App Builder

Reference Guide

Includes:

Installation Guide
Administration Guide
User Guide

Foundation 24.1
 App Builder

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Document Name
App Builder
Department/Group
Documentation
Revision Number
Foundation 24.1

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 App Builder
Contents

Overview
Contents
Understanding App Builder.....................................................................................................................1
How it Works................................................................................................................................................1
Definitions.......................................................................................................................................... 1
Source........................................................................................................................................... 2
Action............................................................................................................................................ 2
Tile................................................................................................................................................. 2
Card............................................................................................................................................... 2
Screen........................................................................................................................................... 2
Master Detail with Sources.................................................................................................... 2
Quick Access...........................................................................................................................4
Licensing........................................................................................................................................................ 5
Privileges....................................................................................................................................................... 5

Installation Guide

Installation
Overview....................................................................................................................................................... 7
General Requirements....................................................................................................................... 7
Server and Core Services Hardware Requirements.........................................................................7
Web Browser Requirements..............................................................................................................7
Database Requirements........................................................................................................................... 7
Databases Supported........................................................................................................................ 7
Oracle............................................................................................................................................ 7
Microsoft SQL Server................................................................................................................... 8
Database/File Servers....................................................................................................................... 8
Pre-Installation............................................................................................................................................8
Installation.................................................................................................................................................... 8
Web Server Web.config Settings...........................................................................................................8

Studio Installation
Requirements............................................................................................................................................ 10
General Requirements..................................................................................................................... 10
Pre-Installation......................................................................................................................................... 10
Installation..................................................................................................................................................10
Installer Options...............................................................................................................................10
Standard (EXE or MSI) Installers............................................................................................... 10
ClickOnce Installers....................................................................................................................11
User Account Control (UAC)...................................................................................................... 11
Silent Installation Using setup.exe............................................................................................ 12
Installing OnBase Studio................................................................................................................. 12
Connection Strings in Web.config.................................................................................................. 18
Name...........................................................................................................................................19
ConnectionString........................................................................................................................19
SQL Server Connection String Tokens.................................................................................19

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Oracle Connection String Tokens........................................................................................ 20

ProviderName.............................................................................................................................20
Connection String Examples..................................................................................................... 20
SQL Server Examples........................................................................................................... 21
Oracle Examples................................................................................................................... 21
Change, Repair, or Remove an Installation.....................................................................................22
Running the Installer From the Command Line............................................................................. 22
Feature Names........................................................................................................................... 23
Properties................................................................................................................................... 23
Installing the 64-bit Studio.............................................................................................................. 23
Post-Installation....................................................................................................................................... 23
Using the System Browser for IdP.................................................................................................. 24
Upgrade Considerations........................................................................................................................ 24
Studio Upgrade Considerations...................................................................................................... 24
Import/Export Considerations...................................................................................................25
Post-Upgrade Considerations....................................................................................................25
Troubleshooting........................................................................................................................................25
Editing the Configuration File..........................................................................................................25
Enabling Diagnostics Console Logging.................................................................................... 25
Trusted Certificates....................................................................................................................26
Language Support........................................................................................................................... 26
Database Timeout During Configuration Import........................................................................... 27
Contacting Support................................................................................................................................. 28

Administration Guide

Configuration
User Rights Within the Configuration Module...............................................................................30
Considerations for Configuring Applications................................................................................. 30
Launching OnBase Studio......................................................................................................................30
Connecting to a Repository.................................................................................................................. 30
Refreshing Repositories.................................................................................................................. 32
Expanding and Collapsing Items in the Repository Pane..............................................................32
Viewing Items in the Designer Pane............................................................................................... 33
Using Repositories in OnBase Studio................................................................................................ 34
Searching the Repositories Pane.........................................................................................................34
Creating Applications............................................................................................................................. 34
Modifying Applications....................................................................................................................38
Changing the Assigned User Groups..............................................................................................39
Deleting Applications.......................................................................................................................39
Creating Screens.......................................................................................................................................39
Creating Master Detail with Sources.............................................................................................. 40
Adding Sources.......................................................................................................................... 42
Custom Query....................................................................................................................... 43
Document Retrieval...............................................................................................................44

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Reporting Dashboard............................................................................................................44
Workflow Queue....................................................................................................................45
WorkView Filter..................................................................................................................... 45
Adding Source Groups............................................................................................................... 46
Modifying Sources..................................................................................................................... 47
Modifying Source Groups.......................................................................................................... 47
Deleting Source Groups and Sources....................................................................................... 48
Creating Quick Access Screens...................................................................................................... 48
Creating Cards............................................................................................................................ 49
Creating Tiles..............................................................................................................................50
Modifying Screens........................................................................................................................... 53
Changing the Default Screen.......................................................................................................... 53
Deleting Screens.............................................................................................................................. 54
Creating Actions.............................................................................................................................. 54
Create Unity Form.......................................................................................................................54
Create WorkView Object............................................................................................................ 56
Navigate to Screen/Data Source............................................................................................... 57
Open URL.................................................................................................................................... 59
Upload a New Document........................................................................................................... 60
Modifying Cards, Actions and Tiles................................................................................................ 62
Deleting Cards, Actions and Tiles................................................................................................... 62
Changing the Displaying Sequence.................................................................................................... 62
App Builder Shortcut Keys.................................................................................................................... 63

Studio Administration
Connecting to Repositories.................................................................................................................. 64
Configuring Repository Properties................................................................................................. 66
Configuring the Environment Value Management URL........................................................... 66
Configuring the Administration Portal Web Application URL.................................................. 66
Refreshing Repositories.................................................................................................................. 67
Expanding and Collapsing Items in the Repository Pane..............................................................67
Viewing Items in the Designer Pane............................................................................................... 68
Searching in Studio.................................................................................................................................. 69
Search Options.................................................................................................................................70
Search Results................................................................................................................................. 72
Exporting Search Results...........................................................................................................73
Output Tab..................................................................................................................................................73
Shortcuts..................................................................................................................................................... 73
The Reset Server Cache Button...........................................................................................................74
Studio Options...........................................................................................................................................74
General............................................................................................................................................. 74
Doctor............................................................................................................................................... 75
Managing Locks.........................................................................................................................................78
Output Window........................................................................................................................................79
Controlling the Interface Display........................................................................................................79

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Using the Quick Access Toolbar.......................................................................................................... 80

Spell Check.......................................................................................................................................81

Using Change Control

Exporting.....................................................................................................................................................84
Export Considerations..................................................................................................................... 85
Exporting a Configuration............................................................................................................... 85
Importing.....................................................................................................................................................97
Import Considerations.....................................................................................................................97
Importing a Configuration............................................................................................................... 98
Auto Resolution........................................................................................................................ 113
Save and Load Decisions.........................................................................................................113
Save Decisions....................................................................................................................113
Load Decisions................................................................................................................... 114
Filtering Change Tracking Columns.................................................................................................116
Operators........................................................................................................................................117
Drop-Down Lists.............................................................................................................................118
Custom Filter Selection................................................................................................................. 119

Best Practices
App Builder Best Practices................................................................................................................. 121
Sources organizing........................................................................................................................ 121
User interface.................................................................................................................................121
Administration............................................................................................................................... 122

User Guide

Usage
Usage..........................................................................................................................................................124
Accessing the Application...................................................................................................................124
Application Overview.......................................................................................................................... 125
Using a Master Detail with Sources Screen................................................................................. 125
Adjusting a Master Detail with Sources Screen..................................................................... 127
Usign a Quick Access Screen....................................................................................................... 127
Settings......................................................................................................................................................129
Changing Theme............................................................................................................................129
Accessing Screens..................................................................................................................................130
Going Back to the Default Screen.................................................................................................... 130
Retrieving Documents......................................................................................................................... 130
Using Folders...........................................................................................................................................133
Working with Folder Notes............................................................................................................135
Folder Notes Requirements.....................................................................................................135
Viewing Folder Notes and Bookmarks....................................................................................135
Adding a Folder Note or Bookmark.........................................................................................136
Viewing a Bookmarked Document..........................................................................................136

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Editing an Existing Note or Bookmark.................................................................................... 137

Deleting a Note or Bookmark.................................................................................................. 137
Viewing Documents..............................................................................................................................137
Toolbars in the Document Viewer................................................................................................ 138
Web Client Viewer Control Toolbar......................................................................................... 138
Web Client Internal Text Search Toolbar.................................................................................140
Performing an Internal Text Search in the Web Client......................................................140
Generating an Internal Text Search Report in the Web Client.......................................... 141
Web Client Annotations Toolbar..............................................................................................142
Web Client Pages Toolbar....................................................................................................... 142
Reordering Pages in a Document Using Thumbnails.......................................................143
Deleting Pages Using Thumbnails in the Web Client....................................................... 143
Web Client PDF and OLE Document Viewer Toolbar............................................................. 145
Web Client Image Markup Toolbar..........................................................................................146
Document Viewer Shortcuts......................................................................................................... 146
Zooming In and Out..................................................................................................................146
Searching for Internal Text...................................................................................................... 147
Viewing Previous or Next Documents.................................................................................... 147
Web Client Document Viewer Shortcuts.................................................................................147
Deleting an Open Document......................................................................................................... 148
Accessing Document Properties.................................................................................................. 148
Document Properties............................................................................................................... 148
Send To Options.............................................................................................................................150
Display Considerations............................................................................................................ 150
From an Open Document.........................................................................................................151
Saving Documents to Files............................................................................................................151
File Naming Conventions.........................................................................................................154
Character Substitutions........................................................................................................... 155
Send To | Clipboard - Copying Documents to the Clipboard....................................................... 156
Send To | Create New Document - Creating New Documents from Existing Documents........ 157
Create New Documents........................................................................................................... 158
Pages Toolbar - View Document Thumbnails..............................................................................160
Show or Hide Thumbnails....................................................................................................... 161
Navigating the Document Using Thumbnails.........................................................................161
Reordering Pages in a Document Using Thumbnails............................................................ 161
Deleting Pages from a Document Using Thumbnails............................................................161
Options Button - Viewer Options...................................................................................................162
Changing Thumbnail Size........................................................................................................ 162
Suppressing Blank Pages........................................................................................................ 163
Navigate......................................................................................................................................... 164
Scale............................................................................................................................................... 164
Process...........................................................................................................................................164
Working with Keywords......................................................................................................................165
Accessing Document Keyword Value...........................................................................................165
Adding and Modifying Keywords.................................................................................................. 166
Document Date.........................................................................................................................167
Keywords.................................................................................................................................. 167
Viewing and Editing Keywords for HTML Documents................................................................ 168

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Mixed Case Keywords................................................................................................................... 169

Searching on Mixed Case Keyword Values............................................................................ 169
With Case Sensitive Searching Applied.............................................................................169
Without Case Sensitive Searching Applied....................................................................... 169
Indexing Mixed Case Keyword Values.................................................................................... 169
Masked Keywords......................................................................................................................... 170
Viewing Read-Only Keywords........................................................................................................170
Records of Information Using Multi-Instance Keyword Type Groups........................................ 172
AutoFill Keyword Set Instance...................................................................................................... 173
Using AutoFill Keyword Sets When Indexing or Re-Indexing.................................................173
Indexing with AutoFill Keyword Sets................................................................................. 173
Re-Indexing with AutoFill Keyword Sets............................................................................ 174
Use Keywords for Document Retrieval.........................................................................................175
Keyword Types that Contain Relationships............................................................................ 175
Cascading Data Sets.......................................................................................................... 175
Multi-Instance Keyword Type Groups................................................................................175
Add Another Value to a Keyword.............................................................................................175
Multi-Instance Keyword Type Groups................................................................................176
Using Drop-Down Lists.............................................................................................................176
Adding Multiple Values to a Keyword Type..................................................................................176
Keyword Operators and Extended Search Features................................................................. 176
Relational (Comparative) Operators............................................................................................. 177
Logical Boolean Operators............................................................................................................177
Wildcard Characters...................................................................................................................... 178
Re-indexing..............................................................................................................................................178
Re-Indexing Documents................................................................................................................ 179
Keywords with Drop-Down Lists..............................................................................................181
Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values.....182
Importing Documents.......................................................................................................................... 183
Using External URLs............................................................................................................................. 187
Notes and Annotations........................................................................................................................ 187
Notes Overview..............................................................................................................................187
Note Icons................................................................................................................................ 189
Options......................................................................................................................................189
View Notes - Open and View Notes or Annotations.................................................................... 189
Viewing Notes.......................................................................................................................... 189
Moving Notes........................................................................................................................... 191
Adding Notes, and Editing and Deleting Notes and Annotations............................................... 191
Add a Note................................................................................................................................ 192
Edit Note or Annotation Text................................................................................................... 193
Editing Note Type Privacy Options..........................................................................................193
Deleting a Note......................................................................................................................... 194
Changing the Note Type.......................................................................................................... 194
Notes Dialog Box........................................................................................................................... 194
Viewing a Document in the Notes Dialog Box........................................................................195
Viewing a Note in the Notes Dialog Box................................................................................. 196
Adding a Note in the Notes Dialog Box...................................................................................197

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Editing a Note in the Notes Dialog Box................................................................................... 199

Deleting a Note in the Notes Dialog Box.................................................................................200
Setting Note Privacy Options...................................................................................................201
Notes Pane Viewer for OLE Documents...................................................................................... 202
Annotations....................................................................................................................................207
Annotations Toolbar.................................................................................................................207
Creating Annotations............................................................................................................... 208
Moving and Resizing Annotations.......................................................................................... 209
Redactions................................................................................................................................210
Creating a Redaction.......................................................................................................... 210
System Interaction................................................................................................................................ 211
Reporting Dashboards...................................................................................................................211
Unity Forms.................................................................................................................................... 212
Workflow........................................................................................................................................ 212
Viewing Workflow Queues.......................................................................................................213
Using Workflow Tasks on a Single Document........................................................................213
Using Workflow Tasks on Multiple Documents..................................................................... 214
WorkView....................................................................................................................................... 215

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 Overview

Understanding App Builder

App Builder is a point-and-click configurable application creation tool which allows you to create
persona-based solutions that combine multiple OnBase products in a modern, user-friendly
environment.
The end user is provided a role-focused, simple, and customized experience with no learning curve.
No pre-existing knowledge of the OnBase system or its products is required at any point. The user
can execute tasks set for their role easily and smoothly.
The system administrators can pick and choose the functions as needed. The App Builder provides a
wide selection of system interaction options to be configured. To create a smooth and user-friendly
application, the administrator should be able to understand and use OnBase. OnBase modules and
functionalities are used to create a focused, dedicated application compliant to the admin's company
branding, naming convention, and imagery.
For example, App Builder can be used to create an HR portal with separate pages focused on user
roles such as HR Manager and HR Recruiter. The HR Manager page could be configured to access
a task reporting dashboard so managers can quickly view the department results, or a recruitment
queue so managers can quickly approve or reject applicants as the final step of the recruitment
process.
The HR Recruiter page could provide quick access to a resume queue so the recruiter can evaluate
an applicant, or a documentation retrieval layout so the recruiter can retrieve documents related to
an applicant's resume.

How it Works
App Builder allows organizations to build and define an application through a point-and-click
interface within OnBase Studio.
App Builder is integrated with the OnBase document management system, including its security that
is based on the same User Group security defined in OnBase.
Applications created by an administrator are used as an interface between the end user and
functions provided by the OnBase system. They can be viewed as a collection of customized
shortcuts to facilitate usage of the OnBase system in an intuitive manner.

Definitions
An application comprises one or multiple sources, cards, tiles, and actions, all combined within one
or more screens.
To learn more, see:
• Source on page 2
• Card on page 2
• Tile on page 2

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Overview

• Action on page 2
• Screen on page 2

Source
A source is a basic element of your application. It is a link to a system resource, such as a collection
of documents, Workflow queue, or reporting dashboard.
You can configure sources for a Master Detail with Sources on page 2 screen and then add them
to a Quick Access on page 4 screen to provide easier access.
You can use the sources to look for documents, check how many items are in a Workflow queue, or
execute a Custom Query.

Action
An action is a way for the user to interact with the system components or to access a direct link to a
resource outside of the system, such as an external URL or creating a form.
You can configure actions for any type of screen.

Tile
A tile is a direct link to a source configured within the application.
You can configure tiles to be displayed at a Card on page 2 within the Quick Access on page
4 screen.

Card
A card is a collection of sources and actions grouped by the administrator for easier access. Each
particular element is represented by a tile that is added to the card.
You can configure multiple cards at a Quick Access on page 4 screen to group functions
according to user roles or other criteria.

Screen
A screen represents a collection of sources and actions that can be used by the end user.
There are two types of screens you can include in your application:
• Master Detail with Sources on page 2
• Quick Access on page 4

Master Detail with Sources

A Master Detail with Sources screen is a collection of source groups and sources that can be
linked throughout an application. This type of screen can be used to retrieve documents, access a
full list of sources, or combine a variety of functions in a single interface.
This type of screen is a base of your application. Resources configured here are then available at a
Quick Access screen for better user experience.

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The image below presents an example of a Master Detail with Sources screen:

Element Description

A: Application Title A title given to your application.

You can click it to return to the main application screen.

B: User settings and logout A user icon button.

You can use this button to log out of the application or edit its
settings, such as the application display mode (light or dark).

C: Tabs with other screens A list of tabs with names of other screens.
You can click a screen name to change the screen. The currently
selected screen name is underlined.

D: List of sources A list of all sources configured for the Master Detail with
Sources screen, grouped as configured by the administrator.
You can click a source name to access it. Its name becomes
highlighted when clicked.
For more information, see Source on page 2.

E: Keyword Type pane A pane with Keyword Value fields.

The pane allows you to look up particular documents using their
indexed Keyword Values.
It is available for types of sources that allow the look-up
function, such as Custom Query or Document Retrieval.
The optional user instructions are available under the i icon.

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Element Description

F: Actions A list of actions configured for the screen.

You can click an action link to execute the action directly from
the Master Detail with Sources screen.
For more information, see Action on page 2.

G: Retrieved documents pane A pane with a list of retrieved documents.

The pane allows you select and view documents.
It is available for types of sources that allow the look-up
function, such as Custom Query or Document Retrieval.

Quick Access
A Quick Access screen is a collection of cards grouped by the administrator for easier access to
system resources and external actions. This type of screen can be used as a home page or landing
page, dashboard, or a quick access page.
The image below presents an example of a Quick Access screen:

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Element Description

A: Application title A title given to your application.

You can click it to return to the main application screen.

B: User settings and logout A user icon button.

You can use this button to log out of the application or edit its
settings, such as the application display mode (light or dark).

C: Tabs with other screens A list of tabs with names of other screens.
You can click a screen name to change the screen. The
currently selected screen name is underlined.

D: Quick Access Screen logo, title, Elements displayed as a part of your company's branding.
and subtitle The logo, title, and subtitle can be configured to suit your
company's visual style.

E: Card and card title A list of cards configured for the screen.
You can click on the elements collected within the card to use
them.
The card title is bold and the optional instruction is gray.
For more information, see Card on page 2.

F: Actions A list of actions configured for the screen.

You can click an action link to execute the action directly from
the Quick Access screen.
For more information, see Action on page 2.

G: Tiles A list of tiles configured for the screen.

You can click a tile to move directly to a resource within the
application.
For more information, see Tile on page 2.

Licensing
App Builder itself does not require additional licensing. However, appropriate licenses are required to
use its particular functions, such as Workflow queues.

Privileges
App Builder itself does not require additional privileges. However, appropriate privileges are required
to use its particular functions, such as Workflow queues.

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Guide
Installation
App Builder

Installation Guide

Foundation 24.1
 Installation

Overview
The following sections outline requirement information specific to App Builder in OnBase Foundation
24.1.

