Deleting orphans allows you to delete Alphanumeric Keyword Values that may have been saved in the database, even if the batch that these Keyword Values belonged to had been purged from OnBase. If the Allow Drop-Down Lists check box has been selected for a Keyword Type, these extra Keyword Values are still visible in the drop-down list of a Keyword Type in the Document Retrieval dialog box until they are removed through Delete Orphans.
Delete Orphans will delete the Keyword Values for Keyword Types that are not being used by any documents within OnBase.
The Delete Orphans option is only available for Alphanumeric Dual Table Keyword Types.
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Example of situation where deleting orphans would be appropriate:
A manager configured a COLD process to extract various Keyword Types, including the Keyword Type Customer Name, from a batch of documents. During processing, the COLD processor did not pick up every character in many of the customer names. As a result a customer name was supposed to be Theodore Roosevelt, and the COLD processor only picked up the characters Dore Roose. Once the processing of this batch was complete, the manager realized that this Keyword Value error had occurred. The manager immediately purged this COLD batch from the system and then began to re-process the batch. The incorrect Keyword Values had already been saved to the system. The COLD processor extracted the correct customer names during the re-processing of the batch. The correct Keyword Values, such as Theodore Roosevelt, were saved. The incorrect Keyword Values as well as the correct Keyword Values had been saved to OnBase. The manager had to then prompt OnBase to analyze all of the Keyword Value references to the Keyword Type Customer Name in order to determine which Keyword Values were being used by documents within OnBase, and which Keyword Values were not being used at all. By opening the Keyword Type Configuration dialog box, selecting the Keyword Type that should be analyzed by the system, and clicking Delete Orphans, the manager has told OnBase to delete all of the incorrect alphanumeric Keyword Values (Keyword Values not being used by any documents) from OnBase.