The options under the Auto-Name heading allow you to configure an Auto-Name string for documents using variables containing data about each document and/or static text. The Auto-Name strings are used to identify each document inside OnBase.
If the Auto-Name is used as the file name for documents saved or e-mailed outside of OnBase, the following characters are replaced with underscores: *|/\<>:?
To configure an Auto-Name string for a Document Type in the OnBase Administration Portal:
-
Select the Document Type from the Document Types
page.
The Document Type's page is displayed.
-
Under the Auto-Name heading, the Document
Auto-Name Template field holds the name string that is used to
generate each document's name. The Auto-Name string is determined by static text
and symbols, representing specific information about each document. The symbols
can be distinguished from static text by the % before the
each symbol.
Note:
The Auto-Name field is limited to 150 characters. However, the OnBase Client can display up to 255 characters for a Document Type name.
-
The Auto-Name Tokens section displays the available
variable tokens. Click inside the field and type the symbol or click the
symbol's button to add it to the Document Auto-Name
Template field.
The following variables are available for use with document Auto-Name strings:
Symbol
Symbol Name
Function
%BN
Batch Number
Displays the Batch Number of the batch that was used to import the document. If the document was not imported into OnBase in a batch, the Batch Number is displayed as 0.
%C
Creator Name
Displays the user name of the user that created the document.
%D1
Date Stored
Displays the date the document was stored in OnBase. This date cannot be modified by the user.
%D2
Document Date
Displays the user-defined Document Date.
%#
Document Handle
Displays the unique internal number associated with the document within OnBase.
%N
Document Type
Displays the Document Type of the document.
<D1>
Real-Time Date Stored
Displays a Keyword Type Value for the specified Date or Date & Time Keyword Type according to the Windows Regional Date Format set on the current workstation. May be repeated to show more than one Keyword Type Value stored for the document. The character 0 or any alphabetic character can be used for repeats to display all the keywords, with a hyphen between each keyword.
<D2>
Real-Time Document Date
Displays the user-defined Document Date according to the Windows Regional Date Format.
%R
Real User Name
Displays the real name of the user that last updated the document as entered in the User Settings dialog box of the User Names & Passwords Configuration menu.
Note:If a value for the real name of the user has not been entered in the User Names and Passwords menu of the OnBase Configuration module, the user name of the user who created the document is displayed.
[Space]
Space
Displays an empty space for readability.
%I1
Time Stored
Displays the time the document was stored in OnBase.
%U
User Name
Displays the user name of the user that last updated the document.
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To add a Keyword Value to the Auto-Name string:
- From the Keyword Type drop-down menu, select a Keyword Type.
- From the Repeat menu, select how many Keyword Values are shown in the Auto-Name, or select A to display all of the Keyword Values associated with the Keyword Type.
- Click Add to Template.
- Continue adding text, tokens, and keywords to create the Auto-Name.
- Click Save to save your changes to the Document Type's page.