General Requirements
For general requirement information that applies to App Builder and other modules, see the sections
on the following topics in the Installation Requirements manual:

Server and Core Services Hardware Requirements

See the following sections for more information on the hardware requirements for App Builder:
• For the Web Client, see Web Client Hardware Requirements.
• OnBase Studio is required to configure App Builder. See 64-Bit Studio Hardware Requirements.
• App Builder requires access to a licensed OnBase Web Server. See 64-Bit Server Hardware
Requirements. For additional Web Server requirements, see the Web Server Technical and
Administrative documentation.

Web Browser Requirements

See the Web Client Browser Requirements for more information on the Web browser requirements
for App Builder.

Database Requirements
Databases Supported
The following sections list the databases supported by this module in OnBase Foundation 24.1.

Oracle
The following versions of Oracle® are supported:
• Oracle 19c
When using Oracle databases, also note the following:
• It is strongly recommended that you have a certified Oracle Database Administrator on staff.
• If you are using ODBC drivers with your Oracle database, it is recommended that you select Bind
Timestamp to Date.

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Microsoft SQL Server

The following versions of Microsoft SQL Server™ are supported:
• Microsoft SQL Server 2016 (all service packs)
• Microsoft SQL Server 2017
• Microsoft SQL Server 2019
• Microsoft SQL Server 2022
When using Microsoft SQL Server databases, also note the following:
• Azure SQL Managed Instance is also supported.
• Beginning in OnBase Foundation 24.1, Microsoft SQL Server 2014 is no longer supported.
• If you are using an ODBC data source to connect to the database, you must ensure that your SQL
Server database client software version matches or exceeds the database server version. For
example, if your database server is SQL Server 2019, verify that the database client is SQL Server
2019 (or later). Running a previous client version, such as SQL Server 2017, will result in system
instability and memory issues. For instructions on determining your server and client versions,
see Database Client / Server Version Compatibility.

Database/File Servers
Server requirements are site-specific. Database/file servers should be dedicated purpose servers;
that is, these servers should not be used as a domain controller, email server, print server, or proxy
server. Network and disk I/O hardware should be optimized for performance and redundancy.
Multiple network interface cards on servers are often required to minimize network bottlenecks.

Pre-Installation
The OnBase 64-bit Application Server must be running and connected to the database using App
Builder. OnBase Web Server must also be installed. In addition, the Impersonated Identity account
configured in the Web Server's web.config file within the <identity> element must be granted the
Full Control rights for the directory storing the style sheets. See the Web Server documentation for
further information.

Installation
App Builder is configured through OnBase Studio. For more information, see Installation on page
10 for Studio.
The created application is accessed through the Web Client. Installing the Web Client completes the
installation process for the App Builder. For more information, see the Web Server documentation.

Web Server Web.config Settings

The number of results shown to the user when using an App Builder application document retrieval
function depends on the MaxResults property in Web Server Web.config file. The Web.config file

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is located at the root of the OnBase Web Server (C:\Inetpub\wwwroot\AppNet\Web.config in a

default installation).

Note: Inreasing the value of MaxResults property may cause performance decrease.

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 Studio Installation

Requirements
The following sections outline requirement information specific to App Builder in OnBase Foundation
24.1.

General Requirements
For general requirement information that applies to App Builder and other modules, see the sections
on the following topics in the Installation Requirements manual:
• Database Requirements
• Operating System Requirements
• OnBase Client Hardware Requirements
• Server and Core Services Hardware Requirements

Pre-Installation
If you are using Workflow notifications, consult the Workflow module reference guide for information
about installing and configuring the system to send notifications.

Installation
Installer Options
Before using a product installer, consider the following information about installer options.

Standard (EXE or MSI) Installers

There are two methods for running OnBase installers: Interactive and silent. An interactive
installation requires user interaction with dialog boxes during the installation process. A silent
installation does not require user interaction during the installation process.
OnBase installers may consist of both an executable file (.exe) and a Windows Installer Package
file (.msi). When performing an interactive installation, and both an executable file and MSI are
available, use the executable file to ensure a complete installation. The executable validates that
all prerequisites are met before proceeding with the installation. If any missing prerequisites are
identified, the installer alerts the user. Most missing prerequisites can be installed directly from the
installer before continuing the installation process.

Note: The Microsoft .NET Framework prerequisite must always be installed separately before
running either the EXE or MSI installer.
When performing a silent installation, and both an executable file and MSI are available, use the MSI.
Since the MSI package does not validate prerequisites, you must ensure that Windows Installer 3.0

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or greater is installed on each workstation and that all other prerequisites are met before running the
MSI. If any prerequisites are not met, a silent installation from the MSI will fail without alerting the
user.
For more information about configuring a silent installation, see https://docs.microsoft.com/en-us/
windows/win32/msi/command-line-options.

ClickOnce Installers
Some OnBase modules are installed for deployment using ClickOnce. ClickOnce is a Microsoft
technology that installs a deployment package to a central server. This package can then be
accessed by users to install the application on their local workstations. The application is installed
entirely under the user's profile, ensuring that it cannot interfere with other applications installed on
the workstation.
ClickOnce deployments also have the following advantages:
• Previously installed versions of the module can be easily and automatically updated to the
latest version with little or no user interaction, as long as the deployment server and deployment
instance name are not changed.
• The module is installed on a per-user basis and does not require administrator privileges for local
installation.
• There can be multiple instances of the module deployed, allowing for different versions of the
module to be installed on a per-user basis, to match the version requirements of the workstation
it is being installed to.
For more information on Microsoft's ClickOnce technology see https://docs.microsoft.com/en-us/
visualstudio/deployment/clickonce-security-and-deployment.

Note: ClickOnce-deployed applications are not supported by Microsoft within a Remote Desktop
environment.
OnBase modules that are deployed using ClickOnce should either take advantage of the ClickOnce
deployment method as an alternative to a Remote Desktop deployment, or the module should be
installed using a standard installer and deployed using the Remote Desktop methodology.

Note: Not all OnBase modules that support ClickOnce have a standard installer available. Contact
your first line of support if you are unsure how to install and deploy a specific module.

User Account Control (UAC)

If Windows User Account Control (UAC) is enabled, the installer must be run with elevated
administrator privileges, even if an administrator is currently logged on. This can be accomplished
by right clicking on the installer executable and selecting Run as Administrator from the right-click
menu. MSI files cannot be run using the Run as Administrator option. Instead, you must launch the
MSI package using the command line. For more information on installing files through the command
line, refer to your Microsoft support information or see https://docs.microsoft.com/en-us/windows/
win32/msi/command-line-options.

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Silent Installation Using setup.exe

If you are running setup.exe silently from the command line you must use the /q switch and the /
CompleteCommandArgs switch, followed by the required command-line arguments.
The q switch specifies quiet mode and is required to suppress the GUI. The CompleteCommandArgs
switch must be followed by the command-line parameters required to configure and install the
desired components.
The complete string of command-line parameters must be included in double quotes after
the CompleteCommandArgs switch. If a parameter in the string also requires double quotes,
those quotes must be escaped using \. For example: setup.exe /q /CompleteCommandArgs
"INSTALL_PROPERTY=\"my value\" INSTALL_PROPERTY_2=\"my value 2\"".

Note: You should check the return value of the setup.exe process. A return value of 0(zero) indicates
success. Any other value returned may indicate that an error was encountered and the installation
failed.

Installing OnBase Studio

Launch the Hyland OnBase Studio installer by executing Hyland OnBase Studio.msi. The MSI is
usually located in the \install\ OnBase Studio\ folder of your source installation files.

Note: If the installer is being copied from the source location to be run from a different location, the
entire \ OnBase Studio\ folder and its contents must be copied to the new location.

1. The Hyland OnBase Studio installation welcome dialog is displayed.

2. Click Next. The Destination Folder dialog box is displayed.

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3. Enter the top-level installation directory in the field provided, or click Change to browse to it.

Note: This location does not affect components not installed under the top-level directory. If the
installer provides for the installation of multiple components, the specific installation locations of
each component can be changed later in the installation process.
If Change is clicked the Change destination folder dialog box is displayed.

Enter a Folder name in the field provided or select it from the Look in drop-down list, then click
OK.
If the Destination Folder is not changed, the default location is used.

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4. Click Next. The Ready to install dialog is displayed.

5. Select Create Desktop shortcut(s) when applicable to create shortcuts to the installed
components in the Windows Start | All Programs | Hyland menu, on the Windows desktop, or in
both locations, when applicable.
6. Click Install to continue with the installation, or click Cancel to cancel the installation.
7. When the installation is complete, click Finish.

Tip: In order to ensure that the required system settings take effect, it is a best practice to restart
the installing machine once the installer has finished.

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The connection strings dialog box allows you to configure connection strings.

8. To encrypt all connection strings configured in the application's .config file, ensure the Options
| Encrypt Connection Strings menu option is selected. This option is automatically selected by
default every time you open the connection strings dialog box, and the connection strings are
encrypted when the .config file is saved.

CAUTION: It is strongly recommended to encrypt the connection strings. If they are not
encrypted, all data source connection information is visible in the .config file and could expose
sensitive data, including any entered database user names and passwords.
9. Click Add to start creating a new connection string. The fields on the right become available for
interaction.
10. If you are configuring Reporting Dashboards with a secondary connection string with a read-
only database user account, select Options | Populate Read-Only User. This optional feature
populates the User ID and Password fields with the credentials for the read-only user. See the
Reporting Dashboards documentation for more information.
If you are creating a connection string for any other purpose, skip this step.
11. In the fields on the right, enter the following information about the data source:

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Option Description

Data Source Name A unique name that you create to identify the connection string.
Note: This identifying name may be different from the name of the
actual database.

Data Provider The data provider type used for the database. Select one of the
following:
• System.Data.SqlClient: Select this for a SQL Server database.
• Oracle.ManagedDataAccess.Client: Select this for an Oracle
database.
Note: Only SQL Server and Oracle data providers can be used to
connect to the OnBase database.

12. Depending on your selection for Data Provider in the previous step, enter the following database
connection information:
• If System.Data.SqlClient is selected (for a SQL Server database):

System.Data.SqlClient Option Description

Data Source Enter the server\instance name of the SQL Server

instance hosting the database.

Database Enter the name of the SQL Server database.

• If Oracle.ManagedDataAccess.Client is selected (for an Oracle database):

Oracle.ManagedDataAccess.Client Description
Option

TNS Connection String Select this option to enter a full TNS connection string
to connect to the Oracle database. Deselect the option
to use the connection name instead.
Note: Selecting this option enables the Host,
Database, Protocol, and Port fields for interaction.

Data Source Enter the TNS name or connect descriptor of the

Oracle database.
Note: This field is available only if the TNS
Connection String option is deselected.

Host Enter the host address of the Oracle database.

Database Enter the name of the Oracle database.

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Oracle.ManagedDataAccess.Client Description
Option

Protocol Select the protocol to use for connecting to the Oracle

database. Options are:
• TCP
• TCPS

Port Enter the port to use for connecting to the Oracle

database.

13. Enter the following security information:

Option Description

Integrated Security Select this option to use Windows Authentication to connect to the
database.
CAUTION: It is strongly recommended to use integrated security
instead of a database account for authentication. To use integrated
security, the Windows user connecting to the database must be the
same user that is running the connecting server or service (such as
the Application Server). This user must also be configured with the
configgp role in the database.

User ID The user name of the database user account accessing the database.
Note: This user name is for a database user account, not a user
account for OnBase.

Password The password of the database user account accessing the database.
Note: This password is for a database user account, not a user account
for OnBase.

14. Enter any additional options.

Option Description

Additional Options Any additional options for the connection string. For more information
on available connection string options and syntax, see the
documentation for your database provider (SQL Server or Oracle).

15. Click Test Connection to test whether the entered information forms a valid connection string.

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16. Click Create to save the information in the fields and create the connection string. The name
of the data source is added to the Data Sources list on the left, and the connection string is
displayed in the Connection String section.

17. Select File | Save to save the .config file.

18. Select File | Close to exit the connection strings dialog box.

Connection Strings in Web.config

This section explains the required components in an ADO.NET connection string used to connect an
application to a database. Examples of connection strings are provided at the end of the section.

Note: ADO.NET and connection strings are Microsoft .NET Framework concepts, but each database
provider (such as SQL Server or Oracle) has its own implementation of ADO.NET. For more
information on building a valid connection string or using additional options, see your database
provider's documentation on connection strings.
It is important to note the following considerations for connection strings:
• It is strongly recommended to use integrated security instead of a database account for
authentication. To use integrated security, the Windows user connecting to the database must be
the same user that is running the connecting server or service (such as the Application Server).
This user must also be configured with the configgp role in the database.
• It is strongly recommended to encrypt the connection strings. If they are not encrypted, all data
source connection information is visible in the .config file, including the database user names
and passwords in the connection strings.

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Encryption can be performed using the aspnet_regiis command line utility for IIS or using Web
Application Management Console. See the documentation from Microsoft for more information
on using the ASP.NET IIS Registration Tool. See the Web Application Management Console
module reference guide for more information on encrypting connection strings using the OnBase
Web Application Management Console.
See the following subsections for information on each element of a connection string:
• Name on page 19
• ConnectionString on page 19
• ProviderName on page 20
For examples of connection strings for all supported database platforms, see Connection String
Examples on page 20.

Name
The name element is a unique name that you create to identify the data source connection string.

Note: This identifying name may be different from the name of the actual database, which is
specified in the Data Source and database attributes.
For example: name="DataSourceName"

ConnectionString
The connectionString element contains connection information for the database. The tokens
needed for the connection information depend on the database platform used.

SQL Server Connection String Tokens

Use the following connection string tokens in the connectionString element when using a SQL
Server database.

Token Description

Data Source The server\instance name of the SQL Server instance hosting the
database.

Database The name of the database in SQL Server.

User Id The user name of the user account accessing the database. This is a
database user account, not a user account in OnBase.
Note: If using integrated security, the User Id token is not used.

Password The password of the user account accessing the database. This is a
database user account, not a user account in OnBase.
Note: If using integrated security, the Password token is not used.

Integrated Security A true or false value specifying whether to use integrated security to
access the database.

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Token Description

Encrypt A mandatory or optional value specifying whether to only allow

encrypted connections to the database server.

Oracle Connection String Tokens

Use the following connection string tokens in the connectionString element when using an Oracle
database.

Token Description

Data Source The TNS name or connect descriptor of the database.

User Id The user name of the user account accessing the database. This is a
database user account, not a user account in OnBase.
Note: If using OS Authentication, enter a forward slash in place of the
user name. For example: User Id=/

Password The password of the user account accessing the database. This is a
database user account, not a user account in OnBase.
Note: If using OS Authentication, the Password token is not used.

ProviderName
The providerName element specifies the data provider type used for the database. Only SQL Server
and Oracle data providers can be used to connect to the OnBase database.

Note: Values for the providerName element are case-sensitive.

Use one of the following, depending on the database platform used:

Database Platform ProviderName Element

SQL Server providerName="System.Data.SqlClient"

Oracle providerName="Oracle.ManagedDataAccess.Client"

Connection String Examples

The following sections provide examples of connection strings for SQL Server and Oracle.

Note: The following examples are provided for illustration purposes only. Each database provider
has its own implementation of ADO.NET and connection strings, and your particular situation may
require including different or additional options than the ones illustrated in these examples. For more
information on building a valid connection string or using additional options, see your database
provider's documentation on connection strings.

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SQL Server Examples

This connection string would create a data source called ConnectSQL, used to connect to the
database TestDB hosted on a SQL Server instance named Serv001\instance:
<connectionStrings>
<add name="ConnectSQL" connectionString="Data Source=Serv001\instance;
Encrypt=Mandatory;
Database=TestDB;User Id=username;Password=password"
providerName="System.Data.SqlClient"/>
</connectionStrings>
Similarly, this example would connect to the same database, but it would use integrated security
instead of database user authentication:
<connectionStrings>
<add name="ConnectSQL" connectionString="Data Source=Serv001\instance;
Encrypt=Mandatory;
Database=TestDB;Integrated Security=true;"
providerName="System.Data.SqlClient"/>
</connectionStrings>

Oracle Examples
This connection string would create a data source is called ConnectOracle, used to connect to the
Oracle database TestDB:
<connectionStrings>
<add name="ConnectOracle" connectionString="Data Source=TestDB;
User Id=username;Password=password"
providerName="Oracle.ManagedDataAccess.Client"/>
</connectionStrings>
Similarly, this example would connect to the same database, but it would use OS Authentication
instead of database user authentication:
<connectionStrings>
<add name="ConnectOracle" connectionString="Data Source=TestDB;
User Id=/" providerName="Oracle.ManagedDataAccess.Client"/>
</connectionStrings>
The following example would connect to the same database, but it uses the connect descriptor for
the Oracle database:
<connectionStrings>
<add name="ConnectOracle"

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connectionString="Data Source=(DESCRIPTION=(ADDRESS=(PROTOCOL=TCP)
(HOST=hostname)(PORT=1521))(CONNECT_DATA=(SERVICE_NAME=TestDB)));
User Id=username;Password=password"
providerName="Oracle.ManagedDataAccess.Client"/>
</connectionStrings>

Change, Repair, or Remove an Installation

After initial installation, the setup program can be used to change, repair, or remove components
from a previous installation. After launching setup.exe or the *.msi installation package, and clicking
Next at the welcome dialog, the Change, repair, or remove installation dialog box is displayed.
Select the option for the actions you wish to perform:

Option Description

Change Add or remove components using the Custom Setup dialog.

Note: This option is not available if the installer has no independently selectable
features.
The steps for adding selected components are the same as those under the
Component Selection section of the installation instructions, if applicable to the
installer.
Note: Change does not allow you to alter configuration options originally set
during a previous installation of components contained in the installer.

Repair Repair errors in the most recent installation of the component, such as missing
and corrupt files, shortcuts, and registry entries.
Note: This option is not available from all installers. Repair does not include
errors made in the configuration options set by the user during installation. For
specific troubleshooting information regarding an installed component, see the
module reference guide for that component.

Remove Removes all previously installed components.

Running the Installer From the Command Line

You can control the installation of components from the command line by passing its feature name
to the installer using the ADDLOCAL property. The values of the configuration options available in the
graphical installation wizard are passed to the installer using the property names associated with the
installer options.
This section describes the feature names and properties associated with this installer.

Note: Feature and Property names are case sensitive.

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Feature Names
To install OnBase Studio, the value of the ADDLOCAL property is Workflow_Studio.
The ADDLOCAL property is added to the installation command line, as shown here:
msiexec /i "Hyland Workflow Studio.msi" ADDLOCAL=Workflow_Studio

Properties
When controlling the installation of components from the command line you must also configure the
settings for each component you are installing by using the properties listed in the following table. If
a property is not included, the default value is configured for that property.

Property Description

WORKFLOWSTUDIO_FILES The location to which the component files are installed.

By default, this component is installed to C:\Program
Files\Hyland\ OnBase Studio\
For example: WORKFLOWSTUDIO_FILES="C:\My
\Custom\Location\WFStudio\"

CREATE_DESKTOP_SHORTCUTS Set to 1 to add desktop shortcuts for the installed

component, or leave empty to not add the shortcuts. By
default, this property is empty.
For example: CREATE_DESKTOP_SHORTCUTS="1" or
CREATE_DESKTOP_SHORTCUTS=""

CREATE_MENU_SHORTCUTS Set to 1 to add program menu shortcuts for the installed

component, or leave empty to not add the shortcuts. By
default, this property is empty.
For example: CREATE_MENU_SHORTCUTS="1" or
CREATE_MENU_SHORTCUTS=""

Installing the 64-bit Studio

Installing the 64-bit OnBase Studio is accomplished in the same way as the 32-bit OnBase Studio, but
using the 64-bit installation files. Obtain the 64-bit installation files from your first line of support.

Note: Only one instance of OnBase Studio can be installed, either the 32-bit version or the 64-bit
version.

Post-Installation
Some functionality must be configured directly in the configuration file, obstudio.exe.config, which
is found in the Destination Folder selected during installation.

