Re-Indexing Documents - Unity Client - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Unity Client

Platform
OnBase
Product
Unity Client
Release
Foundation 23.1
License
Standard
Premier
Essential

Each document stored in OnBase has an associated Document Type, Document Date, and optional Keyword Types. This information is usually entered when a document is first imported into OnBase upon indexing.

You can change this associated information using the Re-Index feature.

Note the following information before re-indexing documents:

  • Ensure you understand the effects of re-indexing documents before proceeding. For more information, see Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values.

  • You can also change Keyword Values by right-clicking the document, selecting Keywords, and entering new Keyword Values in the appropriate fields. Re-indexing allows you to change the Document Type in addition to Keyword Values.

  • Once re-indexed, documents can be retrieved using only the new Keyword Values.

  • Users without the Document/Folder Purge or the APIadministrative privilege do not purge the original document after re-indexing it. Instead, a rendition of the original document is created.

  • Users without the Access Restricted Keywords privilege are unable to re-index documents between Document Types that include the same Keyword Type at different restriction levels. For example, if Keyword Type A is configured as read-only or hidden for Document Type A and not for Document Type B, a restricted user cannot re-index a Document Type A document to be Document Type B, and vice versa.

To re-index a document:

  1. Save any changes that you have made to a document before re-indexing.
    Note:

    If you open a document in the Document Viewer and select Re-Index, a lock is applied, and the document cannot be re-indexed from the Document Search Results list.

  2. From an open document or from a selected document in a Document Search Results list, right-click and select Re-Index or click Re-Index on the Document tab.
    Tip:

    In a Document Search Results list, you can select multiple documents and re-index them in the order in which they were selected.

  3. The Re-Index pane is displayed.
    Note:

    If the original Document Type contains a Multi-Instance Keyword Type Group, the Document Type to which you want to re-index must contain the same Multi-Instance Keyword Type Group.

    Note:

    The Document Type of a Unity Form file type document or an Image Form file type document cannot be changed during re-indexing.

  4. Select a Document Type from the Document Type drop-down list. All Document Types that you have rights to create are displayed.
    Tip:

    You can select a new Document Type by typing the name of the Document Type.

    To filter this list, you can first select a Document Type Group from the Document Type Group drop-down list.

    Tip:

    You can select a Document Type Group by typing the name of the Document Type Group.

    Note:

    The original Document Type is displayed in the Document Type drop-down list, even if it is not in the selected Document Type Group.

    If the destination Document Type is configured to use Default Keyword Values, these Keyword Values are assigned to the document when the destination Document Type is selected from the Document Type drop-down list.

    If you are licensed for EDM Services, the destination Document Type is configured with the Prompt for revision setting, and a document with matching keywords exists, the Document Revisions dialog box is displayed when the destination Document Type is selected from the Document Type drop-down list. For more information, see the EDM Services module reference guide.

    Note:

    If you select a different Document Type at any point during the re-indexing process, Keyword Values for common Keyword Types are retained. For example, if there is a value for the City Keyword Type, and you switch to a different Document Type that also contains the City Keyword Type, the original City Keyword Value is retained. This also applies to Keyword Types configured to use Default Keyword Values on the initial Document Type. These values are not replaced, even if the new Document Type uses a different set of Default Keyword Values.

    CAUTION:

    If you are re-indexing a document associated with a Keyword Type Group (KTG) or Multi-Instance Keyword Type Group (MIKTG) filled by an AutoFill Keyword Set to another Document Type associated with the same KTG or MIKTG filled by an AutoFill Keyword Set, the AutoFill Keyword Set may unexpectedly re-populate secondary Keyword Values once the Document Type is changed. For more information, see Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values.

    CAUTION:

    When switching between Document Types that share a MIKTG, and there are different values for each Document Type, the Default Values of the new Document Type are appended. If you switch back to the original Document Type, the Default Values of the initial Document Type are not appended unless they have been changed. If you delete all values from the MIKTG before switching Document Types, the second Document Type's Default Values are used.

  5. Change the File Type, if needed.
    • Select another file format available from the File Type drop-down list.

    • You can easily change the file format by re-indexing the document instead of re-scanning or re-importing it to OnBase with the corrected file format.

    • File formats available for Re-Indexing depend on your system setup and the file format itself (certain file formats are only available through document processes or system functions.)

    CAUTION:

    Contact your system administrator before selecting the Image Rendered PDF file format, as selecting this file format without the proper system specifications can cause unexpected behavior.

  6. Change the Document Date, if needed. If a document date is not specified when the document is processed into OnBase, the Document Date is the same as the Date Stored.
    To select a date with a calendar, hover over the right edge of the Document Date field and click the down arrow.
  7. Change Keyword Values as desired. When you modify a Keyword Value, the modified Keyword Value turns blue. You can use the Tab key to move to the next Keyword Value field. Note the following:
    • Some Keyword Types may be configured to be uppercase only, while others may be configured to appear in mixed or lowercase.

    • Depending on your system's configuration, certain Keyword Types may appear as read-only in the Re-Index Document dialog box to certain users. These Keyword Types may also be masked.

    • OnBase will not retain two sets of duplicate Keyword Values. For example, a Document Type contains two instances of the Keyword Type First Name, and one value is John and the other value is Sarah. If you change the value of Sarah to John, upon clicking Re-Index, OnBase will only retain one instance of John. If two Multi-Instance Keyword Type Groups share identical values, only one of those Multi-Instance Keyword Type Groups is retained.

    CAUTION:

    After changing Keyword Values, click on a field in the Re-Index pane before you click the Re-Index button. This will trigger any AutoFill Keyword Sets that may have been affected by the Keyword Value change. If you changed the primary Keyword Value in the AutoFill Keyword Set, press the Tab key to trigger the AutoFill Keyword Set. If the primary Keyword Value is associated with multiple AutoFill Keyword Sets, you are prompted to select an AutoFill Keyword Set. You may select an AutoFill Keyword Set by double-clicking. See your system administrator for information regarding your system's AutoFill Keyword Set configuration. Click Close to cancel changes if you get undesired results.

    Note:

    If the document is still required after re-indexing, it is recommended that the document is closed and reopened. Doing so ensures that the privileges associated with the new Document Type are respected.

  8. To add a new Keyword Type field of the same Keyword Type to the document, place the mouse cursor inside the Keyword Type field that you want to duplicate and press F6. This adds a new Keyword Type field. Enter the new Keyword Value.
    If the Keyword Type that you double-click belongs to a Keyword Type group, then it can only be duplicated if the group is a Multi-Instance Keyword Type Group. The entire group is duplicated, not just the selected Keyword Type.
  9. Press Clear Keywords if you want to clear all existing Keyword Values and re-enter new values.
  10. If you are re-indexing an image or PDF file, the Split button is displayed. Click it to open the Document Separation window, where the document can be edited and separated into multiple documents.
  11. Click Re-Index to save your changes and re-index the document. Click Close to cancel changes.

    Before clicking Re-Index, note the following:

    • Review changes carefully before saving. Once re-indexed, documents can be retrieved using only the new Keyword Values.

    • If the Re-Index pane has not finished loading, the Re-Index button will be unavailable.

    • You can also change Keyword Values by right-clicking the document, selecting Keywords, and entering new Keyword Values in the appropriate fields. Re-indexing allows you to change the Document Type in addition to Keyword Values.

    • Users without the Document/Folder Purge or the APIadministrative privilege do not purge the original document after re-indexing it. Instead, a rendition of the original document is created.