Creating Keyword Types - System Administration - Cloud - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Cloud System Administration

Platform
OnBase
Product
System Administration - Cloud
Release
Foundation 24.1
License
Standard
Premier
Essential

The Keyword Types page allows you to add Keyword Types to OnBase.

To create a Keyword Type in the OnBase Administration Portal:

  1. From the sidebar, under Documents & Metadata, click Keyword Types.

    The Keyword Types page is displayed.

  2. Click Create Keyword Type.

    The first page of the Create Keyword Type wizard, the General page, is displayed.

  3. In the Name field, enter the name of the Keyword Type.
  4. Click Next Step.

    The Data Options page is displayed.

  5. From the Data Type drop-down menu, select a data type for the Keyword Type.
    For more information on the available data types, see Selecting a Data Type for a Keyword Type.
  6. If the Alphanumeric data type is selected, fill out the following information:
    Alphanumeric Setting Description
    Max Length

    Specifies the maximum length of the Keyword Type.

    When entering or updating the value of this field, note the following:

    • The Max Length must be 250 or less.

    • This value can be increased after the Keyword Type has been created, but it cannot be decreased.

    Allow mixed-case values

    If enabled, any Keyword Value entered upon indexing is case-sensitive, using both upper and lower case characters. If disabled, values are stored in uppercase characters.

    When enabling or disabling this setting, note the following:

    • Keyword Types configured with Mixed Case Values cannot be added to a Cascading Data Set.

    • Any Keyword Type configured to use Mixed Case Values is stored in the database twice. The Keyword Value is first stored using mixed case characters. The same Keyword Value is then stored using uppercase characters. This approach to Keyword Value storage guarantees that character case differences do not interfere with document retrieval, cross-referencing, or other processes that match Keyword Values.

    • OnBase does not differentiate between multiple instances of the same Keyword Values, even if they are using different uppercase and lowercase letters. For example, if a user indexes a document with two instances of a Keyword Type using the values Apple and apple, OnBase only saves the first instance entered (in this case, Apple).

    Use dual tables to reduce storage for repeated values

    If enabled, two tables are used to store the Keyword Values in the database, in order to minimize storage for repeated character strings and maintain fast retrieval of documents in these instances. If disabled, a single table is used to store the Keyword Values, and each table has a differently named row for the Keyword Value.

    When enabling or disabling this setting, note the following:

    • Using a single table is most efficient when the values to be stored are fairly unique and not likely to be assigned to many documents.

    • Using dual tables is most efficient when the values to be stored are repeated frequently.

    • If using drop-down lists, it is recommended to use a Data Set with a single table.

    • If Keyword Type Values are expected to change on a large scale, use dual tables. If only one Keyword Type Value on a document changes, use a single table.

  7. Click Create Keyword Type.

    A message is displayed stating that the Keyword Type is created.

  8. Click View Keyword Type to navigate to the newly created Keyword Type's page and configure settings for the Keyword Type. For more information, see Editing Keyword Type Settings.

    Click Create Another Keyword Type to begin creating an additional Keyword Type.

    Click Done to return to the Keyword Types page.