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Using the System Browser for IdP

By default, when logging in to the identity provider (IdP), OnBase App Builder uses the embedded
web browser. App Builder may instead be configured to use the system browser (such as Microsoft
Edge or Google Chrome).

Note: The following steps assume that App Builder has already been set up for IdP authentication.
For steps on configuring App Builder for IdP, see the Integrating with Hyland IAM Services
documentation.

To configure App Builder to use the system browser:

1. Open the obstudio.exe.config file.
2. In the IdP node, locate <add FriendlyName="My Identity Provider" IdpPath="[Idp
URL]" Tenant="[Tenant]" ClientId="[Client ID]" RedirectUri="[Redirect
Uri]" />, where [Idp URL] is the URL of the Hyland IdP server and [ Client ID] is the Client ID.
3. Set RedirectUri to "http://127.0.0.1".
4. In the Hyland.Authentication node, locate <accessTokenValidation
idp="[Idp URL]" audience="[Idp URL]/resources" apiName="[Client ID]"
nameClaimType="username" />, where [Idp URL] is the URL of the Hyland IdP server and
[Client ID] is the Client ID.
5. Set audience to match the Client ID.
6. In the appSettings node, locate <add key="useSystemBrowserForIdpLogin"
value="false" />.
7. Set value to "true".
8. Save and close obstudio.exe.config.

Upgrade Considerations
The following upgrade considerations have been compiled by OnBase subject matter experts.
These upgrade considerations are general and applicable to most OnBase solutions and network
environments and should be considered each time an upgrade is performed.
Carefully consider the impact of making any changes, including those listed below, prior to
implementing them in a production environment.
For additional general information about upgrading OnBase, refer to the Upgrade Guidelines
documentation, and visit the Hyland Community.

Studio Upgrade Considerations

The following information should be considered or noted when upgrading Studio deployments. Read
this information prior to upgrading your version of OnBase.

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Import/Export Considerations
The following should be considered with regard to importing and exporting in Studio:
• When using the Import/Export tool, for best results, ensure that the version and build from which
you are exporting matches the version and build to which you are importing. For example, if
version 23.1 is used to export, version 23.1 is used to import.
• If restoring a backed-up database, or using an export file to rapidly set up a new environment, it
is important to ensure that all the required Disk Groups and the System Documents are already
configured. When using Studio to import a configuration file, a system verification report is
generated after importing. If the System Documents are not configured properly, an error will
be displayed and the process will have to be executed again after the Disk Groups and System
Documents have been configured.

Post-Upgrade Considerations
The following should be considered with regard to post-upgrade maintenance in Studio:
• It is highly likely that after upgrading you will find new System Document Types available within
OnBase. Navigate to Document | Document Types in the Configuration module in order to
assign these new Document Types to the appropriate System Disk Group and System Document
Type Group.

Troubleshooting
There are two main places to access log information. These include:
• The Output window in OnBase Studio.
• The Error and Configuration tabs in the Diagnostics Console.
These two interfaces will record errors and other activity related to OnBase Studio. There are some
configuration steps necessary for OnBase Studio to log information to the Diagnostics Console and
the Output window.
For more information about the Output window, see Output Window section. For more information
about the Diagnostics Console, see the Diagnostics Console MRG.

Editing the Configuration File

Enabling Diagnostics Console Logging
In order for an application to send diagnostics messages to the Diagnostics Service and
Diagnostics Console, a logging route must be configured in the Hyland.Logging section of the
application's .config file.
By default, all logging profiles are logged to the configured route. You can configure the route to
include or exclude specific profiles.
Use the include-profiles key in a route to enable logging only for specific profiles. List the included
profile names in a comma-separated, case-sensitive list in the value attribute of the key. For
example:

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<add key="include-profiles" value="example1,example2" />

Note: Any profiles not listed in the include-profiles key will not be logged.
Use the exclude-profiles key in a route to disable logging for specific profiles. List the excluded
profile names in a comma-separated, case-sensitive list in the value attribute of the key. For
example:
<add key="exclude-profiles" value="example1,example2" />

Note: Any profiles not listed in the exclude-profiles key will be logged. Also, the include-profile key
overrides the exclude-profiles key, so if a profile is listed in both keys, it will be logged.

Trusted Certificates
In order to help increase the security of the system, the AllowAllSSLCertificates setting is set
to False by default. This ensures that if the certificate used for an HTTPS connection cannot be
verified, then the connection is refused and users cannot log on to OnBase Studio. To help maintain a
higher level of security, it is recommended that the AllowAllSSLCertificates setting is set to False.

Language Support
OnBase Studio will respect the regional settings of a workstation. In addition, you can set the
<DisplayLanguage> setting in wfstudio.exe.config to set the interface to a specific language.

Note: Only the following languages have full support for generating documentation from OnBase
Studio in that language: Spanish, French, Arabic, Japanese, and Portuguese.
The following settings are available for OnBase Studio to language settings at the application level.

Setting Name Description

DisplayLanguage The interface is displayed in the Windows default operating system

language.
To display the interface in a language different from the default operating
system language, type the language code, such as de-DE for German or
fr-FR for French. For more information on language codes, see Microsoft
documentation on Windows Language Code Identifier.
Note: This setting is commented out by default. This means that
this setting cannot be used until you remove the <!-- preceding
<DisplayLanguage> and the --> following </DisplayLanguage>.

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Setting Name Description

Culture The interface displays dates, time, currency, and numeric values using
the default Windows locale settings configured in Regional and Language
Options.
To override the default Windows locale in the interface, set the Culture to
an ISO code such as de-CH for German (Switzerland).
Note: This setting is commented out by default. This means that this
setting cannot be used until you remove the <!-- preceding <Culture> and
the --> following </Culture>.
Note: The < DisplayLanguage> and < Culture> settings are not required
to match, except when < DisplayLanguage> is configured as Arabic
(Saudi Arabia). When < DisplayLanguage> is configured as ar-SA, <
Culture> must also be configured as ar-SA. However, when < Culture> is
configured as ar-SA, the < DisplayLanguage> is not required to be ar-SA.

Database Timeout During Configuration Import

When importing a configuration for OnBase Studio that has been previously exported, each table is
copied so that a backup is available in case the process fails. This backup process can be slow for
large tables, and the process may time out if it exceeds the default time limit. If the process times
out, you may receive the following message:
Hyland.Data.Exceptions.OracleDatabaseException: ORA-01013: user requested cancel of
current operation
To prevent timing out of the import process, increase the length of time allowed before the database
times out. This needs to be configured for the web.config file of the Application Server (for most
imports) and for the obstudio.exe.config file of OnBase Studio (for running locally).
To increase the database timeout length for importing configuration files in OnBase Studio:
1. Locate the web.config file of the OnBase Application Server. The default file location is C:
\inetpub\wwwroot\AppServer64.
2. Open the web.config file in a plain-text editor.

Note: The *.config file should only be edited in a plain-text editor, such as Notepad, or a utility
specifically designed to edit XML files. It should not be edited in a binary editor, such as
Microsoft Word. Using a binary editor can introduce invalid characters to the file and make it
unreadable by the software.
3. Locate the ConfigurationImport_DatabaseTimeout key within the <appSettings> element.
4. For the value of ConfigurationImport_DatabaseTimeout, enter the time you would like to allow
for the import process in seconds. The default value is 300 seconds.
For example: <add key="ConfigurationImport_DatabaseTimeout" value="360" />
5. Save and close the web.config file.
6. Recycle the application pool for changes to the web.config file to take effect.
7. Locate the obstudio.exe.config file of OnBase Studio.

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8. Open the obstudio.exe.config file in a plain-text editor.

Note: The *.config file should only be edited in a plain-text editor, such as Notepad, or a utility
specifically designed to edit XML files. It should not be edited in a binary editor, such as
Microsoft Word. Using a binary editor can introduce invalid characters to the file and make it
unreadable by the software.
9. Locate the ConfigurationImport_DatabaseTimeout key within the <appSettings> element.
10. For the value of ConfigurationImport_DatabaseTimeout, enter the time you would like to allow
for the import process in seconds. The default value is 300 seconds.
For example: <add key="ConfigurationImport_DatabaseTimeout" value="360" />
11. Save and close the obstudio.exe.config file.
12. If OnBase Studio is running, restart OnBase Studio.

Contacting Support
When contacting your solution provider, please provide the following information:
• The OnBase module where the issue was encountered.
• The OnBase version and build.
• The type and version of the connected database, such as Microsoft SQL Server 2022 or Oracle
19c, and any Service Pack that has been installed.
• The operating system that the workstation is running on, such as Windows 11 or Windows Server
2022, and any Service Pack that has been installed. Check the supported operating systems for
this module to ensure that the operating system is supported.
• The name and version of any application related to the issue.
• The version of Internet Explorer and any Service Pack that has been installed, if applicable.
• A complete description of the problem, including actions leading up to the issue.
• Screenshots of any error messages.
Supplied with the above information, your solution provider can better assist you in correcting the
issue.

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App Builder

Administration Guide

Foundation 24.1
 Configuration

User Rights Within the Configuration Module

To create and modify applications in App Builder, a user group must have the rights to App Builder
set in Configuration Rights | Products in the Configuration module.
In order for the end users to have access to full range of the App Builder functionalities, they must
have rights to the appropriate applications. These rights are set in OnBase Studio. In addition, if you
want to allow users to use other modules within the App Builder interface, such as Unity Forms or
Workflow tasks, you must grant the appropriate rights in the Configuration module.

Considerations for Configuring Applications

When configuring an application, most checks that enforce unique item names are done at the
locally downloaded OnBase Repository. If two administrators create the same named item using
different connections, it is possible to create multiple items with the same name. Therefore, it is
recommended for the users to coordinate which areas of the software they are working on to avoid
name collisions.

Launching OnBase Studio

To launch OnBase Studio, double-click on the OnBase Studio shortcut on the Windows Desktop or
select Start | All Programs | Hyland | OnBase Studio | OnBase Studio.

Note: The following sections describe how to work with repositories in OnBase Studio. For
additional, general information about OnBase Studio, see the Studio module reference guide.

Connecting to a Repository
To configure custom capture processes with the Capture Process Designer (CPD), you must connect
to a database through a repository.
To open a database connection repository:
1. Database connection repositories are opened via the Connect dialog box. Open the Connect
dialog box in one of two ways:
• Launch OnBase Studio. The Connect dialog box is displayed on startup.
• If OnBase Studio is already connected to a repository, click Connect in the Home ribbon
menu to open another repository.
The Connect dialog box is displayed.

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2. You can connect to a database connection repository in two ways:

• Via a direct local connection to the database - Select Local if you want to connect to the
database directly without the use of an Application Server. If your solution does not include
an Application Server, select Local as your connection type. The Local connection type also
allows you to work in a repository while Application Servers are offline. A Local connection
requires the configuration of connection strings for OnBase Studio.
• Via an Application Server - Enter or select an Application Server URL in the Connection
Type drop-down list to connect to the database via an Application Server. Connect via an
Application Server if you do not have direct access to the database.

Note: In order to connect to an Application Server, the Application Server and Studio must both
be of the same major and minor version, and the same service pack version. For example, if the
Application Server is version 16.0.1, then Studio also needs to be version 16.0.1.

Note: Studio does not support remoting as a communication method for the Application Server.
SOAP must be used. Ensure that the full Application Server URL to the service page uses
Service.asmx.
3. Enter a Data Source or select one from the drop-down list. When Local is selected as the
connection type, the Data Source list is populated with all available data sources. When
connecting via an Application Server, the data source entered is saved as an option in the Data
Source drop-down list for future selection once you have connected successfully.
4. Select an Authentication Type from the drop-down list. The following options are available:
• Active Director Federation Services (AD FS) - Select this option to use Active Director
Federation Services authentication. To use this option, you must have the Application Server
configured for AD FS, and you must modify the Studio configuration file. For information on
how to modify the Studio configuration file to enable AD FS, see the Legacy Authentication
Methods module reference guide.

Note: AD FS is not available for use with the Local connection type.

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• NT Authentication - Select this option to use Active Directory authentication. To use this
option, your system must be configured for Active Directory - Enhanced authentication. For
more information, see the Legacy Authentication Methods module reference guide.
• NT Authentication (Interactive) - Select this option to enter credentials for Active Directory
authentication. The User Name must include a domain. To use this option, your system must
be configured for Active Directory - Enhanced authentication. For more information, see the
Legacy Authentication Methods module reference guide.
• Standard Authentication - Select this option to use standard OnBase credentials.
Additional authentication methods may be available depending on the configuration of OnBase
Studio and your solution. Contact your system administrator for more information about
additional authentication methods.
5. If you are prompted, enter a User Name and Password.
Select Remember password if you want OnBase to remember your password.
6. Click Connect.

Refreshing Repositories
You can refresh a repository in order to work with the most up-to-date configuration for the database
that the repository is associated with. To refresh a repository, right-click on an item in the repository
within the Repositories pane and select Refresh or select an item and press F5 on the keyboard.
Refreshing will update the open repository, which has an item selected in it, with all changes that
have been saved to the database since the repository was opened. A refresh is not limited to
changes made by the current user, but will update the repository with all changes that have been
saved to the database. Items with changes that have not been saved to the database are not
refreshed.

Expanding and Collapsing Items in the Repository Pane

Tree items in the Repository pane can be expanded and collapsed for easier navigation and viewing
of an item and its children.
To expand a tree item, select a tree item in the Repository pane, right-click and select Expand All. All
children under that tree item will expanded.
To collapse a tree item, select a tree item in the Repository pane, right-click and select Collapse All.
All children under that tree item will be collapsed.

Note: If a tree item is already collapsed, Collapse All will be disabled.

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Viewing Items in the Designer Pane

Some items in the Repository pane can be opened directly by double-clicking on the item. The item
will be displayed in the Designer pane.

If you mouse over the tab for an item open in the pane, you can see the current repository and user
information for that item.

For shortcut keys, see Shortcuts on page 73.

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Using Repositories in OnBase Studio

To access a repository, in the Repositories window, select the repository from the drop-down
list. You will either be automatically logged into the repository or you will be prompted for user
credentials.

Note: If there is a system lock, you will be unable to open the repository.
In order for your changes and additions to a repository to be reflected, you must save the repository.
Any changes you make will not be saved until the repository is saved. You can save a repository by
clicking Save button on the Home ribbon. Alternatively, you can click the Save drop-down menu and
select a specific repository to save or Save All to save all of the repositories.
Items that have been changed and not saved are denoted with an asterisk (*).
Upon clicking Save or Save All, a Saving Repository status window is displayed. You can click
Cancel to abort saving.

Searching the Repositories Pane

You can search for specific terms within the selected tab in the Repositories pane.
To search the Repositories pane:
1. Enter the term you want to find in the Find field at the top of the pane.
To limit your search to just the current selected item in the tree, click the Find icon and select
Use Current Scope.
To use regular expressions when searching the repository, click the Find icon and select Use
Regular Expressions.
2. Press the Enter key. The tab will display the instances of the term you entered that are found
within the tab.

Creating Applications
An Application is a user-facing container with OnBase functionalities. It can be easily customized
and adjusted to suit your needs.
Create the application by following the steps:
1. In the App Builder tab, within the New group, select New Application.

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The Create Application wizard is displayed.

2. Enter the title of the new application in the Title field.

Note: The title can include only alphanumeric and international characters, and spaces.
The System Name and Route fields are automatically populated with the value entered in the
Title field.
3. Modify the System Name field as needed. The system name is the name shown in the App
Builder structure in the Repositories pane. It must be unique.
4. Modify the Route field as needed.

Note: The Route field represents the part of the URL that will be used to access the newly
created application. In the example presented here, the address is: <web_server>/<virtual-
dir>/Apps/<app-route> so an example address would be: https://myserver/AppNet/Apps/
myapplication
where the <web_server> is your server address, <virtual-dir> is the name of your virtual directory,
and the <app-route> is the route you gave your application.
The route accepts only lowercase alphanumeric characters, "-" and "_".
5. In the Theming section, adjust the Theme Color and Font Color, using the … buttons on the
right. The theme color is set as the primary color for pages, such as headers. The font color is
used as the foreground color.

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Theming allows to adjust the application to the specific color requirements of a brand and to
distinguish multiple applications from each other.

CAUTION: When changing colors, make sure that the items are displayed appropriately and are
easy to read for the end user.

Note: The theme will be displayed when appearance is set to the Light Mode. When set to the
Dark Mode, the application uses the default Web Client theme.
6. Click Next.
The user group selection screen is displayed.

7. Select a user group from the User Groups drop-down list.

Tip: The scope of a persona-based application should be limited to the functionality that only the
specific group need.
If you need to separate functionalities (screens, actions, source groups) by user groups, verify
whether you should break these functionalities out into multiple apps for multiple user groups.
8. Click Add. The selected group is displayed under the Name column.
9. When all required groups are added, click Next.A Summary screen is displayed.

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The Launch Create Screen Wizard box is checked by default. If you do not want to proceed
directly to the Create Screen Wizard, uncheck the box. For details on screen configuration, see
Creating Screens on page 39.
10. If you are satisfied with your application, click Finish.
The newly created Application is displayed under the App Builder tab in the Repositories pane, and in
the Properties tab.

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Modifying Applications
To modify an existing application:
1. In the Repositories pane, under the App Builder tab, select the application that you want to
modify. Its properties are displayed in the Properties pane, similarly to the example below:

2. Modify the Application Title, Route, or Themingfields.

Note: The theme will be displayed when appearance is set to the Light Mode. When set to the
Dark Mode, the application will use the default Web Client theme.

CAUTION: The route is used to accessed the application and its functions. Renaming it will break
any links that reference it. Do it only when necessary.
3. When you are satisfied with the changes, click Finish.

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Changing the Assigned User Groups

To change the user groups assigned to an application:
1. In the Repositories pane, under the App Builder tab, select the application that you want to
modify. Its properties are displayed in the Properties pane. Click the User Groups tab. Groups
assigned to the application are displayed.

2. To add a new group, click Add.

3. To remove an assigned group, select it and click Remove.

Deleting Applications
To delete an application:
1. In the Repositories pane, right-click on the application that you want to delete and select Delete.

CAUTION: This operation will remove the application permanently. It is not possible to recover
the application, unless it was previously exported.

CAUTION: It will be no longer possible to use any links or bookmarks to access the application,
unless a new one with the same route is created.
2. A message stating Are you sure you want to delete '[Application Name]'? Deleting [Application
Name] will delete all its configuration items. This operation cannot be undone. is displayed. Click
Yes to continue the deletion.
3. The application is deleted and removed from the App Builder tab.
The Application is deleted with all of its related configuration items. This happens once the
repository is saved.

Creating Screens
Applications can be divided into many screens. A single screen represents a collection of sources
and actions that can be used by the end user. Options and features configured here will be shown at
the target page.

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To create a new screen:

1. In the App Builder tab, within the New section, select New Screen.

Note: The first created screen will be displayed as the first one in the application tree in the
Repositories pane and will be used as the default screen when loading the application. The
default screen can be later changed by dragging-and-dropping other screen to the primary
position in the application tree.
The Add Screen wizard is displayed.

2. Select one of the options:

• Master Detail with Sources - This screen combines searches, tasks and queries as groups
of sources. This type of screen can be used to retrieve documents, access a full list of
sources, or combine a variety of functions in a single interface. See Creating Master Detail
with Sources on page 40.
• Quick Access - This screen collects tiles and actions, which you can use to access all
common functions and data relevant to the user. This type of screen can be used as a home
page / langing page, dashboard, or a quick access page. See Creating Quick Access Screens
on page 48.

Creating Master Detail with Sources

To create a Master Detail with Sources screen:
1. In the Add Screen wizard, select Master Detail with Sources.

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The Add Screen dialog is displayed.

2. Enter the title in the Title field.

The System Name and Route fields are automatically populated with the value entered in the
Screen Title field.

