Importing a New Document - Web Client - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential - OnBase/Web-Client/Foundation-24.1/Web-Client/Usage/Folders/Adding-and-Removing-Documents/Adding-Documents-to-Static-Folders/Importing-a-New-Document - 2025-02-04

Web Client
Platform
OnBase
Product
Web Client
Release
Foundation 24.1
License
Premier
Standard
Essential

To add documents not currently residing in OnBase to static folders from the Folder Document List:

  1. Open the Folders layout.
  2. Select the folder where you want to add the document(s).
    Depending on your system configuration, you may be prompted to search a Folder Type upon selecting it. For more information on searching folders, see Searching for Folders
  3. Ensure the Folder Type bar above the folder tree says Static or Static/Dynamic for the selected folder. Documents cannot be manually added to a dynamic folder.
    For example, in this diagram, the indicated Folder Type is Static.
  4. Right-click in the Document List and click Import Document. The Import Document dialog box is displayed.
    Import Document window with empty fields.
  5. In the Select File field, identify the full file path for the document you are importing. Click the Choose File button and browse to the file location.
  6. From the Document Type Groups drop-down list, select the Document Type Group to assign the document to. (The list includes all Document Type Groups to which you have user import rights. These rights are granted by your system administrator.)
  7. From the Document Types drop-down list, select the Document Type to assign the document to. (The list includes all Document Types to which you have user import rights. These rights are granted by your system administrator.)
    When you select a Document Type, OnBase automatically displays fields for Keyword Types that are used to index documents of that type.
  8. If a file type has not already been selected, select the appropriate type from the File Type drop-down list.
    Note:

    If OnBase can correlate the file extension to a file type (format), it will automatically select that file type in the File Type field. For example, if you import a file whose extension is .doc, OnBase will select Microsoft Word document (.doc).

    Note the following:

    • Depending on your system configuration, only certain file types may be available.

    • Documents with a file format of Electronic Form cannot be imported.

    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.

  9. Select the Document Date. To retain the selected date for future uploads, click the lock button next to the calendar. The selected date is retained until you click the lock button again to unlock it, or until you log off of OnBase.
  10. Type Keyword Values in the Keyword Type fields. Note the following:

    • Depending on your system's configuration, some values may be provided by default. Other Keyword Types may be configured as read-only, preventing you from indexing the document with a value for that Keyword Type. If the Keyword Type name is displayed in red, a Keyword Value is required.

    • If you select a different Document Type during import, entered Keyword Values for common Keyword Types are retained. For example, you enter a Keyword Value for the City Keyword Type and switch to a different Document Type also containing the City Keyword Type. The entered City Keyword Value is retained. This logic does not apply to Default Keyword Values. Default values for common Keyword Types are either updated or cleared when selecting a different Document Type during import, depending on whether the selected Document Type has default values for those Keyword Types.

    Note:

    You can include special characters (such as ñ, å, etc.) in Keyword Values.

  11. If you make a mistake, use the following buttons available at the bottom of the Import Document dialog box to clear the current indexing values.

    Button

    Description

    Clear Imported Documents: Click to clear the list of imported documents in the Document Queue.

    Clear All: Click to reset all indexing fields except for the file name, which retains the name of the file.

    Clear Keywords: Click to reset all Keyword Type fields.
  12. Click Import. The Web Client imports the document to OnBase. If more information is needed to complete the import, a message displays the appropriate instructions.

    • Depending on how the Document Type is configured, or if the imported document is a revision you may be prompted to enter a comment.

    • You may be presented with additional options if you are importing a rendition of a document. For more information, see Importing Renditions.

    • When the import is complete, a confirmation message is displayed next to the document in the Document Queue.

    Note:

    Before importing the document, OnBase checks its file size against the maximum size allowed for imports. If the document is too large, you are notified that the import failed.

    If you receive an Import Failed message, contact your system administrator.

    If OnBase won't let you add the document to a folder, see If You Cannot Add a Document to a Folder.