto-Create
Only Required Keywords Needed to Auto-Create
Auto-Creation and Auto-Foldering
Date-Based Folders
Folder Notes
Folder User Groups
Folder Display Options
Folder Contents Display Options
Icons
Document Sort Order
Order Child Folders By
Order by Folder Type Sequence
Order by Keyword Value
Child Folder Display Options
Normal Display
Display Child Folders as Tabs
Display Child Folders in a Pop-up List
Only Display Child Folders from Search
Folder Tabs
Folder Keyword Types Configuration
Cascading Data Sets
Required Keyword Types for Folder Types
Folder Keyword Considerations
Keyword Considerations for Auto-Foldering
Mask Characters
Security Keywords
Multiple Instances of Keyword Types and Auto-Foldering
Intended Results (Two Folders Created)—Document Type contains Multi-Instance Keyword Type Group
Unwanted Results —Document Type contains Individual Keyword Types Only
Keyword Considerations for Security Keywords
Keyword Considerations for Show Folder Locations
Folder Auto-Name Configuration
Dates
Keyword Types
Keyword Value Substrings
Considerations for Manually Entering Keyword Type and Substring Symbols
Renaming Folders by Updating an Auto-Name String
Renaming Folder Types and File Cabinets
Renaming Folder Types
Renaming File Cabinets
Folder Filter Configuration
Configuring the Custom Query
Assigning Filters to Folder Types
Related Folder Type Configuration
Keyword Type on Starting Folder Has Multiple Values
Starting Folder Has Multi-Instance Keyword Type Groups
Starting Folder Has Some Blank Keyword Values
Starting Folder Has No Related Keyword Values
Dynamic Folder Type Configuration
Dynamic Folders and Multi-Instance Keyword Type Groups
Show Folder Locations
Weekly Folder Settings
Folder Template Configuration
Creating a New Folder Template
Assigning Document Types to a Template
Configuring Keyword Type Criteria for a Document Type
Configuring a Document Type to Allow for Two or More Unique Values
Configuring how Documents are Displayed Using a Template
Adding Missing Item Messages
Formatting Missing Item Messages
Assigning Specific Templates to a Folder Type
Assigning a Default Template to a Folder Type
Assigning a Fixed Default Template
Assigning Default Templates Using Patterns
Considerations for Using Template Patterns
Assigning User Groups to a Template
Copying a Folder Template
Deleting a Folder Template
Folder Notes
Configuring Folder Types for Folder Notes
Procedure
Assigning Users Rights to Configure Folder Note Types
Creating Folder Note Types in OnBase Configuration
Copying Folder Type Configurations
Deleting Folder Types and Folders
Deleting Folder Types from Configuration
Deleting Existing and Orphaned Folders in the Client
Auto-Foldering
Before Beginning Auto-Foldering Configuration
Draw an Outline of the Intended Results
Example of Intended Results Outline
Identify Keyword Types for Organizing Folders and Documents
How OnBase Uses Keyword Values When Auto-Foldering
How Documents are Auto-Foldered
Configuring a Folder Structure for Auto-Foldering
Keyword Types That Affect Auto-Foldering
Keyword Types That Do Not Affect Auto-Foldering
Overview of Auto-Foldering Configuration
Parent Folder Type Configuration
Configuring Document Type Auto-Foldering
Folder Type Configuration
Document Type Configuration
Auto-Folder Existing Documents
Example of Parent - Child and Keyword Relationships for Folder Types
Example of an Auto-Foldering Document Type
Folder Type Custom Queries
Configuration Overview for Folder Type Custom Queries
Creating the Folder Type Custom Query
Configuring Custom Queries - Folder Type Query
Folder Administration
Viewing a Folder's History
Filtering a Folder's History
Turning Off Folder History Filters
Generating a Folder History Report
Folder Maintenance
Scheduling Folder Purge/Deletion
Requirements for Configuring/Executing a Scheduled Folder Purge/Deletion
Creating a Scheduled Folder Purge/Deletion Process
Schedule Configuration
Calendar
Default Daily Schedule
Selected Day
Specifying Purge Options
Specifying Delete Orphans Options
Viewing Scheduled Processes
Modifying a Folder Purge/Deletion Scheduled Process
Deleting a Scheduled Process
Running or Suspending a Scheduled Process
Verifying the Scheduler is Running
Creating Schedule Templates
Calendar
Default Daily Schedule
Selected Day
User Group Configuration for Folders
Assigning Folder Privileges
Assigning Product Rights for Folder Notes
User Group Configuration for File Cabinets
User Group Configuration for Folder Types
Global Client Settings for Folder Override Privileges
Folder Feature Support
Upgrade Considerations
Records Management Upgrade Considerations
Troubleshooting
Folder Differences Between Client Applications
Duplicate Folders Are Created
Dynamic Folders Do Not Contain Expected Documents
Folders Make Browsers Unresponsive in the Web Client
Cannot Restore Default Display for File Cabinets
Cannot Select a Parent Folder
Folder Configuration Tabs and Options Are Unavailable
Settings Tab
Auto-Name Tab
Display Tab
Parent Type Tab
Related Types Tab
Auto-Folder Tab
Dynamic Tab
Records Management Tab
Folder Type Cannot Be Deleted
File Cabinets Window Display Is Not Saved
Folder Template Color Tags Are Not Respected
Documents Are Not Auto-Foldered
The Destination Folder is Locked
The Item Already Resides in a Managed Folder
User Has Insufficient Rights to a Parent Folder
Folders Are Not Displayed in Pop-Up Lists
Characters Required to Run Query
Oracle and Case Sensitivity
Style and Formatting Tags
Related Folders Cannot Be Found Due to Blank Keywords
Unable to Complete the Folder Search in Unity
Certificates of Destruction Are Not Displayed Properly
Usage
Usage Overview
How are Records Management Folders Different?
Document Retention and Records Management
How are Records Management Folders Created?
Usage - Client Module
Accessing Managed Folders
Folder Search
Folder Status Icons
Viewing Managed Folders
Viewing Disposition Status
Retention Plan Overrides
Posting Events
Closing Folders
Cutting Off Folders
Awaiting Approval
Destroyed Folders
Permanent Records
Placing Holds on Folders
Viewing and Removing Holds on Folders
Adding & Removing Documents in Folders That Are Not Open
Adding Documents to Folders That Are Not Open
Removing Documents from Folders That Are Not Open
Deleting Processed Batches
Records Management Administration
Approving Folders for Destruction or Purging
Deleting Open Managed Folders
Creating Folder Note Types
Running Records Management Reports
Viewing Records Management History
Viewing Records Management Transactions
Usage - Web Client
Closing Folders
Cutting Off Folders
Awaiting Approval
Destroyed Folders
Permanent Records
Posting Events
Viewing the Disposition Status
Retention Plan Overrides
Viewing the Disposition Status of a Document
Placing Holds on Folders
Viewing and Removing Holds on Folders
Usage - Unity Client
Closing Folders
Cutting Off Folders
Awaiting Approval
Destroyed Folders
Permanent Records
Posting Events on Folders
Viewing the Disposition Status
Retention Plan Overrides
Viewing the Disposition Status of a Document
Placing Holds on Folders
Viewing and Removing Holds on Folders
Approving Folders for Destruction or Purging
Records Management Administration
Retrieving Folders in Records Management Administration
Performing Actions in Records Management Administration
Viewing Records Management History

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