Note: The system name and route must be unique within an application.
3. Modify the System Name. The system name is the name shown in the App Builder structure in
the Repositories pane.
4. Modify the Route field.

Note: The Route field represents part of the web address that will be used to access the newly
created screen. It accepts only lowercase alphanumeric characters, "-" and "_".
5. Click Next.
The Create Source Group screen is displayed.
Enter the Title and System Name of the initial source group. This is the default group for the
sources added to the screen.
6. Click Next.

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The Add Sources screen is displayed.

7. Click Add. A drop-down menu is displayed. Click the desired option.

Note: Sources that are added to your screen must already exist in your system. If you need a new
source, configure it in OnBase Configuration or OnBase Studio first.
The Create Source screen is displayed for the selected source.
8. Enter the required details of your source.
To see more details, check the following:
• Custom Query on page 43
• Document Retrieval on page 44
• Reporting Dashboard on page 44
• Workflow Queue on page 45
• WorkView Filter on page 45
9. Configure additional sources.
10. Click Next.
A Summary screen is displayed.
11. If you are satisfied with your configuration, click Finish.
The newly created screen is displayed in the App Builder tab in the Repositories pane under the
application it was created for, and in the Properties tab.

Adding Sources
To add new sources to a source group:
1. Right-click the source group name in the Repositories pane and click New | Source.

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The Create Source window is displayed.

2. Enter the required details of your source.

To see more details, check the following:
• Custom Query on page 43
• Document Retrieval on page 44
• Reporting Dashboard on page 44
• Workflow Queue on page 45
• WorkView Filter on page 45

Custom Query
You can create a source to a custom query configured in the OnBase system to allow the user to use
the query. The available types of custom query are: Document Type, Document Type Group, Folder
Type, and Keyword.
To configure a custom query source:
1. Select a custom query configured in your system from theCustom Query drop-down list.

Note: Adding a Custom Query with more than 15 columns as an application source may cause
performance decrease. It is recommended to limit the number of columns when configuring the
Custom Query. For more information, see the System Administration documentation.
The Label and Route fields are completed automatically, basing on your selection.
2. Modify the label and route as needed.
3. Enter the system name in the System Name field.
4. Optional: enter the additional, user-friendly instructions in the User Instruction field.
5. Click Next.

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The Source Options are displayed.

6. Set the source Workflow options. Check the Show Ad-hoc Tasks or Show System Tasks to
show the user Workflow tasks and allow them to be executed.
System tasks are prioritized and shown to the user in the toolbar, while ad-hoc tasks are moved
into the action menu.
7. Click Next. The Summary screen is displayed.
8. If you are satisfied with the configuration, click Finish.
The newly added source is listed in the Repositories pane.

Document Retrieval
You can create a source to a Document Retrieval configured in the OnBase system to allow the user
to retrieve a document type.
To configure Document Retrieval source:
1. Select a document retrieval configured in your system from the Document Retrieval Query drop-
down list.
The Label and Route fields are completed automatically, basing on your selection.
2. Modify the label and route as needed.
3. Enter the system name in the System Name field.
4. Optional: enter the additional, user-friendly instructions in the User Instruction field.
5. Click Next.
The Source Options are displayed.
6. Set the source Workflow options. Check the Show Ad-hoc Tasks or Show System Tasks to
show the user Workflow tasks and allow them to be executed.
System tasks are prioritized and shown to the user in the toolbar, while ad-hoc tasks are moved
into the action menu.
7. Click Next. The Summary screen is displayed.
8. If you are satisfied with the configuration, click Finish.
The newly added source is listed in the Repositories pane.

Reporting Dashboard
You can create a source to a Reporting Dashboard configured in the OnBase system. The user can
view the dashboard and perform basic actions on it.
To configure a Reporting Dashboard source:
1. Select a reporting dashboard configured in your system from the Reporting Dashboard drop-
down list.
The Label and Route fields are completed automatically, basing on your selection.
2. Modify the label and route as needed.
3. Enter the system name in the System Name field.
4. Optional: enter the additional, user-friendly instructions in the User Instruction field.
5. Click Next. The Summary screen is displayed.

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6. If you are satisfied with the configuration, click Finish.

The newly added source is listed in the Repositories pane.

Note: The user has to have the proper privileges and licensing to use the Reporting Dashboard. For
more details, see the Reporting Dashboards documentation.

Note: App Builder does not respect the Web Server web.config setting for
DashboardCacheTimeoutSeconds.

Workflow Queue
You can create a source to a Workflow queue configured in the OnBase system to allow the user to
see the queue and perform tasks on the queued documents.
To configure a Workflow queue source:
1. Select a Workflow queue configured in your system from theLife Cycle drop-down list.
The Workflow Queue drop-down list becomes available.
2. Select a Workflow queue from the Workflow Queue drop-down list.
The Label and Route fields are completed automatically, basing on your selection.
3. Modify the label and route as needed.
4. Enter the system name in the System Name field.
5. Optional: enter the additional, user-friendly instructions in the User Instruction field.
6. Click Next.
The Source Options are displayed.
7. Set the source Workflow options. Check Show System Tasks to show the user Workflow tasks
and allow them to be executed. The Show Ad-Hoc Tasks option cannot be unchecked.
Ad-hoc tasks are prioritized and shown to the user in the toolbar, while system tasks are moved
into the action menu.
8. Click Next. The Summary screen is displayed.
9. If you are satisfied with the configuration, click Finish.
The newly added source is listed in the Repositories pane.

Note: To use the Workflow queue, the user has to have the proper privileges and licensing. For more
details, see the Workflow documentation.

WorkView Filter
You can create a source to a WorkView Filter configured in the OnBase system. The user can see
WorkView objects based on the configured filter.
To configure a WorkView filter source:
1. Select a WorkView Filter configured in your system from the WorkView Filter drop-down list.
The Label and Route fields are completed automatically, basing on your selection.
2. Modify the label and route as needed.
3. Enter the system name in the System Name field.
4. Optional: enter the additional, user-friendly instructions in the User Instruction field.

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5. Click Next.
The Source Options are displayed.
6. Set the source Workflow options. Check the Show Ad-hoc Tasks or Show System Tasks to
show the user Workflow tasks and allow them to be executed.
System tasks are prioritized and shown to the user in the toolbar, while ad-hoc tasks are moved
into the action menu.
7. Click Next. The Summary screen is displayed.
8. If you are satisfied with the configuration, click Finish.
The newly added source is listed in the Repositories pane.

Note: To use the WorkView Filter, the user has to have the proper privileges and licensing. For more
details, see the WorkView documentation.

Adding Source Groups

Source groups allow you to collect related sources within a single group. You can create new groups
to separate types of sources or subjects from one another.
You can have up to 5 source groups per screen. To add a new source group to the Master Detail
screen:
1. In the Repositories pane, under the App Builder tab, select the screen to which you want to add a
new source group.
2. Right-click the screen name and click New | Source Group.
The Create Source Group wizard is displayed.

3. Enter the title in the Title field. The System Name field is populated automatically with the text
entered in the Title field.

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4. Click Next. A summary is displayed.

5. If you are satisfied with the new source group, click Finish.

Modifying Sources
You can modify sources in the Repositories pane, under the App Builder tab, select the source that
you want to modify. Its properties are displayed in the Properties pane.

You can modify the Label, Route, data source and Workflow options.

CAUTION: The route is used to accessed the application and its functions. Renaming it will break any
links that reference it. Do it only when necessary.
You can change the source System Name by right-clicking it in the Repositories pane and selecting
Rename. The System Name must be unique within the application.

Modifying Source Groups

You can modify source groups in the Repositories pane, under the App Builder tab, select the source
that you want to modify. Its properties are displayed in the Properties pane.

You can modify the Title field.

You can change the source System Name by right-clicking it in the Repositories pane and selecting
Rename. The System Name must be unique within the application.

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Deleting Source Groups and Sources

To delete a source or a source group:
1. In the Repositories pane, right-click on the source or a source group that you want to delete and
select Delete.

CAUTION: This operation will remove the source or the source group permanently.

CAUTION: It will be no longer possible to use any links or bookmarks to access the source or the
source group, unless a new one with the same route is created.
2. A message stating Are you sure you want to delete '[Element Name]? Deleting '[Element Name]'
will delete all its configuration items. This operation cannot be undone. is displayed. Click Yes to
continue the deletion.
The source or source group is deleted and removed from the App Builder tab once the repository is
saved.

Creating Quick Access Screens

To create a new Quick Access Screen:
1. In the Add Screen wizard, select Quick Access.
The Add Screen dialog is displayed.

2. Enter the title in the Title field.

The System Name and Route fields are automatically populated with the value entered in the
Screen Title field.

Note: The system name and route must be unique within an application.

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3. Modify the System Name field. The system name is the name shown in the App Builder tree in
the Repositories pane.
4. Modify Route as needed.

Note: The Route field represents part of the web address that will be used to access the newly
created screen. It accepts only lowercase alphanumeric characters, "-" and "_".
5. Click Next.
The next screen allows you to choose the Banner options.

6. Fill in the Title and Sub Title fields.

7. In the Logo section:
• select Existing Logo and choose a file from the system
• select Upload New Logo and click Select File, then choose the file from your drive. The
selected file will be stored within theOnBase Disk Groups.

Note: If the file size is other than 350px x 54px, it will be scaled to this size. While any image can
be scaled to fit the size, it is recommended to upload images in the right size. Small images can
get pixelated and large images can affect performance when the page is loading.
8. Click Next. A Summary screen is displayed.
9. If you are satisfied with the screen, click Finish.
The newly created screen is displayed in the App Builder tab in the Repositories pane under the
application it was created for, and in the Properties tab.

Creating Cards
A card is a collection of actions and tiles at a single screen that can be accessed and used quickly
and easily.

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To create a new card:

1. In the Repositories pane, under the App Builder tab, select the quick access screen to which you
want to add a new card.
2. Right-click the screen name and select New | Card.
The Create Card wizard is displayed.

3. Enter the label in the Label field and the system name in the System Name field. The system
name is used to display the card name in the Repository pane.

Note: Card Labels can be duplicated within a single application.

4. Optional: Add User Instruction for the card. It will be displayed under the card name.
5. Click Next. A Summary is displayed.
6. If you are satisfied with the card, click Finish.
You can add up to 5 cards to a single screen.

Creating Tiles
Tiles allow you to access pre-configured sources within an application from the Quick Access
screen.
To create a tile:
1. In the Repositories pane, select a Quick Access Card for which you want to create a tile. Right-
click it and select New | Tile.

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The Create Tile wizard is displayed.

2. Enter the label in the Label field and the the system name in the System Name field. The system
name is used to display the card name in the Repository pane.
3. Click Next.
A screen with selection of tile types is displayed.

4. Select Source Link and click Next.

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A Create Source Link window is displayed.

5. Select the source using the drop-down lists under Screen, Source Group and Source. You can
choose only from the sources that were already configured for a master screen. You can check
the instructions for adding new sources in the Adding Sources on page 42 section.
6. Click Next. A Summary screen is displayed.
7. If you are satisfied with the tile, click Finish.
You can add up to 12 tiles to a single card.

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Modifying Screens
To modify an existing screen:
1. In the Repositories pane, under the App Builder tab, select the screen that you want to modify. Its
properties are displayed in the Properties pane.

2. To modify the Banner section enter the new Title,Sub Title, or select a new logo. These Banner
section is available only for the Quick Access screens.
3. Change the Screen Title and Route as required.

CAUTION: The route is used to accessed the application and its functions. Renaming it will break
any links that reference it. Do it only when necessary.
4. When you are satisfied with the changes, click Finish.

Changing the Default Screen

The first screen displayed in the application tree in the Repositories pane is the default screen shown
when the user uses the main application route.
To change the default screen, drag-and-drop the appropriate screen in your application tree structure
to the primary position.

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Deleting Screens
To delete a screen:
1. In the Repositories pane, right-click on the screen that you want to delete and select Delete.

CAUTION: This operation will remove the screen and all its properties permanently. It will be no
longer possible to use any links or bookmarks to access it, unless a new screen with the same
route is created.
2. A message stating Are you sure you want to delete '[Screen Name]'? Deleting [Screen name] will
delete all its configuration items. This operation cannot be undone. is displayed. Click Yes to
confirm the deletion.
The screen is deleted once the repository is saved.

Creating Actions
Actions can be executed by the user to interact with the system. Up to 12 actions can be created for
a master screen or a quick access card.
You can create the following actions:
• Create Unity Form on page 54
• Create WorkView Object on page 56
• Navigate to Screen/Data Source on page 57
• Open URL on page 59
• Upload a New Document on page 60

Create Unity Form

This action allows the user to create a new instance of a configured Unity Form.
To create a new action:
1. In the Repositories pane, select a screen or a card for which you want to create an action. Right-
click it and select New | Action.

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The Create Action wizard is displayed.

2. Enter the label in the Label field. The System Namefield is automatically populated with the
phrase entered into the Label field. It is used to name the action in the Repositories pane.
A screen with selection of types of actions is displayed.
3. Select the Create Unity Form action.
The Create Action screen is displayed.

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4. Select the form from the Unity Form drop-down list.

Note: Remember that the user must have creation rights for the Unity Form to be created.

Note: Only Unity Forms can be created using this action. The following form types are excluded:
Image Forms, Unity Forms - Agenda, Unity Forms - Workflow.
5. Click Next. A Summary screen is displayed.
6. If you are satisfied with your action, click Finish.

Create WorkView Object

This action allows the user to create a new object in a configured WorkView class.
To use this feature in an application, the user has to be licensed for WorkView, has the appropriate
rights for the class, and the class must be enabled for Direct Create.
To create a new action:
1. In the Repositories pane, select a screen or a card for which you want to create an action. Right-
click it and select New | Action.
The Create Action wizard is displayed.

2. Enter the label in the Label field. The System Namefield is automatically populated with the
phrase entered into the Label field. It is used to name the action in the Repositories pane.
A screen with selection of types of actions is displayed.
3. Select the Create WorkView Object action.

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The Create Action screen is displayed.

4. Select the application from the Application drop-down list to filter the available classes.
5. Select the desired class from the Class drop-down list.
6. Click Next. A Summary screen is displayed.
7. If you are satisfied with your action, click Finish.

Navigate to Screen/Data Source

This action allows the user to go directly to a particular source on a Master Detail with Sources
screen.
To create a new action:
1. In the Repositories pane, select a screen or a card for which you want to create an action. Right-
click it and select New | Action.

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The Create Action wizard is displayed.

2. Enter the label in the Label field. The System Namefield is automatically populated with the
phrase entered into the Label field. It is used to name the action in the Repositories pane.
A screen with selection of types of actions is displayed.
3. Select the Navigate to Screen/Data Source action.
The Create Action screen is displayed.

4. Select the screen to which the target source is assigned from the Screen drop-down list.

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5. Select the Source Group and Source from the drop-down lists.
6. Click Next. A Summary screen is displayed.
7. If you are satisfied with your action, click Finish.

Open URL
This action allows the user to go directly to an external website. The target website will be opened in
a new window.
To create a new action:
1. In the Repositories pane, select a screen or a card for which you want to create an action. Right-
click it and select New | Action.
The Create Action wizard is displayed.

2. Enter the label in the Label field. The System Namefield is automatically populated with the
phrase entered into the Label field. It is used to name the action in the Repositories pane.
A screen with selection of types of actions is displayed.
3. Select the Open URL action.

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The Create Action screen is displayed.

4. Select the protocol: HTTP or HTTPS.

Note: Remember that the HTTPS protocol is more secure. It is recommended to open external
sites using this protocol.
5. Enter the URL to the target website.
6. Click Next. A Summary screen is displayed.
7. If you are satisfied with your action, click Finish.

Upload a New Document

This action allows the user to upload a new document using the configured Document Type.
To create a new action:
1. In the Repositories pane, select a screen or a card for which you want to create an action. Right-
click it and select New | Action.

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The Create Action wizard is displayed.

2. Enter the label in the Label field. The System Namefield is automatically populated with the
phrase entered into the Label field. It is used to name the action in the Repositories pane.
A screen with selection of types of actions is displayed.
3. Select the Upload a New Document action.
The Create Action screen is displayed.

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4. Select the Document Type.

Note: Remember that the user must have the appropriate rights for the Document Type to upload
documents.
5. Click Next. A Summary screen is displayed.
6. If you are satisfied with your action, click Finish.

Modifying Cards, Actions and Tiles

You can modify actions and tiles in the Properties pane. To do this, in the Repositories pane, under
the App Builder tab, select the Action that you want to modify. Its properties are displayed in the
Properties pane.

The properties depend on the object type. To change them, enter the new properties or select them
from the drop-down menus and save the repository.
You can change the system name by right-clicking the card, action, or tile in the Repositories pane
and selecting Rename. The system name must be unique within the application.

Deleting Cards, Actions and Tiles

To delete a card, an action or a tile:
1. In the Repositories pane, right-click on the action that you want to delete and select Delete.
2. A message stating Are you sure you want to delete [Element Name]? Deleting [Element Name]
will delete all its configuration items. This operation cannot be undone. is displayed. Click Yes to
confirm the deletion.
The element is deleted once the repository is saved.

Changing the Displaying Sequence

All configured application elements are displayed to the user in the same sequence that they are
displayed in the App Builder tab tree.
To change the displaying sequence, drag-and-drop the application element to the desired position.
This approach works for screens, source groups, sources, actions, and tiles.

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App Builder Shortcut Keys

Instead of using your mouse, you can use keyboard shortcuts to accomplish tasks in the OnBase
Studio.

Shortcut Description

Ctrl + a When a card or its subcatalogs are selected in the Repository pane tree,
opens the Create Action wizard.

Ctrl + g When a card or its subcatalogs are selected in the Repository pane tree,
opens the Create Source Group wizard.

Ctrl + p When the App Builder tab is selected in the Repository pane tree, opens the
Create Application wizard.

Ctrl + r When an application is selected in the Repository pane tree, opens the
Create Screen wizard.

Ctrl + t When a card or its subcatalogs are selected in the Repository pane tree,
opens the Create Tile wizard.

Ctrl + q When a card or its subcatalogs are selected in the Repository pane tree,
opens the Create Card wizard.

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Connecting to Repositories
To access a repository, in the Repositories window, select the repository from the drop-down
list. You will either be automatically logged into the repository or you will be prompted for user
credentials.

Note: If there is a system lock, you will be unable to open the repository.

In order for your changes and additions to a repository to be reflected, you must save the repository.
Any changes you make will not be saved until the repository is saved. You can save a repository by
clicking Save button on the Home ribbon. Alternatively, you can click the Save drop-down menu and
select a specific repository to save or Save All to save all of the repositories.
Items that have been changed and not saved are denoted with an asterisk (*).
Upon clicking Save or Save All, a Saving Repository status window is displayed. You can click
Cancel to abort saving.
To open a database connection repository:
1. Database connection repositories are opened via the Connect dialog box. Open the Connect
dialog box in one of two ways:
• Launch OnBase Studio. The Connect dialog box is displayed on startup.
• If OnBase Studio is already connected to a repository, click Connect in the Home ribbon
menu to open another repository.
The Connect dialog box is displayed.

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2. You can connect to a database connection repository in two ways:

• Via a direct local connection to the database - Select Local if you want to connect to the
database directly without the use of an Application Server. If your solution does not include
an Application Server, select Local as your connection type. The Local connection type also
allows you to work in a repository while Application Servers are offline. A Local connection
requires the configuration of connection strings for OnBase Studio.
• Via an Application Server - Enter or select an Application Server URL in the Connection
Type drop-down list to connect to the database via an Application Server. Connect via an
Application Server if you do not have direct access to the database.

Note: In order to connect to an Application Server, the Application Server and Studio must both
be of the same major and minor version, and the same service pack version. For example, if the
Application Server is version 16.0.1, then Studio also needs to be version 16.0.1.

