External Keyword Data Sets are typically not done in the Hyland Cloud, and instead external keywords are pulled on a specified schedule to function as an Internal Keyword Data Set. If you require enabling an External Keyword Data Set, contact Cloud Platform Engineering (CPE) to help set up Web Services calls to support External Keyword Data Sets.
With External Keyword Data Sets, you can configure a Keyword Data Set that identifies Keyword Values from an external Data Source for indexing and retrieval. For example, if users need to retrieve or index documents with employee data, and an external database already contains all of the necessary Keyword Values, you can configure an External Keyword Data Set to pull the necessary Keyword Values from the external source.
When entering values for a Keyword Type that uses an internal Keyword Data Set, typing a partial value and selecting the drop-down list will return all Data Set values that begin with the entered value. To achieve this behavior with External Keyword Data Sets, the SQL select statements or VB Scripts for External Keyword Data Sets must include wildcards.
Prior to configuring External Keyword Data Sets in the Configuration module, the following prerequisites must be met:
-
Keyword Types that will accommodate the Keyword Values obtained from the external source must be configured. The Data Type selected for the Keyword Type must be valid for the external value. For example, if the Data Type is Numeric (Up to 9 Digits), then the external value must be numeric and no more than nine digits.
Note:OnBase cannot validate Keyword lengths for externally filled Keyword data sets, but externally filled Keyword data sets must still respect the configured Keyword lengths of the Keyword Types in OnBase.
-
Date and Date & Time values must be presented in a general format as YYYY-MM-DD or HH:MM:SS:TT.
-
Currency values must be presented in a general format of XXXXX.XX (or -XXXXX.XX for negative values).
In addition, you must configure external settings that provide communication information to the external database. The following options are available for providing communication information to the external database:
-
VB Script
-
SQL Select String (requires workstation connection to ODBC source)
Note:VB Script and SQL Select String functionality are no longer recommended and may be removed in a future release. For more information, see SQL Select String Considerations or Configuring a VB Script to Enable External Keyword Data Sets.
-
EIS Datasource
-
Unity Script
The query that obtains Keyword Values from the external database using one of these methods must be available or configured prior to enabling External Keyword Data Sets.
To enable an External Keyword Data Set: