After creating a Note Type, define its characteristics. See Configuring Note Types for more information about creating notes.
Attributes for the Staple and Back Staple Note Types cannot be changed.
To configure the attributes of a Note Type:
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In the Note Type Configuration dialog box, select a Note Type.
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Click Attributes to display the Note Type Attributes dialog box:
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Select a Style:
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Select Note if you want only text to display in a comment box.
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Select any of the Annotation radio buttons to highlight or draw attention to certain portions of the document:
Note:Annotations are only available to use with certain file types. See the appropriate annotation for more information.
Annotations Option
Description
Highlight with note attached
Provides the ability to draw a highlighted area with a note and an icon attached. The highlight is a transparent color specified in the Color dialog box.
Note:This annotation type is only available on image and text documents.
Arrow
Provides the ability for the user to draw a red arrow with a note and an icon attached.
Note:This annotation type is only available on image documents in the OnBase Client. It is available on text and image documents in the Web Client and Unity Client; however, if it is applied to a text document in one of these clients, it is not viewable on the document in the OnBase Client.
Ellipse
Provides the ability for the user to draw an ellipse with a note and an icon attached.
Note:This annotation type is only available on image documents in the OnBase Client. It is available on text and image documents in the Web Client and Unity Client; however, if it is applied to a text document in one of these clients, it is not viewable on the document in the OnBase Client.
Overlapped Text
Provides the contents of the note superimposed on the document, along with an icon.
In the Unity Client, there is no icon for this annotation type.
Note:In order to maintain the size of Overlapped Text annotations on redacted documents, Overlapped Text annotations should be configured using a Named Font other than Default Font.
Note:Overlapped Text annotations are only available on image documents in the OnBase Client. They are available on text and image documents in the Web Client and Unity Client; however, if they are applied to a text document in one of these clients, they are not viewable on the document in the OnBase Client.
Note:In the Unity Client, using the Use for Redaction option Redact as White with Overlapped Text annotations is not supported.
Icon Stamp
Provides the ability to stamp a document with a note icon. When this option is selected, the Keep Original Icon Size and Transparent options are enabled.
Note:Whenever this option is selected, you must assign an icon image to the configured annotation type.
Note:This annotation type is only available on image documents in the OnBase Client. It is available on text and image documents in the Web Client and Unity Client; however, if it is applied to a text document in one of these clients, it is not viewable on the document in the OnBase Client.
Keep Original Icon Size
This option is only available if Icon Stamp is selected. When this option is selected, the icon stamp will be displayed at the size of the icon stored in the system. When this option is not selected, the icon stamp will be displayed at the size of the area highlighted by the user.
Transparent
This option is only available if Icon Stamp is selected. When this option is selected, the icon stamp will be transparent.
Note:The way in which text notes and annotations are applied to a document differ. Text-based notes are created with the Add Note function, available from the Document menu in OnBase or in the open document right-click Notes menu. Annotations are created with the functions available in the Annotation Toolbar.
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In the Display Settings section, select all appropriate settings:
Display Setting
Description
Display Note Open
The note window displays open upon opening the document.
Hide Window
If a note is configured to be hidden on an open document, the note or icon is not displayed, but the note is still available to users with rights to that note. Notes that are configured to be hidden are listed with other notes.
Note:If the note is configured as an Icon Stamp, the stamp itself is still displayed on the document when the Hide Window option is selected.
Create Opens Window
Requires the Hide Window setting.
Allows text to be added to a note on creation. The note and icon will be hidden in the following cases:
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The document is closed and reopened
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The note is minimized
In the Unity Client, the icon to edit an annotation's text is hidden when the annotation is not selected.
Movable
Allows a user to move an Annotation on the document in order to view obstructed information. You may then save the Annotation's position on the document.
Note:This option is not available when configuring a note.
Remains in Viewer
The note stays in a fixed position in the viewer even when the user scrolls up or down on a document page. This does not mean that the note is fixed in the same position on the document. The note position is fixed in relation to the viewer window.
In the Web Client, this option restricts how users can change the Note Type of a note.
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A note belonging to a Note Type with this option selected can only be changed to another Note Type with this option selected.
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A note belonging to a Note Type without this option selected can only be changed to another Note Type without this option selected.
Note:This option is not available when configuring any Annotation radio button.
Note:It is considered a best practice to only add Remains in Viewer notes to the first page of a text document. Adding them to subsequent pages may not display consistent behavior across clients.
Repeat on All Pages
The note displays on every page of the document, not only on the page it was created.
Notes that are repeated on all pages are considered document-level notes, as opposed to page-specific notes; they behave differently than a Note Type without the Repeat on All Pages option selected. For example, if you create a new document from pages containing these notes, the notes are not included on the new document, since they are specific only to the document they were originally placed on.
Note:Before using the Repeat on All Pages attribute, see Considerations for Using the Repeat on All Pages Attribute.
Repeat on All Revisions
Select to display the note on all revisions of the document.
When using this option, be aware that a note configured with this option appears on the same page number in all revisions. For example, if the note was originally placed on page 1, and page 1 is reordered to be page 3 for a new revision, the note is displayed on page 3 in both revisions, even though the pages are not the same. If Delete when Page is Deleted is not selected, the note will remain on page 1 in the new revision, in addition to being displayed on page 3.
CAUTION:In general, the Repeat on All Revisions option should not be used unless an instruction specifically calls for it. A note configured with this option may not appear on the page it was originally added to, and if the page containing one of these notes is moved to a page number position that doesn't exist in a previous revision (e.g., using the above example, page 4), then the note is removed from the previous revision.
Note:If this option is not selected, notes that are replaced with redactions are removed from the revision on which the redaction was applied, not the source revision.
Delete when Page is Deleted
This check box is available when Repeat on All Revisions is selected.
Select to delete the note from the document when the page the note resides on is deleted. The note is not displayed on the subsequent revision of the document.
When the page the note resides on is deleted and this check box is not selected, the subsequent revision displays the note on the same page number as the deleted page.
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In the Redaction Settings section, select all appropriate settings:
Redaction Setting
Description
Use for Redaction
Select whether you want to use the note type as a redaction note to write over or block out a portion of the document.
Note:Redaction annotations are not supported for creating permanent redactions in the Web Client. If redaction annotations will be available to Web Client users, see Redaction Annotations in the Web Client.
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Select the Note Type color from the Color dialog box.
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Select Redact as Black or Redact as White for the color of the opaque redaction on the redacted version of the document.
Note:In the Unity Client, using Redact as White with Overlapped Text annotations is not supported.
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Select the Highlight is Opaque check box to make the note opaque on the original document, otherwise the note will be transparent in the original document.
Additional configuration is required for redaction support. Document Types must be configured for redactions, and users must have the Modify privilege. To configure a Document Type for redactions, see Configuring Document Type Redaction.
Note:Redaction functionality is not available for PCL documents.
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In the Print Settings section, select the appropriate setting:
Print Setting
Description
Default
Select this option to configure this Note Type to use the default print settings. When this option is selected, the Notes Printing options selected when printing will be respected.
Always Print on Document
Select this option to configure this Note Type to always be displayed when a user prints a document. This setting overrides the Notes Printing options selected by the user.
Never Print on Document
Select this option to configure this Note Type to never be displayed when a user prints or e-mails a document. This setting overrides the Notes Printing and Mail Recipient (with Advanced Options) options selected by the user.
Only Print Note Icon or Annotation
Select this option to configure only the Note Type's icon or annotation to be displayed when a user prints or e-mails a document. When this option is selected, the note contents (note title, note text, user information, and time stamp information) are not displayed when the document is printed or emailed.
This option is only available when the Always Print on Document option is selected.
Note:The Only Print Note Icon or Annotation option is not respected in the HTML Web Client.
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In the Privacy Options section, define the access of other users to the created Note Type. When these options are selected, only the user who created the note is able to view, update, and/or delete the note. This does not apply to users with override privileges. When these options are deselected, an end user is able to prevent other users from viewing, updating, and/or deleting the user's created note(s), unless the Disable Privacy Options option is selected.
