Enabling External Keyword Data Sets - System Administration - On-Premises - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

On-Premises System Administration
Platform
OnBase
Product
System Administration - On-Premises
Release
Foundation 22.1
License
Standard
Essential
Premier

With External Keyword Data Sets, you can configure a Keyword Data Set that identifies Keyword Values from an external Data Source for indexing and retrieval. For example, if users need to retrieve or index documents with employee data, and an external database already contains all of the necessary Keyword Values, you can configure an External Keyword Data Set to pull the necessary Keyword Values from the external source.

Note:

When entering values for a Keyword Type that uses an internal Keyword Data Set, typing a partial value and selecting the drop-down list will return all Data Set values that begin with the entered value. To achieve this behavior with External Keyword Data Sets, the SQL select statements or VB Scripts for External Keyword Data Sets must include wildcards.

Prior to configuring External Keyword Data Sets in the Configuration module, the following prerequisites must be met:

  • Keyword Types that will accommodate the Keyword Values obtained from the external source must be configured. The Data Type selected for the Keyword Type must be valid for the external value. For example, if the Data Type is Numeric (Up to 9 Digits), then the external value must be numeric and no more than nine digits.

    Note:

    OnBase cannot validate Keyword lengths for externally filled Keyword data sets, but externally filled Keyword data sets must still respect the configured Keyword lengths of the Keyword Types in OnBase.

  • Date and Date & Time values must be presented in a general format as YYYY-MM-DD or HH:MM:SS:TT.

  • Currency values must be presented in a general format of XXXXX.XX (or -XXXXX.XX for negative values).

In addition, you must configure external settings that provide communication information to the external database. The following options are available for providing communication information to the external database:

The query that obtains Keyword Values from the external database using one of these methods must be available or configured prior to enabling External Keyword Data Sets.

To enable an External Keyword Data Set:

  1. If using a VB Script or SQL Select String, ensure that either the Enable SQL Select option for External AutoFill Keyword Sets and Data Sets or the Enable VB Script option for External AutoFill Keyword Sets and Data Sets option is enabled. These options are found in Users | Global Client Settings on the Keyword tab. For more information, see Keyword Tab.
  2. Select a Keyword Type that has been assigned a data set from the Keyword Type Configuration dialog box.
  3. Click Data Set.
    The Keyword Data Set Configuration dialog box displays.
  4. Select the External check box and click the External button.

    The External Keyword Data Set Configuration dialog box is displayed.

  5. Select one of the following options:

    • VB Script- See Configuring a VB Script to Enable External Keyword Data Sets.

    • SQL Select String- See Creating a SQL Statement to Enable External Keyword Data Sets.

      Note:

      VB Script and SQL Select String functionality are no longer recommended and may be removed in a future release. For more information, see SQL Select String Considerations or Configuring a VB Script to Enable External Keyword Data Sets.

    • EIS Datasource- Select to use the External Keyword Data Set with the Enterprise Integration Server. For more information, see the Enterprise Integration Server information contained in the documentation for your line-of-business system's integration with OnBase.

    • Unity Script- Select to configure the External Keyword Data Set to call a Unity script. Unity scripts can be created by accessing the Unity Scripts tab in OnBase Studio when licensed for the Unity Client. For more information on configuring Unity Scripts, see the Studio documentation.

      Note:

      API certification is required to configure Unity Scripts. For more information on API certification, contact your first line of support.

    • Send existing Keyword values from Unity Forms- Select to make values available to update an external data set with values from a Unity Form or to pull values from an external data set using partial values entered in fields on a Unity Form. For more information on using and configuring Unity scripts, contact your first line of support.

    Note:

    The Send existing Keyword values from Unity Forms option is only available when the Unity Script option is selected. This functionality is currently only available to use with Unity Forms.