If you make changes in the Keyword Options dialog box and click Cancel in the Keyword Type Assignment dialog box, changes will not be maintained in the database. Click Save in the Keyword Type Assignment dialog box to keep the changes made in the Keyword Options dialog box.
The Keyword Options dialog box affects the way in which Keyword Values are handled during document import and retrieval. It does not affect the way in which Keyword Values are handled in display columns (such as in a custom query). These options are only affected on a Document Type basis. The same Keyword Type can have different option settings, according to the Document Type it is assigned to. For example, Check # can be a required entry for importing into the Purchase Order Document Type, while it can be optional for entry when importing into the Misc. Expenses Document Type.
The Keyword Options dialog box contains check boxes and a fillable text field that are used to apply conditions to the Keyword Type(s) associated with a Document Type.
The Keyword Options include:
|
Keyword Option |
Description |
|---|---|
|
UNQ - Keyword is used to determine uniqueness of new documents |
When this check box is selected, OnBase searches for any document with a matching Keyword Value for the Keyword Type. If a match is found, OnBase merges the new document with the existing document. If no match is found, OnBase creates a new document. Keywords must have a value to determine uniqueness. For example, if an existing document has a Name Keyword of Kelly Smith and a SSN Keyword configured with the UNQ option that has no value, when a new document is imported with a blank SSN Keyword, the new document is not merged with the existing document for Kelly Smith. Note:
This condition assumes that Revision Control is enabled, and the Prompt for revision setting is also enabled. |
|
REQN - Keyword field is required for this document |
When this check box is selected, the Keyword Type label displays in red at the Import dialog box, indicating that a value must be entered in order to import documents. Import will be disabled until a Keyword Value is supplied for this Keyword Type. CAUTION:
The Required Keyword setting does not prevent a user from sending data that excludes values for required Keyword Types directly to the OnBase Internal System. If it is critical that a required Keyword Type have a value, you need to put additional processes in place to catch and handle such cases. |
|
REQR - Keyword field is required for Retrieve Dialog Queries |
When this check box is selected, the Keyword Type label displays in red at the Retrieve dialog box, indicating that a value must be entered in order to retrieve documents. Find will be disabled until a Keyword Value is supplied for this Keyword Type. Note:
Users who have the Override Query Restrictions privilege are allowed to retrieve documents without supplying a Keyword Value for a required Keyword Type. |
|
EXDB - Exclude from double blind indexing |
When this check box is selected, the Keyword Type will be excluded from double-blind indexing in the Document Imaging module. This only applies to the Document Type the Keyword Type is configured for. |
|
EXIDC - Exclude from Interactive Data Capture |
Note:
Although this option is enabled, it is only used with solutions licensed for Interactive Data Capture. Tip:
It is considered a best practice to only use this option for Keyword Types that will not undergo Intelligent Capture for AP processing. When this check box is selected, the Keyword Type is ignored for documents belonging to this Document Type when Interactive Data Capture's features (i.e., Auto-Complete indexing, Point and Click indexing, and Swiping) are used for indexing. |
|
HID - Hidden unless the user has Access Restricted Keywords privilege |
When this check box is selected, the Keyword Type will be hidden unless the user has the Access Restricted Keywords privilege. CAUTION:
Do not give a Keyword Type both this option and RO - Read only unless the user has Access Restricted Keywords privilege. Even while this check box is selected, the Keyword Type is not hidden in all scenarios.
Note:
If a hidden keyword is configured to appear on multiple Document Types, it will be hidden on all of them for users without the Access Restricted Keywords privilege. If a user or user group needs to view the keyword on one document but not on all of them, consider setting up an override privilege on the document they will need to edit. For more information, see Setting Override Privileges During Document Type Configuration. |
|
RO - Read only unless the user has Access Restricted Keywords privilege |
When this check box is selected, the Keyword Type will be read-only unless the user has the Access Restricted Keywords privilege. CAUTION:
Do not give a Keyword Type both this option and HID - Hidden unless the user has Access Restricted Keywords privilege. Note:
If a read-only keyword is configured to appear on multiple Document Types, it will be read-only on all of them for users without the Access Restricted Keywords privilege. If a user or user group needs to view the keyword on one document but not on all of them, consider setting up an override privilege on the document they will need to edit. For more information, see Setting Override Privileges During Document Type Configuration. |
|
Default Keyword Value |
If you enter a Default Keyword Value for a Keyword Type, the default Keyword Value is automatically entered in the Keyword Type field when indexing or importing into this Document Type. Note:
The Default Keyword Value entered must respect the masking settings of the Keyword Type. For more information, see Configuring Keyword Type Masking. If you select a different Document Type at any point during the re-indexing process, Keyword Values for common Keyword Types are retained. For example, if there is a value for the City Keyword Type and you switch to a different Document type that also contains the City Keyword Type, the original City Keyword Value is retained. This also applies to Keyword Types configured to use Default Keyword Values on the initial Document Type. These values are not replaced, even if the new Document Type uses a different set of Default Keyword Values. Document Import Processor (DIP) processes do not respect Default Keyword Values configured for Document Types. Note:
For compliance reasons, default Keyword Values cannot be assigned to Date, Date & Time, Currency, or Specific Currency Keyword Types. Default values assigned to these Keyword Types in previous versions of the software are preserved for legacy purposes. Legacy default values can be removed from the Keyword Type, but they cannot be edited. |