Privacy Option
Description
Disable Privacy Options
Select this option to disable all Privacy Options and prohibit any end user from setting Note Type Privacy Option in OnBase. When this option is selected, other users can view, update, and delete the note.
Disallow View
Select this option to only allow the user who created the note to view it.
When this option is deselected, the user who created the note can decide whether other users should be able to view the note by selecting the Disallow View Note Type Privacy Option in OnBase.
Note:If this option is selected, a user can still successfully search for text in the note, though they will not be able to view the note.
Disallow Update
Select this option to only allow the user who created the note to update it.
When this option is deselected, the user who created the note can decide whether other users should be able to update the note by selecting the Disallow Update Note Type Privacy Option in OnBase.
Disallow Delete
Select this option to only allow the user who created the note to delete it.
When this option is deselected, the user who created the note can decide whether other users should be able to delete the note by selecting the Disallow Delete Note Type Privacy Option in OnBase.
Keep in mind the following when setting the Privacy Options settings:
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If a user is able to change the Note Type of a note, the note's privacy options are also changed to those of the new Note Type. This could give the user elevated privileges if the new Note Type is less restrictive than the original Note Type.
To ensure that users cannot change a note's Note Type to gain elevated privileges, select the Disallow Update privacy option for the original Note Type. If you need to allow users to update the content of a note but do not want to allow them to change it to a less restrictive Note Type, ensure that the other Note Types that the user can change a note to have similarly restrictive privacy options.
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When performing a note search, User Group level permissions are honored but note level permissions are not. For example, if a note's privacy settings have all been set, then another user will not be able to see that note. However, if the user performs a search for that note type, the document will show up in the results list and the document will be retrievable but the note will not be visible.
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Create a shortcut key for the designated Note Type if desired in the Creation short-cut key section. Users must press Ctrl+N, then Ctrl+Shortcut Key to use the created shortcut.
Note:
The ability to create the designated Note Type with a custom shortcut (Ctrl+Shortcut Key) is only supported in the OnBase Client. The Ctrl+N shortcut, which allows a user to select a Note Type to create, is only supported in the OnBase Client and HTML Web Client.
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Type the text that will appear in the open note window into the Default Text field. If you want to use a % symbol in your note, type %%. Typing a single % will result in an error, unless it is used for one of the following variables:
Note:
The Default Text field has a maximum character length of 250 characters. A carriage return will reduce the total amount of characters allowed by two.
Symbol
Item
Function
%U
Username
Adds the User Name of the user who created the Note.
%R
Real Name
Adds the real name of the user (as entered in the User Settings dialog box of the User Names and Passwords menu of the OnBase Configuration module) who created the Note.
Note:If a value for the real name of the user has not been entered in the User Names and Passwords menu of the OnBase Configuration module, the user name value is populated for this symbol in the note text.
%D1
Creation Date
Adds the date that the Note was created.
Note:This value cannot be modified by changing the Document Date in the Add/Modify Keywords dialog box.
%I1
Creation Time
Adds the time the Note was created.
Note:Use of the above variables in the Default Text field may cause the maximum character length to be exceeded when the note is used. When entering note text in the OnBase Client, a user can enter a maximum of 249 characters. When entering note text in the Unity Client or Web Client, a user can enter a maximum of 250 characters, all of which are displayed properly in the OnBase Client.
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Select a pre-configured Named Font from the Font drop-down list.
Note:
In the Font drop-down list, the <None> selection is retained for backwards compatibility with previous versions of OnBase. Previous versions of OnBase did not include the ability to configure Note Type fonts.
Note:The Font selection is not applicable to notes displayed in the Unity Client or the HTML Web Client.
- Select Save.
- In the Note Type Configuration dialog box, click the Auto-Name button.
- Proceed to set up the Auto-Name for the Note Type. See Configuring Note Type Auto-Names for more information about Auto-Names.
- In the Note Type Configuration dialog box, click the Icon button.
- Proceed to select an Icon for your created Note Type. See Configuring Note Type Icons for more information about Icons.
- After setting up all desired options, close all dialog boxes.