Note: Studio does not support remoting as a communication method for the Application Server.
SOAP must be used. Ensure that the full Application Server URL to the service page uses
Service.asmx.
3. Enter a Data Source or select one from the drop-down list. When Local is selected as the
connection type, the Data Source list is populated with all available data sources. When
connecting via an Application Server, the data source entered is saved as an option in the Data
Source drop-down list for future selection once you have connected successfully.
4. Select an Authentication Type from the drop-down list. The following options are available:
• Active Director Federation Services (AD FS) - Select this option to use Active Director
Federation Services authentication. To use this option, you must have the Application Server
configured for AD FS, and you must modify the Studio configuration file. For information on
how to modify the Studio configuration file to enable AD FS, see the Legacy Authentication
Methods module reference guide.

Note: AD FS is not available for use with the Local connection type.
• NT Authentication - Select this option to use Active Directory authentication. To use this
option, your system must be configured for Active Directory - Enhanced authentication. For
more information, see the Legacy Authentication Methods module reference guide.
• NT Authentication (Interactive) - Select this option to enter credentials for Active Directory
authentication. The User Name must include a domain. To use this option, your system must
be configured for Active Directory - Enhanced authentication. For more information, see the
Legacy Authentication Methods module reference guide.
• Standard Authentication - Select this option to use standard OnBase credentials.
Additional authentication methods may be available depending on the configuration of OnBase
Studio and your solution. Contact your system administrator for more information about
additional authentication methods.
5. If you are prompted, enter a User Name and Password.
Select Remember password if you want OnBase to remember your password.
6. Click Connect.

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Configuring Repository Properties

Settings for connecting a repository to Change Control and the OnBase Administration Portal can be
configured in the Properties dialog box.
The following settings are configurable within the Properties dialog box:
• Configuring the Environment Value Management URL on page 66
• Configuring the Administration Portal Web Application URL on page 66

Configuring the Environment Value Management URL

The Environment Value Management URL is the URL used for the Environment Value Management
User Interface (EVM UI). This URL is required to use the Environment Value Management button in
Studio.

Note: For more information on Environment Value Management, see the Change Control
documentation.

To configure the Environment Value Management URL in Studio:

1. Select the Home ribbon tab.
2. Do one of the following:
• To configure properties for the currently connected repository, click the Properties button.
• To configure properties for another repository, click the arrow below the Properties button
and select the repository from the list.
The Properties dialog box is displayed.
3. Expand Change Control.
4. Click Settings.
5. Enter the URL for the EVM UI in the Environment Value Management URL field.
6. Click OK. The URL is saved and used to access the EVM UI.

Configuring the Administration Portal Web Application URL

The OnBase Administration Portal Web Application URL is the URL that directs to the OnBase
Administration Portal. Entering this URL into the repository properties settings allows users in that
repository to access the Administration Portal directly from Studio.

Note: For more information about the OnBase Administration Portal, see the Configuration
Administration Portal documentation.

To configure the OnBase Administration Portal Web Application URL in Studio:

1. Select the Home ribbon tab.
2. Do one of the following:
• To configure properties for the currently connected repository, click the Properties button.
• To configure properties for another repository, click the arrow below the Properties button
and select the repository from the list.
The Properties dialog box is displayed.

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3. Expand Configuration.
4. Click Settings.
5. Enter the URL for the Administration Portal in the OnBase Administration Portal Web
Application URL field.
6. Click OK. The URL is saved and used to access the OnBase Administration Portal.

Refreshing Repositories
You can refresh a repository in order to work with the most up-to-date configuration for the database
that the repository is associated with. To refresh a repository, right-click on an item in the repository
within the Repositories pane and select Refresh or select an item and press F5 on the keyboard.
Refreshing will update the open repository, which has an item selected in it, with all changes that
have been saved to the database since the repository was opened. A refresh is not limited to
changes made by the current user, but will update the repository with all changes that have been
saved to the database. Items with changes that have not been saved to the database are not
refreshed.

Expanding and Collapsing Items in the Repository Pane

Tree items in the Repository pane can be expanded and collapsed for easier navigation and viewing
of an item and its children.
To expand a tree item, select a tree item in the Repository pane, right-click and select Expand All. All
children under that tree item will expanded.
To collapse a tree item, select a tree item in the Repository pane, right-click and select Collapse All.
All children under that tree item will be collapsed.

Note: If a tree item is already collapsed, Collapse All will be disabled.

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Viewing Items in the Designer Pane

Some items in the Repository pane can be opened directly by double-clicking on the item. The item
will be displayed in the Designer pane.

If you mouse over the tab for an item open in the pane, you can see the current repository and user
information for that item.

For shortcut keys, see Shortcuts on page 73.

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Searching in Studio
You can search open server repositories for items within OnBase Studio. To access this feature,
press Ctrl + f on the keyboard, click Find in the Home ribbon, or right-click in the Repositories pane
and select Find. The Find dialog box is displayed.

Note: If the Find dialog box is opened when there is no repository open, the fields are disabled. Once
a repository is opened, the fields are enabled.
Enter search options and click Find All. Results are displayed in a tab at the bottom left windows of
OnBase Studio.

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Search Options
Option Description

Repository Select the repository you want to search from this drop-down list.

Find Type Choose one of the following ways to search:

• Find Name - Allows you to search for an item by its name.
• Find Dependency - Allows you to search for items that are
configured to use a certain item.
• Find ID- Allows you to search for an item by its ID.

Look at these types (Find This drop-down list allows you to specify the type of item you
Name) would like to search for.
The following options are available for the Find Name option:
• <All>
• Task Automator
• Storyboards
• Values / Local Data
• Workflow
• Actions
• Life Cycles
• Queues
• Rules
• Task Lists
• Timers
• WorkView
• Actions
• Applications
• Filter Bar Items
• Filter Bars
• Filters
• Folders
• Views

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Option Description

Look at these types (Find This drop-down list allows you to specify the type of item you
Dependency) would like to search for.
The following options are available for the Find Dependency
option:
• AutoFill Keyword Sets
• Document Types
• Folder Templates
• Folder Types
• Keyword Type Groups
• Keyword Types
• Note Types
• Unity Scripts
• VB Scripts
• Task Automator
• Values / Local Data

Look at these types (Find • Workflow

Dependency) (cont.) • Action Types
• Calendars
• Life Cycles
• Notifications
• Organizational Charts
• Portfolio Relations
• Portfolio Types
• Property Names
• Queues
• Rule Types
• Timers
• User Forms
• WorkView
• Attributes
• Calendars
• Classes
• Components
• Data Sets
• Filter Bars
• Filters
• Full Text Catalogs
• Keyword Type Maps
• Module Associations
• Notifications
• Object Headers
• Sequences

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Option Description

Find What You can enter what you want to search for in this field.

Look in You can search in all life cycles within the selected repository, the
currently selected life cycle, or a specific life cycle.

Find Options Match case: Select this if you want the text entered in the Find
What field to be used as a case sensitive search.
Match whole word: Select this if you want to search for the
complete words entered in the Find What field.
Exclude disabled items: Select this if you want to exclude
disabled items from Workflow search results.
Use: You can select this option and then select Regular
expressions to use the text in the Find What field as a regular
expression or Wildcards to allow wildcard usage in the search.
Note: Only valid regular expressions can be used to search.

Result options Find results 1 window: When this option is selected, the search
results will be displayed in the Find Results 1 tab.
Find results 2 window: When this option is selected, the search
results will be displayed in the Find Results 2 tab.

Search Results
Search results are displayed in one of two results windows, Find Results 1 and Find Results 2. Click
on the tab of the results window you want to view, and the results are displayed.

The following columns of information are display:

• Type: Displays the type of item.
• Name: Displays the name of the item.
• Location: Displays the exact location of the configuration reported.
• Action/Rule Type: Displays the Action or Rule type of the item, if applicable.
You can sort on a column by clicking on it. Columns can also be reordered by clicking on a column
and dragging it to a new position.

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Results can also be filtered by right-clicking in the Find Results window and selecting Allow
Filtering in the context menu. Once enabled, click in the filter drop-down list to filter the results.
You can double-click on an item in the results list to open it in the Properties pane.

Exporting Search Results

You can export your results to Microsoft Excel. To export the results:
1. With the results appropriately sorted and filtered, click Export.
2. Enter a File name for the .xlsx file.
3. Browse to the location where you want to save the file.
4. Click Save.

Note: If the value of a result begins with =, +, -, or @, a space and a single quote (') are prefixed to
the value.

Output Tab
The Output tab displays a log of all of the actions taken in OnBase Studio within a session. This log
contains actions that were completed in any repository during the session. The log items contain a
date and time stamp as well as a short description of the action.
You can copy the contents of the Output tab by selecting the text you want to copy, right-clicking on
the tab and selecting Copy. Alternately, you can press Ctrl + c on the keyboard to copy the selected
text.
You can clear the contents of the tab at any time. To clear the contents of the tab, right-click in the
Output tab and select Clear.

Shortcuts
The Repositories pane can be navigated using the left and right arrow keyboard keys. These keys
can be used to navigate and expand items in the pane.
You can also use the * key on the number pad or Shift + the right arrow key to expand a tree item and
its children in the Repositories pane. These shortcuts do not work on the repository top level item or
on the Life Cycles folder.
You can also use the Shift + the left arrow key to collapse a tree item and its children in the
Repositories pane. These shortcuts do not work on the repository top level item or on the Life
Cycles folder.
Press F2 to rename a selected item.
Click Esc while renaming an item to cancel renaming it and revert to its previous name. Click Esc
while creating an item to cancel the creation.
Press F5 to refresh the repository in which you have an item selected.
Press Y to select a Yes button.
Press N to select a No button.

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If a dialog box contains a Cancel button, you can use the Esc keyboard key to cancel out of the
dialog box.

The Reset Server Cache Button

The Reset Server Cache button resets the cache of the Application Server, which allows for your
changes to take effect for users who log in to clients after the cache is reset. The Reset Server
Cache button can be used whether you are connected to a repository via an Application Server or
via a Local connection. Clicking the Reset Server Cache button resets all Application Servers for
the selected repository. To reset the cache of the Application Servers for a different connected
repository, select the repository from the Reset Server Cache drop-down list.

CAUTION: Using the Reset Cache option in OnBase Configuration or the Reset Server Cache
option in OnBase Studio may have a negative impact on system performance. Requests to the
Application Server will be forced to wait until the cache is rebuilt before they can be processed.
Depending on the size of the OnBase system, as well as the current server load, the performance
impact of resetting the cache may be severe. To avoid performance issues, only reset the cache of
the Application Server during off-peak hours. For more information about the Reset Cache option in
OnBase Configuration, see the System Administration documentation. For more information about
the Reset Server Cache option in OnBase Studio, see the Studio documentation.
In order for the Reset Server Cache button to be enabled, the user must belong to a user group that
has been granted rights to the Application Server Administrative Processing Privilege product right
and the System Configuration configuration right. See the System Administration module reference
guide or the Configuration help files for more information about product rights.

Studio Options
OnBase Studio has several display options. The Studio Options are accessed by clicking File |
Studio Options. The Studio Options dialog box is displayed:

General
The following options are configured in the General screen:

Option Description

Maximum Recent Items You can specify the maximum number of recently viewed items
that are displayed on the start page in the Maximum Recent Items
field.

Display the ID of Items When this option is selected, item IDs are displayed beside items.

Retrieve all items when the When this option is selected, all items are retrieved when a
repository is opened repository is opened.
Note: If a repository is large, this setting can increase the time it
takes to open the repository.

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Option Description

Restore Default Layout You can restore the layout of the application to the original default
layout by clicking the Restore Default Layout button. The layout is
restored to the default.

Enable spell checking When this option is selected, the spell check feature will be
enabled.

Doctor
The following options control the user of the Workflow Doctor within the Studio. The following
options are available:

Option Description

Enable doctor validation This option controls whether or not the doctor validates items.
Deselecting this option disables all of the following WorkflowApp
Builder Doctor options.

Validate when the repository Select this option if you want a repository to be evaluated by
is opened the App Builder Doctor upon opening a repository in the OnBase
Studio.
Note: If a repository is large, this setting can increase the time it
takes to open the repository.

Validate when the repository Select this option if you want a repository to be evaluated by the
is refreshed App Builder Doctor upon refreshing the repository or checking out
a life cycle.

Validate when a portfolio Select this option if you want the App Builder Doctor to evaluate
relation is changed items when a portfolio relation is changed.

Underline repository tree When this option is selected, life cycle items that have warnings
items that contain warnings identified by the App Builder Doctor will be underlined in blue and
and error (requires restart) life cycle items that have errors identified by the Workflow Doctor
will be underlined in red. If both errors and warnings exist, the life
cycle item will be underlined in red.
Note: After changing this option, the OnBase Studio must be
restarted.

Highlight error issues in When this option is selected, errors are highlighted in the
property pages (requires Properties pane to easily identify the specific issue.
restart)
Note: After changing this option, the OnBase Studio must be
restarted.

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Option Description

Highlight warning issues When this option is selected, warnings are highlighted in the
in property pages (requires Properties pane to easily identify the specific issue.
restart) If an action type is not defined, it is not highlighted, but can be
listed as an error in the Doctor Results tab.
Note: After changing this option, the OnBase Studio must be
restarted.

Actions and rule configuration When this option is selected, actions and rules are checked for
issues configuration issues.

Action and rule licensing When this option is selected, actions are checked for licensing
issues issues.

Actions that have no action When this option is selected, actions are checked for when no
type set action type is set.

API Task configuration issues When this option is selected, all configuration issues except
disabled API tasks, are reported.

Disabled actions and rules When this option is selected, life cycles are checked for disabled
actions and rules.

Disabled API tasks When this option is selected, the Doctor reports a warning when an
API task is disabled.

Disabled task lists When this option is selected, life cycles are checked for disabled
task lists.

Disabled workflow events When this option is selected, the Doctor reports a warning when a
App Builder event is disabled.

Life cycle configuration issues When this option is selected, life cycles are checked for
configuration issues.

Notification configuration When this option is selected, notifications are checked for
issues configuration issues.

Obsolete actions and rules When this option is selected, action and rules that are not
supported in the OnBase Studio are reported.

Portfolio Type configuration When this option is selected, portfolio types are checked for
issues configuration issues.

Queue configuration issues When this option is selected, queues are checked for configuration
issues.

Rules that have no rule type When this option is selected, rules are checked for when no rule
set type is set.

Task list configuration issues When this option is selected, life cycles are checked for task lists
with configuration issues.

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Option Description

Timer configuration issues When this option is selected, timers are checked for configuration
issues.

Transition configuration When this option is selected, life cycles are checked for transition
issues configuration issues.

Unsupported user interaction When this option is selected, Workflow Doctor reports issues if
an action or rule requires user interaction that a client does not
support. (specified in the display issues related to client category)

User form configuration When this option is selected, user forms are checked for
issues configuration issues.

Workflow event configuration When this option is selected, all App Builder event configuration
issues issues except disabled App Builder events, are reported.

WorkView configuration When this option is selected, WorkView calculated attributes and
issues triggers are reported.

Client Core-based interface When this option is selected, issues directly related to the Core-
based Client Workflow interface are reported.

Unity When this option is selected, issues directly related to the Unity
Workflow interface are reported.

Web When this option is selected, issues directly related to the Web
Client Workflow interface are reported.

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Managing Locks
You can manage locks within OnBase Studio. To access the Manage Locks dialog box, select File |
Manage Locks. The Manage Locks dialog box is displayed.

In addition to OnBase related locks, locks related to OnBase Studio are listed. If you want to only
see OnBase Studio related locks, select the Display only life cycle locks check box. All locks not
directly related to OnBase Studio are hidden from view.
Each row on the Locks tab contains the following information:

Column Description

User Displays the name of the user that placed the lock.
Note: Depending on your system configuration, the real name of the user may be
displayed.

Date Locked Displays the date and time that the lock was created.

Type Displays one of the following types of locks:

• Document- A document lock.
• Disk Group- A Disk Group lock.
• Process- A process lock.

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Column Description

Details Displays additional information about the lock.

• For document locks, the document's Auto-Name string is displayed.
• For Disk Group locks, the name of the Disk Group is displayed.
• For process, the type of process is displayed.

To remove a lock, select a row and click Remove Selected. To refresh the list, click Refresh.

Note: Depending on your configuration, you may or may not be able to see and manage the locks
associated with other users.

Output Window
Note: In order to use the Output window, OnBase Studio must have been configured for logging
during installation.
The Output window logs the events that occur within OnBase Studio The Output window can report
on any issues encountered in OnBase Studio as well as expected events, for example, opening and
saving repositories.
You can copy the contents of the Output window by highlighting the text you want to copy, right-
clicking and selecting Copy Ctrl + C. Alternatively, you can select the text you want to copy and
press Ctrl + C on the keyboard.
You can clear the Output window by right-clicking the window and selecting Clear.

Controlling the Interface Display

The following buttons are available for all windows except the editor:

The Window Position arrow button allows you to set the window to display in one of the following
ways: Floating, Dockable, and Auto Hide.
Selecting Floating displays the window is a undocked window outside of the main interface. This
window can be positioned anywhere on the screen. You can re-dock a window by right-clicking on the
window header and selecting Dockable and then double-clicking on the header of the window.
Selecting Dockable pins the window in a position within the main studio window.

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Selecting Auto Hide enabled the window to hide when not in use. When a window is in Auto
Hide mode, a tab is displayed in the interface. Hovering over that tab will display the window. The
following is an example:

The Auto Hide button allows you to pin and unpin the window, toggling on and off the Auto Hide
mode for the window.

Using the Quick Access Toolbar

The Quick Access Toolbar allows you place toolbar buttons you use frequently in an easily accessed
area of the interface. The Quick Access Toolbar is displayed above or below the displayed ribbon
toolbar. The following is an example of the Quick Access Toolbar:

Upon clicking this drop-down menu, you can select one of the following options:

Option Description

Show Below the Ribbon This option is available when the Quick Access
Toolbar is displayed above the ribbon. When
selected, the Quick Access Toolbar is moved below
the ribbon.

Show Above the Ribbon This option is available when the Quick Access
Toolbar is displayed below the ribbon. When
selected, the Quick Access Toolbar is moved above
the ribbon.

Minimize the Ribbon Toggles the display of the ribbon.

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Spell Check
Note: Spell check is only supported if OnBase App Builder is configured for one of the following
languages: English, French, German, and Spanish.

OnBase Studio offers a spell check option in the following areas:

• Notifications: Subject and Message text boxes.
• Life Cycle: Help text, Overview, and Details text boxes.
• Queue: Description, Help text, Overview, and Details text boxes.
• Task List: Help text, Overview, and Details text boxes.
To enable the spell check option in OnBase Studio:
1. Select File and click the Studio Options button. The Studio Options window is displayed.
2. In the General Options section, select the Enable spell checking check box to enable the spell
check option.
3. Click the OK button when finished to save the enabled option, or click the Cancel button to exit
the Studio Options window without saving.

Note: Enabling or disabling the spell check option requires a refresh of the repository to take
effect.
The spell check option also allows you to add words to the custom dictionary file. This file
is referenced by the spell check option when looking for misspellings or when populating
suggestions for corrected spelling. To add words to the custom dictionary file:
4. Select File and click the Studio Options button. The Studio Options window is displayed.
5. In the General Options section, Locate the Custom Dictionary option under the Enable spell
checking check box.
6. Click the Open in Notepad button to open the custom dictionary file in the Notepad application.
7. Add a word to the document.
8. Save and close the file.
9. Click the OK button to exit the Studio Options window.

Note: Unicode characters are not supported in custom dictionary files.

Note: Each word that is added to the custom dictionary file must be placed on a separate line
within the document.
When the spell check option is enabled, misspelled words are automatically underlined by a wavy red
line.

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Right-click the underlined word to view the spell check right-click menu. The right-click menu
contains the following options:
• Spelling correction suggestions for the underlined word.
• Ignore All: This option allows you to set the spell check option to ignore all instances of the
same spelling error in the text box.
• Cut: When the underlined word is highlighted, this option allows you to remove the entire word
from the text box.

