Selecting a Data Type for a Keyword Type - System Administration - Cloud - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Essential - Standard

Selecting a Data Type for a Keyword Type - System Administration - Cloud - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

Cloud System Administration

Platform

OnBase

Product

System Administration - Cloud

Release

Foundation 23.1

License

Essential

Standard

Premier

Each option in the Data Type drop-down menu acts as a category that best represents the values to be stored in the database for a Keyword Type.

Note:

After initial configuration, a Keyword Type's data type cannot be changed in the Administration Portal.

The following options are available from the Data Type drop-down menu:

Data Type	Description
Numeric (Up to 9 Digits)	Numbers up to nine digits in length. Numeric data types truncate leading zeros. When leading zeros should remain (such as in a Social Security Number), use the Alphanumeric data type. Wildcard characters cannot be used when performing a document search by Numeric data type Keyword Types. For Keyword Types that should be searchable with wildcard characters, use the Alphanumeric data type.
Numeric (Up to 20 Digits)	Numbers up to twenty digits in length. Numeric data types truncate leading zeros. When leading zeros should remain (such as in a Social Security Number), use the Alphanumeric data type. Wildcard characters cannot be used when performing a document search by Numeric data type Keyword Types. For Keyword Types that should be searchable with wildcard characters, use the Alphanumeric data type.
Date	The date. It must be formatted as MM/DD/YYYY. This data type uses the Windows Regional Settings to determine the format required for input of date Keyword Types. Note: Searching for documents by date and indexing documents with date Keyword Types using a workstation with a non-delimited date format is not supported in the OnBase Client. Note: 01/01/1753 is the earliest date that can be stored in OnBase.
Date & Time	The date and time. It must be formatted as MM/DD/YYYY HH:MM:SS: AM (or PM). This data type is usually associated with a computer generated value. If a Date & Time Keyword Type is going to be processed into the system, see the note below for the proper format. Note: In any process that includes a date, Windows Regional Settings can affect date formatting. If the date or date and time Keyword Types are not being populated correctly, the Keyword Type may be configured incorrectly for your Regional Settings. The correct format is YYYY-MM-DD HH:MM:SS. This format will work regardless of what the Regional Settings are. Note: Searching for documents by date and indexing documents with date and time Keyword Types using a workstation with a non-delimited date format is not supported in the OnBase Client. Note: When indexing a document that contains the Date & Time Keyword Type, if a user does not enter a time, but does enter a date, the time will default to 12:00:00: AM. Note: 01/01/1753 is the earliest date that can be stored in OnBase.
Currency	Formatted as a monetary amount based on Regional Settings or configured Currency Formats. You can store up to 20 characters for Currency Keyword Types for OnBase Client applications. Currency Keyword Types that will be used in all applications other than the OnBase Client have a maximum of 16 characters before the decimal point and a maximum of 2 decimal place characters. There is also an allowance to place a - symbol before the number to indicate a negative value.
Specific Currency	Formatted as a monetary amount, but is used when multiple currency formats are used in the same Keyword Type based on configured Currency Formats. See the System Administration documentation for more information. You can store up to 20 characters for Specific Currency Keyword Types for OnBase Client applications. Specific Currency Keyword Types that will be used in all applications other than the OnBase Client have a maximum of 16 characters before the decimal point and a maximum of 2 decimal place characters. There is also an allowance to place a - symbol before the number to indicate a negative value. Note: This setting is not supported for AutoFill Keyword Sets.
Floating Point	Numeric values that have variable decimal point locations. (Examples include interest rates and ratios.) Note: Floating point Keyword Values are not recommended for tasks that rely on an exact value, such as cross-referencing and retrieving documents. For tasks that require exact values, use an alphanumeric Keyword Type to store the values. See Notes on Floating Point Keyword Values for more information.
Alphanumeric	Any value with letters and/or numbers. Note: Only = and <> search operators are available for use when retrieving documents with alphanumeric Keyword Types.

If the Alphanumeric data type is selected, there are additional settings to consider:

Alphanumeric Setting	Description
Max Length	Specifies the maximum length of the Keyword Type. When entering or updating the value of this field, note the following: The Max Length must be 250 or less. This value can be increased after the Keyword Type has been created, but it cannot be decreased.
Allow mixed-case values	If enabled, any Keyword Value entered upon indexing is case-sensitive, using both upper and lower case characters. If disabled, values are stored in uppercase characters. When enabling or disabling this setting, note the following: Keyword Types configured with Mixed Case Values cannot be added to a Cascading Data Set. Any Keyword Type configured to use Mixed Case Values is stored in the database twice. The Keyword Value is first stored using mixed case characters. The same Keyword Value is then stored using uppercase characters. This approach to Keyword Value storage guarantees that character case differences do not interfere with document retrieval, cross-referencing, or other processes that match Keyword Values. OnBase does not differentiate between multiple instances of the same Keyword Values, even if they are using different uppercase and lowercase letters. For example, if a user indexes a document with two instances of a Keyword Type using the values Apple and apple, OnBase only saves the first instance entered (in this case, Apple).
Use dual tables to reduce storage for repeated values	If enabled, two tables are used to store the Keyword Values in the database, in order to minimize storage for repeated character strings and maintain fast retrieval of documents in these instances. If disabled, a single table is used to store the Keyword Values, and each table has a differently named row for the Keyword Value. When enabling or disabling this setting, note the following: Using a single table is most efficient when the values to be stored are fairly unique and not likely to be assigned to many documents. Using dual tables is most efficient when the values to be stored are repeated frequently. If using drop-down lists, it is recommended to use a Data Set with a single table. If Keyword Type Values are expected to change on a large scale, use dual tables. If only one Keyword Type Value on a document changes, use a single table.

Alphanumeric Setting

Description

Max Length

Specifies the maximum length of the Keyword Type.

When entering or updating the value of this field, note the following:

The Max Length must be 250 or less.
This value can be increased after the Keyword Type has been created, but it cannot be decreased.

Allow mixed-case values

If enabled, any Keyword Value entered upon indexing is case-sensitive, using both upper and lower case characters. If disabled, values are stored in uppercase characters.

When enabling or disabling this setting, note the following:

Keyword Types configured with Mixed Case Values cannot be added to a Cascading Data Set.
Any Keyword Type configured to use Mixed Case Values is stored in the database twice. The Keyword Value is first stored using mixed case characters. The same Keyword Value is then stored using uppercase characters. This approach to Keyword Value storage guarantees that character case differences do not interfere with document retrieval, cross-referencing, or other processes that match Keyword Values.
OnBase does not differentiate between multiple instances of the same Keyword Values, even if they are using different uppercase and lowercase letters. For example, if a user indexes a document with two instances of a Keyword Type using the values Apple and apple, OnBase only saves the first instance entered (in this case, Apple).

Use dual tables to reduce storage for repeated values

If enabled, two tables are used to store the Keyword Values in the database, in order to minimize storage for repeated character strings and maintain fast retrieval of documents in these instances. If disabled, a single table is used to store the Keyword Values, and each table has a differently named row for the Keyword Value.

When enabling or disabling this setting, note the following:

Using a single table is most efficient when the values to be stored are fairly unique and not likely to be assigned to many documents.
Using dual tables is most efficient when the values to be stored are repeated frequently.
If using drop-down lists, it is recommended to use a Data Set with a single table.
If Keyword Type Values are expected to change on a large scale, use dual tables. If only one Keyword Type Value on a document changes, use a single table.