A Keyword Type Group is an association of Keyword Types that allows for efficient storage of Keyword Types. Documents containing a Keyword Type Group can be retrieved much faster than documents containing individual Keyword Types because the system can find all Keyword Types for a document with a single query.
This can be crucial in high volume workflows that require high performance. Such workflows include high-speed indexing or retrieval for check and statement processing.
There are two types of Keyword Type Groups:
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Keyword Type Group - A collection of Keyword Types assigned as a whole to a Document Type or Folder Type.
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Multi-Instance Keyword Type Group - A Keyword Type that can be duplicated on a document or folder.
Required for Keyword Type Groups:
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If you want Keyword Type Values to be available through a drop-down list, Keyword Types must be configured with Data Sets.
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You can assign Keyword Type Groups and Multi-Instance Keyword Type Groups in any combination in one Document Type.
Note:If you want to create a Keyword Type Group to replace multiple Keyword Types that already exist on a Document Type, see Migrate To Keyword Type Group.
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In the Configuration module select Keyword | Keyword Type Groups to access the Keyword Type Group Configuration dialog box.
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Click Create and the Keyword Type Group Settings dialog box displays.
If you want the document to be a Multi-Instance Keyword Type Group, select Multi-Instance Keyword Type Group.
Note:If you want documents to be able to be indexed with more than one value for each Keyword Type in the group, you must make the Keyword Type Group Multi-Instance.
Select Allow Null Values, if desired. If there is a possibility that indexing will leave blank Keyword Values, ensure that you select to Allow Null Values upon creating the Keyword Type Group. If you do not Allow Null values, OnBase will insert default values:
See Allow Null Values for more information.
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For Currency or Numeric Data Types, blank Keyword Values will be added to the database as the value 0.
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For Date or Date & Time Data Types, blank Keyword Values will be added to the database as the value 1/1/1964, but will appear blank in OnBase.
If you selected Multi-Instance Keyword Type Group, you do not need to select Allow Null Values, it will be automatically selected. Click Save.
Select Include Document Date to improve Document Retrieval speed.
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The Group Keyword Types dialog box is displayed. This dialog box allows you to assign the Keyword Types that will be in this Keyword Type Group.
To add one or more Keyword Types to the Keyword Type Group, select the appropriate Keyword Type(s) from the Available list and click Add.
To remove one or more Keyword Types from the Keyword Type Group, select the appropriate Keyword Type(s) from the Selected list and click Remove.
To change the order of the Keyword Types, select a Keyword Type and click Move Up or Move Down.
Note:If you configure a Multi-Instance Keyword Type Group to only use Keyword Types that are Hidden or Not For Retrieval, the Multi-Instance Keyword Type Group name will not be displayed to users who do not have the appropriate viewing rights.
If you will be using AutoFill Keyword Sets for indexing with Document Types containing Multi-Instance Keyword Type Groups, ensure that all Keyword Types in the AutoFill Keyword Set are included in the Multi-Instance Keyword Type Group. For example:
Regular Keyword Types and Keyword Type Groups are mutually exclusive of Multi-Instance Keyword Type Groups. Upon indexing, if a Primary Value resides in a Multi-Instance Keyword Type Group, only Keyword Values residing in that group will populate. Any other secondary Keyword Types within the AutoFill Keyword Set will not populate values.
Likewise, if a Primary Value resides within a regular Keyword Type or Keyword Type Group, upon indexing, only Keyword Values residing in the Keyword Type or Keyword Type Group will populate. Secondary Keyword Types that are present in a Multi-Instance Keyword Type Group will not be populated.