Configuring Keyword Type Masking - System Administration - Cloud - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Cloud System Administration
Platform
OnBase
Product
System Administration - Cloud
Release
Foundation 23.1
License
Standard
Essential
Premier

Keyword Type masking sets a specific format for a Keyword Type, allowing for more accurate indexing and retrieval.

Note:

Keyword Type masking for double-byte characters (for example, Japanese or Chinese characters) is only supported in databases that support Unicode characters.

For example, the following image shows a Keyword Type mask for the Social Security # Keyword Type:

Once a format mask is defined for a Keyword Type, OnBase compares Keyword Values entered against the mask. If the Keyword Value matches the mask, it is accepted. If the Keyword Value does not match the mask for that Keyword Type, OnBase displays an error message stating that the Keyword Value is invalid.

Static characters, like the dashes (-) in a social security number, or blank spaces, can be added to a mask.

CAUTION:

Do not configure a mask that uses a blank space as the first character of the mask. Doing so can cause errors in the OnBase Core when attempting to index a document that uses this mask.

You can mask a maximum of 50 characters, including static characters. Once a mask is applied to a Keyword Type with values greater than 50 characters in length, the first 50 characters are masked, and the remaining characters are hidden. After the first 50 characters of the masked Keyword Type, entry of additional characters is prevented.

Note:

Because they contain specific internal formatting, you cannot apply masking to Keyword Types with the following Data Types: Currency, Specific Currency, Date, Date & Time, or Floating Point. You also cannot apply masking to Alphanumeric Keyword Types that have the Enable Keyword Zero Padding option selected.

CAUTION:

After configuring and using Keyword Type masking in OnBase, do not modify the Keyword Type masking in the Configuration module. See Considerations for Adding or Modifying Keyword Type Masking for more information on Keyword Type Masking.

To apply masking to a Keyword Type:

  1. In the Configuration module, select Keyword | Keyword Types.
  2. Select the Keyword Type to be masked and click Masking. The Masking Configuration dialog box is displayed.
  3. Select the Use Masking check box.
  4. Enter the characters in the Mask field that are expected for Keyword Values associated with the Keyword Type. Use the symbols denoted in the Key to represent the type of characters expected.

    For example, a mask used for a Social Security Number (123-45-6789) Keyword Type would be represented by numeric characters in positions 1-3, 5-6, and 8-11 and static characters in positions 4 and 7. The actual static character expected (in this case, a dash -) is entered in the Static Characters field, in the exact position it is to be displayed in a Keyword Value of this Keyword Type.

    Tip:

    If you enter an incorrect static character in the Static Characters field, click so that the focus is to the left of the character you'd like to remove and type the correct character.

    Key Character

    Usage

    A

    The expected character in that location is alphabetic. Diacritic characters such as é or ñ are allowed.

    X

    The expected character is alphanumeric. This mask accepts any printable character (except control codes).

    0

    The expected character is numeric.

    9

    The expected character is numeric with a possibility of a special symbol (+, -, ., *).

    Note:

    The + and - characters are allowed only in the leftmost position, unless it is a static character in the Keyword Type mask.

    Note:

    When using Numeric 9 and Numeric 20 Keyword Types, the + and - characters are only accepted in the Web and Unity Clients.

    S

    The expected character is a static character. If static characters are used in the Mask field, type the actual characters into the Static Characters field.

    Note:

    Lowercase letters as Static Characters is not supported. Any lowercase letters will be entered as uppercase.
    Note:

    If you do not enter characters in the Mask field, a warning message will be displayed to inform you that Keyword Values cannot be accepted if a mask string is not specified.

  5. Determine how masked Keyword Values are stored in the database:

    • Select Extract Mask Characters to ignore static masked characters, such as a plus sign (+) or a dash (-), when storing the Keyword Value. For example, a Social Security Number Keyword Value is saved to the database without the static characters. (i.e., 123-45-6789 is stored as 123456789).

    • Select Store Mask Characters to save the Keyword Value into OnBase with the static masked characters. For example, a Social Security Number Keyword Value is stored as 123-45-6789 with the static characters (-) as part of its value.

    Note:

    In Core Services applications, security mask characters cannot be stored as part of the Keyword Value.

    Changing this setting affects Auto-Names and Auto-Foldering schemes.

    • If you use a masked Keyword Type in an Auto-Name string, and then change the type of masking, all Auto-Names will reflect the change. For example, if the Auto-Name uses a Keyword Type that uses Store Mask Characters, and is changed to use Extract Mask Characters, all existing documents that use the Auto-Name display without static characters (i.e., 111-11-1111 will display as 111111111.)

    • This setting should not be changed from one setting to another in an existing Auto-Foldering scheme. If this setting is changed after an Auto-Foldered file system has been created, new folders will be created upon Auto-Foldering documents, even if documents appear to the user to contain the same values.

  6. Select Full Field Entry Required to prevent partial Keyword Values from being entered and accepted. For example, if you are entering a phone number as a Keyword Value, all 10 digits must be entered, including the area code. You will also be able to enter an empty Keyword Value by simply entering no characters into the masked Keyword Type field.
    Note:

    If there are existing Default Keyword Values that violate full field entry requirements, Full Field Entry Required cannot be selected. To modify Default Keyword Values, see Configuring Document Type Keywords.

  7. Click Test Masking to test the masking. The fields displayed in the Test Masking dialog box (Mask and Static Characters) are populated with the information that you configured for the Keyword Type.

    Enter a Keyword Value into the Test field and click Validate. If the masking is correct, a Validation Completed message box is displayed.

  8. Click Close.
  9. Click Save.