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• Copy: When the underlined word is highlighted, this option allows you to copy the word to the
clipboard.
• Paste: This option allows you to paste the word that was copied to the clipboard into the text
box.

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Exporting
You can export configurations from a database repository to an import package that can be
imported into another database repository.

Note: Depending on your system's licensing and your user rights and privileges, only certain
configuration items may be available for export.
The following configuration types can be exported in OnBase Studio:
• App Builder
• Capture Processes
• Document Composition ODBC Inputs
• Document Composition Templates
• Document Types (if there are multiple revisions of a Document Type, the latest revision is
exported)
• EIS Message Broker Types
• EIS On-Ramp
• EIS Workflow XML Messaging
• Folder Templates
• Folder Types
• Form Templates
• Item Generator Sets
• Item Generators
• Notifications
• Packet Templates
• Portfolio Relations
• Portfolio Types
• Print Formats
• Reading Groups
• Scan Queues
• Storyboards
• Unity Form Themes
• Unity Scripts
• Web Service Publishing
• Workflow Approval Processes
• Workflow Life Cycles
• Workflow System Events
• Workflow System Tasks
• Workflow User Forms
• WorkView Applications
• WorkView Classes

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Export Considerations
• It is highly recommended that export packages are exported and imported using the same
database version and OnBase version.
• When certain configuration items are exported, related configuration items may also
automatically be exported, although they are not displayed in the export summary or available to
select for export. For example, when you export a Document Type, associated Keyword Types,
User Groups, and Document Type Groups are exported and available to import into a destination
database.
• When Folder Types are selected for export, only File Cabinets and Folder Types are able to be
exported. The following are not exported:
• Related folders
• Default templates
• Default filters
• Folder Types configured for Document Tracking cannot be exported.
• When an External AutoFill Keyword Set using a VBScript is exported, its VBScript, like its
Keywords, are automatically exported as separate objects, which can then be imported as well.
• Only published and active Unity Scripts are available for export.
• WorkView Item Generators are not available to be exported and Item Generator Sets that contain
WorkView Item Generators are not available to be exported.
• Translation strings configured for configuration items are exported with those configuration
items, however, additional manual configuration is required in the destination database the first
time a specific language is imported.

Exporting a Configuration
To export a configuration:
1. With the repository containing items you want to export selected, click the Export button in the
Home ribbon within the Import/Export ribbon group.

Note: If there are unsaved changes in the selected repository, you are prompted to save the
repository before exporting.

Note: You can export from OnBase Studio while using a Local connection the database.

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The Export wizard Item Selection page is displayed:

2. Verify that the information listed for the Application Server and Data Source is correct.

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3. Select a configuration item type from the item type selection list to display all available items in
the database for that configuration item type:

Note: The configuration item types displayed in the selection list is dependent on your licensing
and the context from which you access the Export wizard.
By default, configuration item types are organized in groups. To collapse all groups, click
Collapse All:

To ungroup configuration item types, click Ungroup Items:

To regroup configuration item types, click Group Items:

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To search for a specific configuration item type, enter a search term in the search field. The
selection list is filtered as you type:

4. Select one or more configuration items from the configuration item selection list.
To select multiple configuration items, do one of the following:
• Hold Ctrl and click individual configuration items.
• Select a configuration item, hold Shift, and click another configuration item to select all
configuration items listed between the two.
To search for a specific configuration item, enter a search term in the search field. The
selection list is filtered as you type:

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To search for a specific configuration item, enter a search term in the search field. The selection
list is filtered as you type:
5. Click Add to add the selected configuration items to the export package:

To add all configuration items in the selection list to the export package, click Add all:

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6. Repeat the process as necessary to add different types of configuration items. The configuration
items are listed and grouped by configuration item type in the export package list:

To collapse a configuration item group in the export package list, click the collapse button:

To remove selected configuration items from the export package list, click Remove:

To remove all configuration items from the export package list, click Remove all:

Note: When clicking Remove all, you are prompted to confirm the action.

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7. Click Start Export. The Export Progress page is displayed and the export process begins:

8. When the export process is complete, the Export Results page is displayed and any relevant
errors, warnings, or informational messages are listed in order of severity, sorted by event type.
Warnings cause the export to be partially successful, allowing you to still download and save the
export package. Errors cause the export to fail, preventing you from downloading and saving the
export package. An example of an error is that a required document, such as a template, could
not be exported.
To toggle whether errors, warnings, or informational messages are shown, click Show Errors,
Show Warnings, or Show Informational Messages, respectively:

Tip: You can copy errors, warnings, and informational messages to your clipboard by right-
clicking the message pane and selecting Copy or by selecting a message and pressing Ctrl + C.
If changes to the export package are necessary, click Back to Item Selection to return to the
Item Selection page.

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9. To customize the export package, click Customize Export. The Export Details page is displayed:

To return to the Export Results page without regenerating the export package, click Back to
Export Results and skip to step 14.
To return to the Item Selection page, click Start Over.
10. In the export package item list, the following columns are displayed:

Column Description

Name The name of the configuration item.

Type The configuration item type.

Descendant Count The number of configuration item descendants.

Descendants are configuration items that are
implicitly added to the export package due to a
reference to another configuration item in the export
package. Configuration items explicitly selected are
considered as descendants of the overall export
process.

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Column Description

Percent of Parent The percentage the configuration item makes up of its

parent configuration item. Parents are configuration
items that are referenced by other configuration items
in the export package. The overall export process
is considered as the parent of all explicitly selected
configuration items.
To view all descendants of all configuration items in
the export package item list, click Expand All:

To hide all descendants of all configuration items in

the export package item list, click Collapse All:

To view the descendants of a configuration item, click expand:

To hide the descendants of a configuration item, click collapse:

Note the following:

• The item list can be filtered and sorted by each column. By default, the list is sorted in
descending order by Percent of Parent.
• Configuration items explicitly selected for the export package are designated with the User
Exported Item icon:

• Configuration items that reference multiple items in the export package are displayed as
descendants under each referenced item. If a displayed descendant is also the descendant
of a configuration item more closely related to the configuration items explicitly selected for
the export package, it is designated with the following icon:

• Configuration items that cannot be customized are designated with the Map Only Item icon:

11. Select a configuration item to view its descendants in the Selected Properties pane. If multiple
configuration items are selected, all descendants of all selected configuration items are

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displayed. The number of configuration items selected and the number of descendants that
reference the selected configuration items are displayed:

Descendants are grouped by configuration item type. To collapse a configuration item group,
click the collapse button:

12. To queue the selected configuration items for partial reference, click Make Partial. To queue the
selected configuration items for full reference, click Make Full.

Note: Configuration items explicitly selected for export cannot be queued for partial reference.

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The queued configuration items are displayed. The number of changes to be made to the export
package and the total number of unique configuration items to be included in the export package
are displayed:

To remove a configuration item from a reference queue, click remove:

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13. Click Regenerate Package. The Export Progress page is displayed. With the customizations
applied, the export process begins again, and the Export Results page is displayed when the
export process is complete:

14. Do one of the following to specify the encryption of the export package:
• To encrypt and require a password for the export package, select Encrypt Export File.
• To export the package without encryption and password protection, deselect Encrypt Export
File.

Note: Depending on system settings, the Encrypt Export File option may be enabled or
disabled. If the option is enabled, entering a password for the package is optional. If the
option is disabled, entering a password for the package is required.
15. Click Save Package.
16. If Encrypt Export File was selected, enter a password in the Password field, and reenter it in the
Confirm field.
Keep this password in a safe place. It is required when uploading the package in the Import
wizard. If the password is lost, it cannot be retrieved.

Note: Passwords must adhere to any displayed requirements. All passwords must be at least 14
characters in length. If a password policy is being used and it requires fewer than 14 characters,
the export cannot be completed.
17. In the Windows Save As dialog box, specify a location and enter a file name for the export
package. Ensure that Export package files (*.expk) is selected as the Save as type.
18. Click Save.
19. Close the Export dialog box.

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Importing
Once you have exported a configuration, you can import it into the appropriate repository.

Note: Importing involves careful scrutiny of the data presented in the import dialogs. Care must be
taken to identify each element in the life cycle to be imported, and determine how those elements
will be mapped to the import life cycle.

Note: To ensure no errors are encountered, ensure the SYS Upload Reconciliation Document Type
has a Disk Group assigned.

Import Considerations
• Before importing an export package, ensure Disk Groups are properly configured.
• It is highly recommended that export packages are exported and imported using the same
database version and OnBase version.
• Disk Groups can only be mapped during import, and cannot be created or used to replace
existing Disk Groups.
• When a Keyword Type is mapped, only those Keyword Types sharing the same Data Type in the
destination database are displayed (i.e., you do not have the option to map an alphanumeric
Keyword Type to a numeric Keyword Type).
• When mapping an Alphanumeric Keyword Type, it is considered a best practice to ensure the
length of the imported Keyword Type matches the length of the Keyword Type in the destination
database.
• When a Keyword Type is replaced, Keyword Type Data Set values from the imported Keyword
Type are imported only when the Keyword Type in the destination database contains no existing
Keyword Type Data Set values.
• When an encrypted Keyword Type is imported, the encryption is removed. You are notified that
the encryption of the Keyword Type is modified upon verifying your import changes.
• You cannot replace AutoFill Keyword Sets or Cascading Data Sets using AutoFill Keyword Sets or
Cascading Data Sets from an export package. This is because once these sets are created, you
cannot modify the Keywords contained within them.
• External AutoFill Keyword Sets using a WorkView filter can only be mapped to an existing AutoFill
Keyword Set; they cannot be created or used to replace another existing AutoFill Keyword Set.
• External AutoFill Keywords Sets using an EIS data source can be created or mapped to an
existing AutoFill Keyword set; they cannot be used to replace another existing AutoFill Keyword
Set.
• When importing Folder Types, understand the parent/child relationship between folders and
how import actions can affect the relationship. For example, if you select Create to create the
parent folder in the destination database but select Map to map a child folder to another folder
in the destination database, the relationship between the two folders is broken. The child folder
becomes either a parent or a child of another folder, depending on how it was mapped.

CAUTION: When importing a Folder Type from an export package created in OnBase 15, the
respective file cabinet is created but not linked to a Folder Type. As a result, some folder
configuration, such as auto-foldering, is not maintained after import. As a best practice, do not
select to create Folder Types from an export package created in OnBase 15; however, if this does
occur, ensure the created file cabinet is linked to a Folder Type to avoid unexpected behavior.

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• Some older export packages may contain Unity Form templates or Document Composition
templates with missing document references. While it is no longer possible to export these
configuration items with missing document references, older packages containing missing
references can be partially successful during import (i.e., import will not fail due to missing
references, but it will not be successful in importing the required template document).
• When a process is imported for the Document Import Process or COLD Processor, process paths
are not imported. They must be properly configured in the destination database.
• Environment values are not imported, but are displayed in the Post-Import Report and logged in
the import verification report document archived in the destination database. Environment values
must be properly configured in the destination database.
• When Users are set to Create, they are not assigned to User Groups in the destination database.
User security must be explicitly configured by system administrators.
• If a Unity Script is owned by a deactivated user, upon importing, the MANAGER group will be
assigned as owner.
• When importing packages created prior to OnBase 18, passwords for imported user accounts
must be manually reset.
• Translation strings of Map Only configuration items are not imported.
• When importing WorkView applications with with notification or display template files created
prior to OnBase 23.1, the WorkView Doctor tool has to be used first to update such application
and move its content into database.

Warning: It is not possible to import WorkView applications with notification or display template
files without using WorkView Doctor to perform updates first.

Importing a Configuration
To import a configuration:
1. With the repository containing items you want to export selected, click the Import button in the
Home ribbon within the Import/Export ribbon group.

Note: You can import into OnBase Studio while using a Local connection to the database.

Note: In order to import configurations which were exported using the Configuration module, you
must have the System Configuration configuration right.

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The Import wizard is displayed:

2. Verify that the information listed for the Application Server and Data Source is correct.

Note: You are notified if a previous import was left incomplete. You cannot perform a new import
until the previous import is completed. To resolve the previous import, evaluate and complete
it in Import Management, or contact your first line of support. For more information on Import
Management, see the section on viewing import history in the System Administration module
reference guide.
If change control settings have not been configured, continue to step 3. Otherwise, skip to step 7.

Note: Access to import settings is also available from the import layout.
3. Configure change control settings by selecting Import Settings | Change Control Settings.

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The Change Control Settings dialog box is displayed:

4. Enter a directory path in the Change Control File Directory field, or click Select Directory to
browse for and select a directory.

Note: A Change Control File Directory must be specified in order for users to perform an import.
When specifying a directory, consider the following:
• The specified directory must be accessible to all Application Servers and clients.
• The specified directory must be writable by all Application Servers.
• The Change Control File Directory is used during the import process to store external files
associated with configuration items that are imported. After import, the imported external
files are stored in a subdirectory of the specified directory.
• An Import folder is created in the specified directory if one does not already exist.
5. Select or enter a value for the following options:

Option Description

Maximum import file size Specifies the largest allowed file size (in megabytes) for a package
(MB) being imported through the Import wizard.

Package encryption Enforces a password policy to encrypted export packages. When the
password policy administrator enters a password for an export package, the password
must adhere to the selected password policy before the package is
exported.
Select None to allow the administrator to use a password that does
not adhere to a password policy.
For more information on password policies, see the section on
enforcing user password security in the System Administration
module reference guide.

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Option Description

Force encryption on export When selected, selects and disables the Encrypt Export File option in
the Export wizard. This forces the administrator to enter a password
for the package being exported.
When deselected, enables the Encrypt Export File option in the
Export wizard. This allows the administrator to optionally enter a
password for the package being exported.

Prevent unencrypted When selected, only encrypted password-protected packages can be

packages from being imported through the Import wizard.
imported When deselected, any valid package can be imported through the
Import wizard.

6. Click Save.
7. If necessary, select Import Settings | Import Management to view import history. For more
information, see the Viewing Import History section of the System Administration module
reference guide.

Note: Access to import settings is also available from the import layout.
8. In the Selected package field, enter the directory and file name of the export package to import,
or click Browse to locate and select it. Export packages have a file extension of .expk. If you
select any other file type, an error is displayed in the Status area of the Import dialog box.

Note: If the export package is open or has been modified outside of OnBase, an error is
displayed, and you are prevented from importing the package. If the package is open (e.g., using
a zip program), close the package file. If the export package was modified outside of OnBase,
select a different export package, or create a new one.
9. If the package is encrypted, you must enter the password for the package and click Decrypt:

Note: Certain packages may not be valid for import. Configuration settings may restrict
packages due to file size or lack of encryption. Also, depending on the context from which you
are accessing the Import wizard, certain packages may be invalid for the current context. For
example, if you attempt to import a package to the Reporting Dashboards Import wizard that was
exported from the Configuration Export wizard, an error is displayed in the Status area below the
package selection area.

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10. The import layout is displayed:

Item Description

A Navigation bar

B Configuration Items pane

C Properties pane

D Errors and Warnings pane

The Application Server, data source, user, and package name are displayed in the Navigation bar.

Note: Import settings can be accessed by clicking the gear icon.

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11. In the Configuration Items pane, all configuration items included in the export package are
listed. By default, <<User Exported>> is selected in the left pane, and the configuration items
explicitly selected by the user who created the export package are displayed:

To view all configuration items included in the export package, select <<All Items>> in the left
pane. To view explicit and implicit configuration items by type, select a configuration item type in
the left pane.
To cancel the current import process and start a new import process using a different export
package, click Select a Different Package on the Navigation bar. Any decisions made during
the current import process are not saved, and you are returned to the initial Import wizard page.

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12. To view more information about user-selected items and the relationship between all items in the
export package, click Explore Package on the Navigation bar. The explore package dialog box is
displayed:

13. In the export package item list, the following columns are displayed:

Column Description

Name The name of the configuration item.

Type The configuration item type.

Descendant Count The number of configuration item descendants.

Descendants are configuration items that are
implicitly added to the export package due to a
reference to another configuration item in the export
package. Configuration items explicitly selected are
considered as descendants of the overall export
process.

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Column Description

Percent of Parent The percentage the configuration item makes up of its

parent configuration item. Parents are configuration
items that are referenced by other configuration items
in the export package. The overall export process
is considered as the parent of all explicitly selected
configuration items.
To view all descendants of all configuration items in
the export package item list, click Expand All:

To hide all descendants of all configuration items in

the export package item list, click Collapse All:

To view the descendants of a configuration item, click expand:

To hide the descendants of a configuration item, click collapse:

Note the following:

• The item list can be filtered and sorted by each column. By default, the list is sorted in
descending order by Percent of Parent.
• Configuration items explicitly selected for the export package are designated with the User
Exported Item icon:

• Configuration items that reference multiple items in the export package are displayed as
descendants under each referenced item. If a displayed descendant is also the descendant
of a configuration item more closely related to the configuration items explicitly selected for
the export package, it is designated with the following icon:

• Configuration items that cannot be customized are designated with the Map Only Item icon:

14. Close the explore package dialog box to return to the import layout.
15. The columns on the Configuration Items pane can be customized in the following ways:
• To sort configuration items alphabetically by Type, Name, Status, or Target Name, click the
corresponding column header.
• To reorder columns, click and drag a column header to the edge of another column header:

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• To filter configuration items, use the filter controls at the top of each column.
• To search for a specific value in a column, enter the value in the filter control for that column.
For example, enter the name of a configuration item in the Name field to search for that item
by name. The configuration item list is filtered as you type.

Tip: Click and drag the borders of the columns in the Configuration Items panel to resize them.
16. Each configuration item must be configured with a decision option. To decision configuration
items, see the following:
• To manually decision configuration items, continue to step 17.
• To automatically decision configuration items, see Auto Resolution on page 113.
• To load decisions previously saved to an XML file, see Load Decisions on page 114.

Note: By default, all configuration items included in the export package are configured to not be
imported, and the decision status No Action is displayed in the Status column.
17. One or more configuration items can be decisioned at a time. To decision configuration items,
see the following:
• To decision a single configuration item, continue to step 18.
• To decision multiple configuration items simultaneously, skip to step 19.
18. To decision a single configuration item:
a. Select a configuration item in the Configuration Items pane. The available decision options
are displayed in the Properties pane:

Note: Available decision options may vary based on the configuration item.
b. Select one of the following decision options:

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Decision Option Description

No Action The selected item is set to not be imported into the destination database.
When an item is not migrated using the No Action decision, references
from other items remain. This can lead to orphaned rows that reference the
non-migrated item. It is considered a best practice to remove references to
an item before selecting No Action for it.

Create The selected item is set to be created as a new item in the destination
database. Existing configuration settings and references are carried over to
the destination.
After selecting Create, the New Name field is displayed. If necessary, enter
a different name for the item to be created in the destination database. The
New Name field respects the maximum number of characters allowed for
names belonging to the configuration item type.

Map The selected item is set to be mapped to a configuration item in the

destination database. For example, if you are importing an AutoFill
Keyword Set, you can map its Keyword Types to Keyword Types already in
the destination database if the appropriate Keyword Type names already
exist.
After selecting Map, a list of available configuration items in the
destination database is displayed. The ID number of each configuration
item is included in parentheses. Select the appropriate item to which to
map.
When selecting Map, consider the following:
• Selecting Map does not modify the configuration items being mapped
to in the destination database.
• When Map is selected for configuration items that are associated with
items that are not set to Map, after import, the associated items are
then associated with the configuration items to which the selected
configuration items were mapped. For example, if a Document Type is
set to Create and its Keyword Types are set to Map, after import, the
Document Type created in the destination database is associated with
the Keyword Types to which its Keyword Types were mapped.
• When Map is selected, a configuration item in the destination database
is automatically selected if it matches the name of the configuration
item being imported.
If the configuration item selected in the Configuration Items pane has
associated children configuration items, Apply Decision To Children is
enabled. Click Apply Decision To Children to use the decision options
selected for the parent configuration item for all its children configuration
items.
Note: If a configuration item is mapped to a destination configuration item
that has already been targeted for Map or Replace by another configuration
item in the import package, a warning is displayed, but the decision is
allowed.

