While re-indexing a document within Workflow, a user may need to expand an Autofill Keyword Set. It is possible that the user may not know the primary keyword value that is needed to expand the Autofill Keyword Set, but instead they only know a secondary keyword value of the Autofill Keyword Set. The Enable Reverse Keyset Lookup option allows the user to search for the desired Autofill row based on that secondary keyword. If you want to make Reverse AutoFill Keyword Sets available during re-indexing using this action, select the Enable Reverse Keyset Lookup option. When this option is enabled, the Lookup button will be displayed in the Re-Index panel when the following conditions are met:
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The selected Document Type contains a Keyword Type that is also the primary Keyword Type of an Autofill Keyword Set.
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A Reverse AutoFill Keyword Set has been configured using the Autofill Keyword Set with the primary Keyword Type associated with the selected Document Type.
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At least one Reverse AutoFill Keyword Set has the Workflow Show Lookup Item option selected.
The Enable Reverse Keyset Lookup option is only supported in the Classic OnBase Client, Core-based OnBase Client, the Unity Client, and the Web Client user interfaces.
For more information on Reverse Lookups, see the AutoFill Keyword Sets documentation.
Documents can only be re-indexed to Document Types that the user has rights to. The Create privilege is not required.
The only exception is in the Web Client interface, where the document can be re-indexed using the same Document Type that the document is currently indexed under, regardless of rights.
If a user has the document that needs to be re-indexed locked, re-indexing cannot take place until the user is done with the document and it is not locked.
If the document re-indexed belongs to a Document Type that is configured for auto-foldering, the change to Keyword Values will initiate auto-foldering to take place for the affected document.
When using AutoFill Keyword Sets, entering a primary value and then clicking Re-index in the OnBase Client and Web Client, a message stating Warning! An autofill keyword set has expanded as a result of this operation. Do you want to review the keyword change? is displayed. Clicking OK will return the user to the re-index panel to review the values populated. Clicking Cancel will complete the re-indexing action. The confirmation message will not display if the user enters the primary value and then presses Tab to initiate AutoFill Keyword Set population before clicking Re-index. Pressing Tab will automatically expand the Autofill Keyword Set. If multiple Autofill Keyword Sets exist for the primary Keyword Value entered in the re-index panel, the user will be prompted to select the correct Autofill Keyword Set values.
The warning message stating Warning! An autofill keyword set has expanded as a result of this operation. Do you want to review the keyword change? can be disabled in Workflow Options in the Configuration module. See Disabling the Autofill Prompt for the Re-Index Document Action for more information.