When Replace Secondary Values When Only One Instance Exists is selected, the following will occur:
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When using standard Keyword Types, the secondary Keyword Values will be replaced if only one instance of the secondary keyword exists. If more than one instance of the secondary keyword is found, the original secondary values will be retained and a new instance is created containing the data from the AutoFill keyword set.
CAUTION:In the Classic OnBase Client user interface, if there are already keyword values associated with the primary Keyword Type value, the associated values will be replaced with the value from the AutoFill Keyword Set when this action is executed.
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When using Keyword Type Groups, secondary Keyword Values will always be replaced with the data from the AutoFill Keyword Set.
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When using Multi-Instance Keyword Type Groups, if a single instance of the primary Keyword Type exists, secondary Keyword Values will be replaced with the data from the AutoFill Keyword Set. If multiple instances of the specified primary value exist, the original data will be retained and a new instance containing the data from the AutoFill Keyword Set will be populated.
The Replace Secondary Value When Only One Instance Exists option should not be used with documents that have more than one secondary value of the same Keyword Type.
The following describes what can be expected using the Keep Existing Values and Replace Secondary Values When Only One Instance Exists options with standard Keyword Types, Keyword Type Groups, and Multi-Instance Keyword Type Groups:
Number of Values |
Retains Existing Secondary Keyword Value |
Replaces Existing Secondary Keyword Value |
Adds New Keyword Value |
|
---|---|---|---|---|
Standard Keyword Type |
||||
Keep Existing Values |
1 secondary value |
x |
x |
|
2 or more secondary values |
x |
x |
||
Replace Secondary Values When Only One Instance Exists |
1 secondary value |
x |
||
2 or more secondary values |
x |
x |
||
Single Instance Keyword Type Groups |
||||
Keep Existing Values |
1 secondary value |
x |
||
2 or more secondary values |
n/a |
n/a |
n/a |
|
Replace Secondary Values When Only One Instance Exists |
1 secondary value |
x |
||
2 or more secondary values |
n/a |
n/a |
n/a |
|
Multiple Instance Keyword Type Groups |
||||
Keep Existing Values |
1 secondary value |
x |
||
2 or more secondary values |
x |
x |
||
Replace Secondary Values When Only One Instance Exists |
1 secondary value |
x |
||
2 or more secondary values |
x |
When using the Classic OnBase Client, it is recommended that the Replace Secondary Values When Only One Instance Exists option is used only if it has been determined that documents only have one value for each Keyword Type. If there are two or more secondary values on a document and the action is configured to Replace Secondary Value When Only One Value Exists, the Classic Client does not know which value to replace and the user will not know which value has been replaced.
This action can populate values for multiple primary values. For each primary, there will be corresponding secondary values for the associated Keyword Types, as defined in the AutoFill Keyword Set. If a primary value is associated with multiple AutoFill Keyword Sets, no secondary values will be populated for that primary value.
If using a Multi-Instance Keyword Type Group, the AutoFill Keyword Set will only populate if both the primary and secondary values reside in the Keyword Group. If the secondary values are outside of the Multi-Instance Keyword Type Group, the AutoFill Keyword Set will not populate.