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Decision Option Description

Replace The selected item is set to replace a specified configuration item in the
destination database, including related configuration and references.
After selecting Replace, the New Name field is displayed, along with a
list of available configuration items in the destination database. Select
the appropriate item to replace. If necessary, enter a different name for
the item in the destination database. The New Name field respects the
maximum number of characters allowed for names belonging to the item
type you are updating.
Note: When Replace is selected, an item in the destination database is
automatically selected if it matches the name of the item being imported.
If the configuration item selected in the Configuration Items pane has
associated children configuration items, Apply Decision To Children is
enabled. Click Apply Decision To Children to use the decision options
selected for the parent configuration item for all its children configuration
items.

c. If the configuration item selected is a Document Type with associated overlays, the
Documents section is displayed:

For each overlay listed, select No Action, Create, or Map. If Map is selected, select an
overlay to map to from the list that is then displayed.
d. Continue to step 20.
19. To select the same decision options for multiple configuration items simultaneously:
a. Select multiple configuration items in the Configuration Items pane using one of the
following methods:
• Hold Ctrl and click multiple configuration items.
• Press Shift + Down Arrow to select the configuration item below the selected
configuration item in addition to the selected configuration item.
• Press Shift + Up Arrow to select the configuration item above the selected configuration
item in addition to the selected configuration item.
• Press Ctrl + Shift + End to select all configuration items below the selected
configuration item, including the selected configuration item.
• Press Ctrl + Shift + Home to select all configuration items above the selected
configuration item, including the selected configuration item.
• Hold Shift and click two configuration items to select them and all configuration items
between them.

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b. The available decision options are displayed in the Properties pane:

c. Select one of the following decision options:

Decision Option Description

Remove Actions The selected items will not be imported into the destination database. Previous
decisioning for any of the selected configuration items will be removed.

Create as New The selected items will be created in the destination database.
Items

Map to Existing The selected items will be mapped to configuration items in the destination
Items database whose names match exactly. For configuration items whose name
does not have an exact match, no action will be taken.

Replace Existing The selected items will replace configuration items in the destination database
Items whose names match exactly. For configuration items whose name does not have
an exact match, no action will be taken.

d. Click Apply Action to Selected Items.

20. After all configuration items have been decisioned, click Run Verification.

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21. If errors or warnings result from verification, they are listed in the Errors and Warnings pane in
order of severity, sorted by event type:

Errors must be resolved before proceeding to import. An example of an error is that a

configuration item with the decision option Create is configured to use the name of a
configuration item that already exists in the system.
Warnings indicate import may produce unexpected results, but are not required to be resolved
before proceeding to import. An example of a warning message is that mapping a child
folder will not cause the parent folder type to become the parent of the mapped folder type. If
information in the warning message describes unintended behavior, resolve the warning before
proceeding to import. For more information about specific warning messages, contact your first
line of support.

Tip: Double-click on an error or warning to select the affected configuration item in the
Configuration Items pane and display its selected decision option in the Properties pane.

Tip: You can copy errors and warnings to your clipboard by right-clicking the Errors and
Warnings pane and selecting Copy or by selecting a message and pressing Ctrl + C.
After resolving errors and warnings, click Run Verification.
22. Click Proceed to Import.

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23. The Pre-Import Report page is displayed:

The following sections are displayed:

Section Description

At a Glance Displays a summary of the actions that will be taken

during the import process.

Statistics Displays the number of configuration items selected

for each decision option:
• Items Created: the number of configuration items
decisioned as Create.
• Items Replaced: the number of configuration
items decisioned as Replace
• Items Mapped: the number of configuration items
decisioned as Map
• Items Ignored: the number of configuration items
decisioned as No Action

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Section Description

Items Created Lists the configuration items decisioned as Create,

organized by configuration item type.

Items Replaced Lists the item name and target name of the
configuration items decisioned as Replace, organized
by configuration item type.

To return to the previous page and edit decisions, click Back to Decisions.
To verify the information displayed in the Pre-Import Report and begin import, click Start
Import.
24. Once the import is complete, the Post-Import Report is displayed and indicates whether the
import was successful:

If the import is unsuccessful or partially successful, errors or warnings are listed. For more
information about specific error or warning messages, contact your first line of support.
Information regarding the import is stored in a SYS Verification Reports Document Type
document that is automatically generated.

Note: Configuration items decisioned as No Action are not displayed in the import verification
report document.
25. Click Finish.

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Auto Resolution
To automatically decision all configuration items listed in the export package:
1. Click Auto Resolution. The Auto Resolution dialog box is displayed:

2. Select Create Unmatched Items to assign the Create decision option to any configuration
items for which a matching item cannot be found to map to. Without this option selected, any
configuration items that do not have a match will not have their decision option changed. This
option is selected by default.
3. Select Override Existing Actions to allow automatic resolution to override and reassign any
decision options that have already been selected by the user.
4. To automatically resolve items based on decisions made for those items during a previous
import, select Auto Resolve Using Previous Decisions. To automatically resolve items based
on item name only, select Auto Resolve Using Item Names Only.

Note: If a configuration item has not been previously imported, it will be resolved based on item
name.
5. Click Automatically Resolve All Items.

CAUTION: Any decisions made by the automatic resolution logic are only suggestions. Verify all
decisions before proceeding to import. Depending on how the decision options are automatically
assigned, you still may need to manually decision some configuration items.

Save and Load Decisions

Decisions made during the import process can be saved to an XML file and loaded during another
import process.

Save Decisions
To save decisions:
1. Click Save Decisions. The Save As dialog box is displayed.
2. Specify a file name and select a location to save the file.
3. Click Save.

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Load Decisions
To load previously saved decisions:
1. Click Load Decisions. The Open dialog box is displayed.
2. Navigate to and select a previously saved decisions XML file.
3. Click Open. The decision options of the configuration items in the Configuration Items pane are
updated.
From OnBase Studio, you can view configuration changes that are made to the system
configuration environment.
The following configuration item types can be tracked:
• All items configured in OnBase Studio
• AutoFill Keyword Sets
• Cascading Data Sets
• Currency Formats
• Document Composition Categories
• Document Composition ODBC Inputs
• Document Composition templates
• Document Types
• Document Type Groups
• Keyword Types
• Keyword Type Groups
• Notifications
• Reverse AutoFill Keyword Sets
• Unity Form Data Sets
• Unity Form Templates
• Unity Form Themes
• WorkView Screen
• WorkView View
You can search for configuration changes by date, configuration item name, configuration item
type, and by the user who made the change. Search results displayed in Change Tracking can be
saved to a CSV file.
To view and save configuration change search results:

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4. In OnBase Studio, in the Change Control ribbon group on the Home tab, click View Changes.
The Change Tracking dialog box is displayed:

The date and time of the last search and the number of results of the current search are
displayed at the bottom of the Change Tracking dialog box.
To view the current data source, Application Server, and user accessing Change Tracking, click
the info icon:

5. To search for specific changes, specify the following parameters:

Parameter Description

Start Date Enter a start date or select a start date by clicking the calendar icon to
view configuration changes made after that date. The default value is
two weeks before the current date.

End Date Enter an end date or select an end date by clicking the calendar icon to
view configuration changes made before that date. The default value is
the current date.

Item Name Enter the name of a configuration item to view configuration changes
made to it.

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Parameter Description

Configuration Type Enter a configuration type or select one or more configuration types
from the drop-down list to view configuration changes made to
configuration items of those configuration types. To clear selected
configuration types, click Clear current selection:

User Enter the name of a user to view configuration changes made by that
user.

To clear all search parameters and reset the start date and end date to their default values, click
Reset.
6. Click Search.The search results are displayed with the following columns:

Column Description

Date The date the configuration change was made.

Item ID The Item ID of the configuration item that was changed.

Item Name The name of the configuration item that was changed.

Configuration Type The configuration type of the configuration item that was changed.

Change Type The type of configuration change that was made, for example, creating,
modifying, or deleting a configuration item.

User The name of the user who made the configuration change.

Change Source The module used to make the configuration change.

7. To sort the search results by a column, click the column header.

8. To filter the search results by specific values in a column, use the operators and drop-down lists
below the column header. For more information, see Filtering Change Tracking Columns on page
116.
9. To save the search results to a CSV file, click Save Results.
10. In the Windows Save As dialog box, specify a location and enter a file name for the search
results CSV file.
11. Click Save.
12. Close the Change Tracking dialog box.

Filtering Change Tracking Columns

When viewing changes to configuration items in Change Tracking, the search results list can be
filtered to only display items that meet specified criteria. Columns in the search results list can be
filtered using operators and drop-down list options and by creating custom filters.

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Operators
Column filter operators are used to define how to apply a filter to the configuration items list with
regard to the value specified in the column's filter drop-down list.
Operators are available by clicking the operator button:

The following operators are available:

Operator Description

Equals Values equal to the value specified in the corresponding drop-down list are
displayed.

Not equals Values not equal to the value specified in the corresponding drop-down list
are displayed.

Less than Values less than the value specified in the corresponding drop-down list are
displayed.

Less than or equal to Values less than or equal to the value specified in the corresponding drop-
down list are displayed.

Greater than Values greater than the value specified in the corresponding drop-down list
are displayed.

Greater than or equal Values greater than or equal to the value specified in the corresponding
to drop-down list are displayed.

Contains Any values containing the value specified in the corresponding drop-down
list are displayed.

Does Not Contain Any values containing the value specified in the corresponding drop-down
list are not displayed.

Like (wildcards) Values like (including wildcards) the value specified in the corresponding
drop-down list are displayed.

Not like (wildcards) Values that are not like the value (including wildcards) specified in the
corresponding drop-down list are displayed.

Match (regular Values that match (including regular expression) the value specified in the
expression) corresponding drop-down list are displayed.
For example, typing a*t in the Status column displays configuration items
with the status Create or No Action, because both statuses contain the
letters a and t.

Does not match Values that do not match (including regular expression) the value specified
(regular expression) in the corresponding drop-down list are displayed.

Starts with Values that start with the value specified in the corresponding drop-down
list are displayed.

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Operator Description

Does not start with Values that do not start with the value specified in the corresponding drop-
down list are displayed.

Ends with Values that end with the value specified in the corresponding drop-down list
are displayed.

Does not end with Values that do not end with the value specified in the corresponding drop-
down list are displayed.

In This option is intended for use with Reporting Dashboards. For more
information, see the Reporting Dashboards module reference guide.

Not In This option is intended for use with Reporting Dashboards. For more
information, see the Reporting Dashboards module reference guide.

Drop-Down Lists
In conjunction with column filter operators, column filter drop-down lists are used to select or enter a
value that defines how to apply a filter to the configuration items list.
To select an option from a column's drop-down list, click the drop-down arrow:

To enter a value in the drop-down list, click to the left of the drop-down arrow and enter the value.
The configuration items list is filtered as you type.
The following options are available for selection from all drop-down lists:

Option Description

(Custom) The Custom Filter Selection dialog box is opened, and a custom filter can be
created.
For more information, see Custom Filter Selection on page 119.

(Blanks) Blank values for the column are displayed.

(NonBlanks) Any non-blank values for the column are displayed.

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Each column's drop-down list also contains all the unique values in the configuration items list for
that column. For example, the drop-down list for the Type column lists the configuration item types
contained in the export package:

All filtering applied to the configuration type list column can be cleared by clicking the following
button:

Custom Filter Selection

The Custom Filter Selection dialog box is used to create a custom filter.
To create a custom filter for a configuration items list column:
1. Select (Custom) from the drop-down list. The Custom Filter Selection dialog box is displayed:

2. Click Add Condition. A row is added to the conditions list.

3. Select an operator from the Operator drop-down list.
4. In the Operand field, enter a value or select a value from the drop-down list.
5. Repeat steps 2 through 4 to add additional conditions.
To remove a condition, select the row and click Remove Condition(s).
6. To group multiple conditions, select the rows and perform one of the following:
• Click ‘And' Group to use ‘And' as the logical operator for the group.
• Click ‘Or' Group to use ‘Or' as the logical operator for the group.

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To ungroup conditions, select the rows and click Ungroup.

7. If necessary, change the logical operator for a row or group using one of the following methods:
• Click the following area of the row or group:

• Select the row or group and click Toggle.

8. Click OK to close the Custom Filter Selection dialog box and apply the custom filter to the
configuration items list.

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App Builder Best Practices

The following best practice recommendations were assembled by a team of the App Builder subject
matter experts. Carefully consider the impact of making any changes, including those listed below, to
your application prior to implementing them in a production environment.
The section was broken down into:
• Sources organizing on page 121
• User interface on page 121
• Administration on page 122

Sources organizing
• Organize sources
There are different ways to make sources available to users. You can either create one master
detail page with many different groups and sources or you can break the sources out into more
pages with less source groups.
• Single Source pages
The first source on a page will be loaded by default. It allows you to highlight important sources
(such as a Dashboard) by giving them their own page and easily navigate to it.
• HUB pages
If users have access to multiple applications, create an application that pulls them all together
like a hub. Create a quick access page with actions that link to other applications.
• Multiple personas with overlapping tasks
If you have multiple personas with similar or overlapping task, you can organize the content in
several ways. An example could be an HR Generalist and a Supervisor. The Supervisor may do
many of the same tasks the Generalist does, but may need some extra ‘admin’ functionalities.
You can choose one of the following options:
• Duplicate an application by exporting it and import it back under a new name with a
different route. Then add additional functionalities that the supervisor needs to the imported
application.
• Both personas use the same applications for day to day functionality. Break the admin
features out into a seperate application that just the supervisor has access to. You can use
the ‘Open URL’ action to allow the supervisor to navigate between the apps.

User interface
• Labels
Labels are displayed to the user in the user interface. When labeling items like sources, actions
and others, try to use the language of the intended persona and avoid technical terms.
You can use 'Create a PTO Request' instead of 'Create a Unity Form', or name a workflow queue
source 'My Assigned Invoices' instead of 'Assigned Invoice Queue'.

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• Logo Image Size

While the image uploaded for the banner logo will resize to fit the area, it is recommended to
upload an image in the correct size as small images can get pixelated and large images can slow
the rendering of the page.
• Theme
When modifying the theme colors, make sure you have proper contrast between the theme and
font color.
• Routes
Keep in mind that users could bookmark the URL of a screen or source. If you change the route
without informing the user, they will get an error when trying to access the page.

Administration
• Copying Applications
Currently, it is not possible to copy or duplicate an application. However, you can easily export
an existing application and import it as a new one. This allows you to quickly create a copy of an
application to create its new version or add additional functionalities to it.
• Versioning
Sometimes you may want to work on a new version of an application while your users are still
working in the app. You can import the application in under a new name and route and make your
modification.
Send some of your power users a link to the new app to test it. Once satisfied, change the route
of the previous application to something else (i.e. app-old) and change the route of the new
version to the previous one. Now users can access the new application through their existing
link.

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User
App Builder

User Guide

Foundation 24.1
 Usage

Usage
App Builder is a point-and-click-configurable application generator that allows you to create custom
applications to meet your specific business needs. The type of information that is tracked and
displayed is completely configurable.
The conent and addresses of the application depend entirely on the configuration, so every
configuration will yield unique results. This section will cover the possible components of the App
Builder. You may or may not have all of the components described.

Accessing the Application

You can access an application created in the App Builder using a supported web browser. The
specific address of the application depends on your server address and the configured name. When
in doubt, ask your system administrator for details.
1. Open your web browser.
2. Enter the address of your application. The address is as follows: http://[server]/[virtual-
directory]/Apps/[application-name]
Replace [server] with your server name, [virtual-directory] with the directory name, and
[application-name] with the configured application name.

Tip: If you do not know the details of the application address, you can obtain them from your
system administrator.
3. If you were not logged into the Web Client, a login page is displayed. Enter your OnBase
credentials and click Login.
After logging in, the default screen of the application is displayed.

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Application Overview
An application is a collection of one or more screens with pre-configured buttons, options, and
sources.An example of an application is shown below.

Element Description

A: Application Title Title given to the application during configuration. You can click it to
go back to the default screen.

B: User settings and logout You can use the settings to change appearance of the application or
to log out.

C: Screens Tabs with other screens configured within the application.

The currently selected screen name is underlined. You can select the
name of a different screen to display it.

D: Screen contents Contents of the selected screen.

The contents and sizes of screen elements depend on the screen on which the application is
displayed.

Using a Master Detail with Sources Screen

A Master Detail with Sources type of screen is a collection of sources, listed within their source
groups. It can be used to retrieve documents or to easily access all sources configured for the
particular screen.

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An example of Master Detail with Sources screen is displayed below.

Element Description

A: Application title Title given to the application during configuration. You can click
it to go back to the default screen.

B: User settings and logout You can use the settings to change appearance of the
application or to log out.

C: Tabs with screens Tabs with other screens configured within the application.
The currently selected screen name is underlined. You can
select the name of a different screen to display it.

D: List of sources List of system resources configured and accessible within the
application. The currently selected and displayed source is
highlighted.
Workflow queues have an additional number of documents
currently in the queue displayed next to them.

E: Keyword pane of All Applicant You can use the keyword pane to search for the documents.
Documents source For details, see Use Keywords for Document Retrieval on page
175.
You can see any configured user instructions when you click
the "i" icon next to the source name.

F: Actions If the application has any actions configured, such as an

external hyperlink or direct link to a source, they are displayed
here.

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Element Description

G: Documents retrieved from the For more information, see Viewing Documents on page 137
system and Retrieving Documents on page 130.

Adjusting a Master Detail with Sources Screen

You can adjust the look of the screen using the following interface elements:

• A: You can collapse or expand the sources pane using the blue arrow icon at the bottom of the
pane.
• B: You can resize the width of the sources pane, using the vertical line next to it.
• C: You can resize the width of the query columns, using the vertical line next to the column
name.

Usign a Quick Access Screen

A Quick Access type of screen is a collection of pre-configured links and actions. Its contents
depend strongly on decisions of your administrator.
The look and layout of the screen is affected by screen resolution and the type of device on which
the application is accessed. How many elements fit into a single row may differ.

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An example of a Quick Access screen is shown below.

Element Description

A: Application title Title given to the application during configuration. You can
click it to go back to the default screen.

B: User settings and logout You can use the settings to change appearance of the
application or to log out.

C: Tabs with screens Tabs with other screens configured within the application.
The currently selected screen name is underlined. You can
select the name of a different screen to display it.

D: Quick Access Screen logo, title and Elements configured in the application for branding
subtitle purposes.

E: Card and card title Cards are a collection of application elements, such as
actions or tiles, which provide faster and direct access to the
resource.

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Element Description

F: Actions Actions can be used to access a source, upload a document,

proceed to an external website, and others.

G: Tiles Tiles configured for the particular card, which can be used to
access a source directly.

Settings
You can change the settings of the application by clicking the drop-down arrow next to the user icon
in the upper-right corner and selecting Settings.

Changing Theme
You can select one of the three theme options:
• Match System - the theme matches the one set for the Web Client
• Light - the theme matches the one configured by the App Builder administrator
• Dark - sets a dark theme for the application.

Note: The Dark theme is not available if the Web Client is configured to use as OEM Product
Name.

To change the appearance:

1. On the Settings page, select a drop-down arrow under Theme.
2. Select the theme that you want. Once this is done, a note is displayed, reading: 'These settings
will take effect after your next login'.
3. Log out and log back in to see the changes.

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Accessing Screens
A single application can include multiple screens, configured to fit the specific purposes of your
company. A list of all screens available to you is displayed at the top of the application page, under
its name.

