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

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

The Keyword Type Groups page allows you to add Keyword Type Groups to OnBase.

There are two types of Keyword Type Groups:

  • Keyword Type Group: A collection of Keyword Types assigned as a whole to a Document Type.

  • Multi-Instance Keyword Type Group: A Keyword Type Group that can be duplicated on a Document Type.

The following considerations should be kept in mind when creating Keyword Type Groups:

  • If you want Keyword Type Values to be available through a drop-down list, Keyword Types must be configured with Data Sets.

  • You can assign Keyword Type Groups and Multi-Instance Keyword Type Groups in any combination in one Document Type.

To create a Keyword Type Group in the OnBase Administration Portal:

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

    The Keyword Type Groups page is displayed.

  2. Click Create Keyword Type Group.

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

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

    The Settings page is displayed.

  5. If the Keyword Type Group you are creating is going to be duplicated on a document, enable the Multi-Instance Keyword Type Group setting.
  6. If you need to allow for blank Keyword Values, enable the Allow Null Values setting. If this setting is disabled, default values are inserted if the a value is left blank during indexing.
    Note:

    The Allow Null Values setting is required for Multi-Instance Keyword Type Groups and is selected automatically if the Multi-Instance Keyword Type Group setting is selected.

  7. Enable the Include Document Date setting. It is considered a best practice to enable this setting as it helps improve retrieval speed of the Keyword Type Group.
  8. Click Next Step.

    The Keywords page is displayed.

  9. In the Keyword Types table, click a Keyword Type to assign that Keyword Type to the Keyword Type Group or click Select All to assign all Keyword Types to the Keyword Type Group. Assigned Keyword Types are displayed in the Assigned table.

    You may also filter the list of Keyword Types by entering text in the Search Keyword Types field. Using the Select All option after filtering the list of available Keyword Types allows you to assign multiple Keyword Types to the Keyword Type Group at once.

  10. To remove an assigned Keyword Type from the Keyword Type Group, click a Keyword Type listed in the Assigned table. To remove all assigned Keyword Types from the Keyword Type Group, click Unselect All.
  11. To reorder how a Keyword Type is displayed in the Assigned table, click the Sort symbol () to the left of its name and drag the item up or down the list.
  12. Click Create Keyword Type Group.

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

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

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

    Click Done to return to the Keyword Type Groups page.