Keywords and Properties - Workflow - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Workflow

Platform
OnBase
Product
Workflow
Release
Foundation 22.1
License
Premier
Standard

The following best practices are related to keyword and property configuration and usage.

  • Use workflow properties rather than keywords, to store temporary values. Reading and writing keyword values requires database access, and is much slower than reading and writing property values, which are stored in memory. Only use keywords for values that need to persist beyond the end of the current session.

  • Use Single Table Keyword Types. If an Alphanumeric Keyword is needed on a Document Type that is associated with Workflow, a Single Table Alphanumeric Keyword Type should be configured and used.

  • Use Keyword Type Groups when possible. Workflow performance can be significantly increased by grouping Keyword Types into Keyword Type Groups. Please note that thorough analysis and design should be conducted for converting to or creating Keyword Type Groups. Keyword Type Groups allow OnBase to retrieve necessary information about a document (whether primary or related) in a quick and efficient manner. To increase the speed of keyword loads, consider changing your Keyword Type structures to limit the amount of work that it takes to load the keywords for the document.

  • Consider Speed of Keyword Types: Dual Table = Slow, Single Table = Fast, Keyword Type Group = Fastest

  • Limit the number of keywords on the driving document. Take extra care when creating keywords and associating keywords with the driving document. A large number of keywords (40 or more) on the driving document will directly impact Workflow performance if the keywords are not structured appropriately. If a large number of keywords are required, consider using a Keyword Type Group.

  • Limit the number of updates/deletes of keywords. If a value needs to be stored for temporary purposes, consider using the property bag as a temporary storage location. Every update or deletion of a keyword value is a write back out to the database.

  • Limit the number of keyword loads. There are a variety of other variables that can be used to track and evaluate documents in Workflow (Properties, Notes, Document Type, Queues, Life Cycles, etc.).

  • When using document processing modules and entering documents into Workflow on commit, using a status keyword on documents can prevent documents from entering Workflow more than once. In the event that a commit process fails, when a the incomplete commit batch is manually committed, the entire batch is committed and some documents may re-enter Workflow. If a status keyword is used, the status keyword determines where in Workflow documents belong.

  • Only alphanumeric characters are supported in property names. As a best practice, do not use spaces or any special characters in property names.