The currently selected screen name is underlined. To change the current screen, click on the name of
a different screen on the list.

Note: You can bookmark any of the screens to access them faster.

Going Back to the Default Screen

When you want to go back to the default (main) application screen from any other location, click its
name in the upper-left corner.

Retrieving Documents
Document Retrieval is used to retrieve documents, files and other content stored within the system.
1. Do one of the following:
• Go to the Master Screen with a list of sources and select the source you are interested in.
• Select a preconfigured tile to go to the source directly.
• Use your own bookmark to go to the source directly.

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2. On the list of sources, select a source that you are interested in. If you used a direct link, the
source is already selected.

Note: The Workflow queue source type has a number of documents in a queue shown next to
the source name.
The source is highlighted and a keyword panel is displayed.

3. Put in the keywords in the keyword panel, marked in red in the image below:

You can use operators to narrow down your search. For details, see Keyword Operators and
Extended Search Features on page 176.
4. Click Search.

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The results are displayed on a result list.

5. You can use the following interface options to further narrow down your search:

• A: Use the field with the looking glass icon to search for a particular word.
• B: Use the No Grouping field to allow grouping document by its properties. Once grouping is
selected, the field is changed to the chosen grouping type.
• C: Use the arrow in the column name field to change the sorting order.
6. To open a document in a Document Viewer, click it once. See Viewing Documents on page 137
for further support.
7. If you wish to start a new search or you are not satisfied with the results, you can use the Clear
All button to clear the keywords.

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Using Folders
Your application may include a Folder Custom Query. Folders allow you to organize documents
electronically in an easy to use way. Additionally, you can easily spot which documents are missing
from a pre-configured set.
To use Folders:
1. Do one of the following:
• Go to the Master Screen with a list of sources and select the source you are interested in.
• Select a preconfigured tile to go to the source directly.
• Use your own bookmark to go to the source directly.
The Folder Custom Query is displayed.

2. Use the keyword fields to look for a specific folder.

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3. The results can be further grouped, filtered, and searched.

• Use the field with the Looking glass icon to search for a particular result on the result list.
• Use the No Grouping field to group the results. You can group them by the Folder Name.
• Use the Arrow icon to change sorting of folders to ascending or descending.
4. To open a folder, select it from the results list. Content of the folder is displayed.

• A: The Folder pane shows the folder type and name.

• B: The Document List shows a list of documents in the selected folder. Document names in
red mean that these documents are missing from the pre-configured set.
The list can be searched using the Contains... field.
• C: A preview of a document selected in a Document List is displayed here. If the selected
document is missing, Nothing to display text is shown instead of the preview.
• D:The folder notes pane is displayed. You can add notes and bookmarks that are visible to
other users with sufficient privileges. For details, refer to Working with Folder Notes on page
135.
5. You can refresh the Document List and folder notes panes using the refresh icon.
6. You can adjust the look and size of the folder view using the arrow icon to collapse or expand the
panes, or by adjusting sizes of the panes.

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If it is configured in your application, you can upload the missing documents. For more information,
see Importing Documents on page 183.

Working with Folder Notes

Folder notes help you efficiently navigate folders and find specific information about their contents.
Like notes on paper folders, folder notes in OnBase can provide additional information about a
folder's contents, or they can act as bookmarks to let you quickly find a document. Different note
colors can help you find important or related notes. By providing the information you need at a
glance, folder notes can save you time otherwise spent searching through every document in a
folder.
For example, suppose you have case file that contains multiple subfolders. In OnBase, the case
file folders can be set up as containers for folder notes, allowing you to comment on and add
bookmarks to any document in any folder in the case file. Other users with permissions to view these
notes can immediately see them upon opening the case file.
Before you begin, read the following topic, Folder Notes Requirements on page 135. Then, proceed
to the following topics:
• Viewing Folder Notes and Bookmarks on page 135
• Adding a Folder Note or Bookmark on page 136
• Viewing a Bookmarked Document on page 136
• Editing an Existing Note or Bookmark on page 137
• Deleting a Note or Bookmark on page 137

Folder Notes Requirements

Not all folders allow notes. To allow notes, a folder must either:
• Be based on a Folder Type configured as a parent for folder notes. These parent folders define
the branch of the folder tree where notes are allowed.
• Reside within a parent folder for folder notes.
To work with folder notes, you must have sufficient privileges. If you do not have Folder Note Type
privileges, then you cannot create, view, edit, or remove folder notes.

Viewing Folder Notes and Bookmarks

The following steps describe how to view notes and bookmarks on folders. If folder notes are
unavailable from the folder you are viewing, ensure the Folder Notes Requirements on page 135 are
met.
1. Open the folder containing notes.
2. The notes pane is extended by default.

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Adding a Folder Note or Bookmark

The following steps describe how to add a note or bookmark to the folder you are currently viewing.
Notes allow you to comment on folder contents; bookmarks allow you to quickly jump to a specific
page on a specific document in the folder tree.
1. Navigate to the folder where you want to add the note.
2. If you are adding a bookmark, navigate to the document and page that you want to bookmark.
3. Click the + icon in the upper-right corner of the notes pane to display available Folder Note Types.
4. Select the type of note you want to add. If you are bookmarking a document, select the Note
Type set up for bookmarking. The Add Folder Note dialog box is displayed.

5. Type the note text in the field provided. When adding a bookmark, the Auto-Name string of
the bookmarked document and the page number on which you are placing the bookmark are
displayed in the field by default. This text can be removed or edited as needed.
6. Click Add. The new note is added to the top of the Notes pane.

Viewing a Bookmarked Document

To quickly retrieve a bookmarked document from a folder, click the Go to Page button next to the
bookmark. The button is available only on bookmarks; it is not availble on standard folder notes.

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Editing an Existing Note or Bookmark

To edit an existing note or bookmark:
1. Click the Edit button next to the note.

The Edit Folder Note dialog box is displayed.

2. Edit the Note Text in the box.
3. Click Save.
The edited note is saved and displayed in the same row it was previously shown in.

Deleting a Note or Bookmark

To delete a note:
1. Click the Delete button next to the note.

A dialog box reading Are you sure you want to delete this folder note? is displayed.
2. Click Yes.
The note is deleted.

Viewing Documents
App Builder uses the Web Client Document Viewer to display documents stored in the system.
When working with documents in OnBase, it is important to understand that documents may behave
slightly differently, depending upon their file format. A file format identifies the type of digital file.
The two most common file formats are image documents and text documents. Other file formats
could include XML, video formats, or OLE documents such as those created with Microsoft Office
applications. See your system administrator for specific questions regarding your system's file types
and their default behavior.

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Toolbars in the Document Viewer

The Document Viewer can be configured to display any combination of the following toolbars.
Depending on your system configuration, one or more of these toolbars may be disabled or turned
off by default.
• The Viewer Control toolbar offers buttons for navigating within the current document, resizing
and reorienting its pages, printing the document, and accessing document options. The Viewer
Control toolbar is almost always displayed. This toolbar's default position is immediately above
the document display area.
• The Text Search toolbar provides buttons for searching the document for a specified text string.
The Text Search toolbar is typically available for documents with a text report format. This
toolbar's default position is the top of the document display area, above all other toolbars.
• The Column/Row Locking toolbar enables you to lock columns and rows in place so that they
will still be viewable when you scroll through the document. The Column/Row Locking toolbar
is typically available for documents with a text report format. This toolbar's default position is
under the Text Search toolbar.
• The Pages toolbar controls the display of thumbnails of the document pages. This toolbar's
default position is to the right of the document display area.
• The Notes toolbar offers access to notes attached to a document. The Notes toolbar is available
only if the document has any notes. The toolbar is displayed along the bottom of the Document
Viewer.
• The Annotations toolbar allows you to create annotations and redactions on documents. This
toolbar's default position is at the top of the document, immediately above the Viewer Control
toolbar.

Tip: Drag toolbars to different positions to customize the interface. To move a toolbar, position your
pointer over the vertical bar on the left side of the toolbar. Then, click and drag the toolbar to its new
position.

Web Client Viewer Control Toolbar

The Web Client Viewer Control toolbar allows you to view the document more efficiently. Use the
buttons to navigate within the document, resize and reorient the page, and print.

Note: A different toolbar is displayed when you are viewing PDF or OLE documents. See Web Client
PDF and OLE Document Viewer Toolbar on page 145 for information about the toolbar that is
displayed when you view PDF or OLE documents.

Button Description

Print displays the Print dialog box, if you have user rights to print the document.

Overlay applies an overlay to the document, if an overlay is present.

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Button Description

First Page displays the first page of the document.

Previous Page displays the preceding page of a multi-page document.

Next Page displays the following page of a multi-page document.

Last Page displays the last page of the document.

Zoom In magnifies the view of a document, reducing the portion that is visible. Every zoom
increases magnification by one third.

Zoom Out reduces the magnification of a document, increasing the portion that is visible.
Every zoom reduces magnification by one quarter.

Actual Size displays the document in its actual size (as it is stored in OnBase).
Clicking this button sets the magnification to 100%.
Note: This zoom level differs from True Size, which takes the monitor's and image's DPI
into account when displaying the image.

Fit Width resizes the document page so that its width is the same as the width of the
document display area.

Fit Height resizes the document page so that its height is the same as the height of the
document display area.

Fit in Window resizes the document page so that it completely fits the document display
area.

Rotate Counterclockwise rotates the document 90 degrees counterclockwise.

Rotate Clockwise rotates the document 90 degrees clockwise.

Show Alternate Rendition is available only for documents that are allowed to have
multiple renditions. This button allows you to view a different rendition of a document
when the document has multiple renditions. To view a list of the available renditions, click
this button. Select the rendition you want to view from this list.

Text Search allows you to search for specific text strings within the document.
For more information, see Web Client Internal Text Search Toolbar on page 140.

Generate Report allows you to generate a system report of internal text search results.
For more information, see Web Client Internal Text Search Toolbar on page 140.

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Button Description

Toggle Annotation enables you to add one or more annotations to the document by
selecting the annotation(s) from the adjacent drop-down list of available annotation types.
You remain in annotation addition mode until you click the Toggle Annotation button
again.
For more information, see Web Client Annotations Toolbar on page 142.

Scale to Gray softens the contrast of text and image documents at zoom levels of less
than 100%. This feature is most noticeable on black-and-white images, making it helpful for
reading scanned documents containing text that is too dark or too light.

Previous Document displays the previous document in a Document Results list

Next Document displays the next document in a Document Results list.

Options enables you to set viewer options.

Web Client Internal Text Search Toolbar

From an open text-based document in the Web Client, use the functions in the Internal Text Search
toolbar to search for specific text strings within the document.

Note: You cannot execute an internal text search on a text document that has an overlay applied to it.
Remove the overlay in order to execute the internal text search.
• You can limit the text string search to one or more consecutive columns (character positions).
• If the document is a COLD-processed document with one or more column indexes defined, then
you can limit the search to the block of text defined by a column index. This is recommended for
large documents to improve performance time when searching.
See the following topics for information about the available functionality for performing internal text
searches in the Web Client:
• Performing an Internal Text Search in the Web Client on page 140
• Generating an Internal Text Search Report in the Web Client on page 141

Performing an Internal Text Search in the Web Client

To perform an Internal Text Search in the Web Client:
1. Click the Text Search button.

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The Text Search box is displayed.

2. Click in the text entry field and type the characters to search for. As you type, results that match
the search string are highlighted on the document.
3. Click the Find Next button or press Enter to find subsequent occurrences of the text.
Occurrences of the specified search string are highlighted on the document.
4. To limit the search between specific columns, click the Expand button:

5. Select Column Search.

6. Specify values for the Start Column and End Column.

7. Click the Find Next button or press Enter. Occurrences of the specified search string are
highlighted on the document.

Generating an Internal Text Search Report in the Web Client

You can generate a system report of internal text search results. This system report is stored as a
document under the SYS Search Reports Document Type. To generate an internal text search report
in the Web Client, perform the following steps.
1. Click the Generate Report button:

The Generate Report window is displayed.

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2. Enter a search term in the Search Term field. This is the search term that will be searched on the
document.
3. Enter a name for the report in the Report Description field. The text entered in this field will be
used as the Description keyword value on the report.
4. If applicable, enter the number of lines of text to show above and below the found text in the
Lines before found text and the Lines after found text fields.
5. Click the Generate Report button. The search report is created and stored as a document under
the SYS Search Reports document type.

Web Client Annotations Toolbar

The Annotations toolbar allows you to draw annotations or redactions on a document.

Note: If you are viewing a document that is locked by Records Management, the Annotations Toolbar
is also locked and cannot be used.
For information on creating annotations in the Web Client, see Creating Annotations on page 208.

Web Client Pages Toolbar

Document Thumbnails are miniature representations of the document pages, which provide a
method of document navigation. Document Thumbnails display in the Pages toolbar window in the
Document Viewer.

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You can easily navigate between the pages of a document by selecting a page in the pages toolbar.

Reordering Pages in a Document Using Thumbnails

You can reorder pages in a multi-page image document using thumbnails in the Pages toolbar
in the Document Viewer. Only the Modify privilege is required to reorder pages in a non-revisable
document. The Modify and Create Revisions privileges are required to reorder a page in a revisable
document.

Note: You cannot reorder pages if a document is read-only.

To reorder a page in a multi-page image document:

1. Open the document you want to reorder.
2. Locate the Pages toolbar. By default, the Pages toolbar is displayed along the right edge of the
Document Viewer in a vertical column.
3. Perform one of the following actions to reorder the document:
• Click on the thumbnail of the page you want to move, then drag the thumbnail to its new
position and release it. When you release the thumbnail, the Pages toolbar is updated to
reflect the new sequence.
• Hover the mouse pointer on the thumbnail of the page you want to reorder and click the
ellipsis icon on the top-right corner of the thumbnail. Then select Move Page To First or
Move Page To Last to move a page to the first or to the last position within a document.

Note: The Move Page To First option is disabled when a page is in the first position in the
existing sequence. The Move Page To Last option is disabled when a page is in the last
position in the existing sequence.

Deleting Pages Using Thumbnails in the Web Client

You can delete pages from revisable and non-revisable multi-page image documents in the Web
Client. Since deletion is a part of document modification, you need the following user privileges that
relate to modifying documents.

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User Privilege Description

Modify To delete pages from a document.

Note: If Document modify right does not imply
right to delete document pages is selected under
the Global Client Settings, users also need the
Delete privilege with the Modify privilege to be able to
delete pages from a document.

Create Revisions To save a modified document as a revision, if the

Document Type of the document is configured as
revisable.

Create To save a modified document as a new document, if

the Document Type of the document is configured as
revisable.

Tip: For complete details on revisions and renditions, see the EDM Services documentation.
For details on configuring user privileges and Document Types, see the System Administration
documentation.
To delete a page in a multi-page image document:
1. Hover the mouse pointer on the thumbnail of the page you want to delete and click the ellipsis
icon on the top-right corner of the thumbnail.
2. Select Delete Page. You are prompted to confirm this action.

Note: The Delete Page option is disabled if a document is read-only.

3. Click Yes. If the document is not revisable, the page is deleted. If the document is revisable, the
Document Revisions dialog box is displayed.

4. Enter a comment and click one of the following buttons.

Note: The comment field accommodates no more than 250 characters. Depending how revisions
are configured for your system, the comment field may be disabled.

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Button Description

Save as Revision Saves the modified document as a revision. If you

save the document as a revision, the new revision of
the document omits the deleted page. Any text you
enter in the comment field is saved as a comment for
the revision.

Save as New Document Saves the modified document as a new document.

You are given the option to select a Document
Type Group and a Document Type, and to specify a
Document Date and Keyword Values, if available. If
you save the document as a new document, the new
document omits the deleted page, but the original
document remains unchanged.
Note: The Create From Pages option is disabled
because you are deleting pages from the original
document and saving it as a new document.

Cancel Cancels the revision and does not save the changes to
the document.

Web Client PDF and OLE Document Viewer Toolbar

When you view PDF or OLE (Office) documents in the Web Client, a toolbar like the one shown below
is displayed.

Note: When viewing OLE documents, this toolbar is only displayed when the Web Client is integrated
with a Microsoft Office Online Server or Office for the web (Office 365). For more information, see
your system administrator.

This toolbar provides you with many of the existing right-click menu options that are available for
image and text documents, since the OnBase right-click menu is not accessible when viewing these
documents.

Note: PDF and OLE documents are read-only when viewed within the Web Client.

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The following menus and options are available in the PDF and Office document viewer toolbar:

Button Description

Document The following items are available in the Document menu:

• Properties Displays the document properties for the open document.
• History Displays the document history for the open document.
• Cross-References Displays all documents that are cross-referenced to the
open document.
• Revisions / Renditions Displays the revisions or renditions of the document,
if the document type has revisions or renditions.
• Show Folder Locations Displays the folders where this document resides.
• View in Native Application Displays the document in its native application.
Note: The View in Native Application option is only available when viewing
OLE documents. This option is only available if the Web Client is integrated
with Microsoft Office Online Server or Office for the web (Office 365). For more
information, see your system administrator.

Edit The following items are available in the Edit menu:

• Re-Index Displays the Re-Index window for the open document.
• Keywords Displays the Keywords window for the open document.
• Notes Displays the Notes dialog for the open document.

Process This menu contains options that apply to Workflow and WorkView. For
descriptions of these menu items, refer to the Workflow and WorkView help
files or module reference guides.

Previous Click the Previous Document button to navigate to the next document in the
Document list.

Next Document Click the Next Document button to navigate to the next document in the list.

Note: If an Office Business Application (OBA) is installed, you may be prompted to edit the document
in its native application.

Web Client Image Markup Toolbar

If your system is licensed for EDM Services, you may have access to an Image Markup toolbar when
viewing revisable image documents with Image Markups enabled in the Web Client. See the EDM
Services documentation for more information on the Web Client Image Markup toolbar.

Document Viewer Shortcuts

The following keyboard shortcuts can be used when viewing documents:

Zooming In and Out

The following keyboard functions allow you to zoom in and out while viewing a document.

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Shortcut Action

+ (on numeric keypad) Zooms in.

- (on numeric keypad) Zooms out.

Ctrl + mouse wheel Zooms in and out.

Searching for Internal Text

The following keyboard shortcuts are available for the Internal Text Search toolbar when the cursor is
in the Search String field. These shortcuts are not available if you are using the Find Next and Find
Previous buttons.

Shortcut Action

Enter Starts the search or finds the next instance of the text if the search is in
progress.

Shift + Enter Finds the previous instance of the text.

Viewing Previous or Next Documents

From an open document, the following keyboard shortcuts allow you to view the previous and next
documents in a document results list.

Shortcut Action

Ctrl + F6 Displays the previous document in a document results list.

Ctrl + F7 Displays the next document in a document results list.

Note: Shortcut keys do not work when the cursor is positioned over a thumbnail and Thumbnail
Zoom is enabled.

Web Client Document Viewer Shortcuts

The following keyboard shortcuts are available while viewing documents in the Web Client, in
addition to the list of shortcuts in the previous sections.

Note: These keyboard shortcuts are not available when viewing embedded OLE documents.

Shortcut Function

Page Up Quickly scrolls up the current page. At the beginning of a page in a multi-page
document, scrolls to the previous page.

Page Down Quickly scrolls down the current page. At the end of a page in a multi-page
document, scrolls to the next page.

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Shortcut Function

Ctrl + K View or modify keywords for the selected document.

Ctrl + H View the document history for the selected document.

Ctrl + N Display the Add Note dialog for the current document.
Note: This shortcut is not supported in Chrome.

Ctrl + Shift + N Display the View Notes dialog for the current document.
Note: This shortcut is not supported in Chrome.

Ctrl + P Displays the Print dialog box.

Ctrl + W Initiate a cross-reference from the current document.

Note: This shortcut is not supported in Chrome or Firefox.

Deleting an Open Document

Once a document is opened in the Document Viewer, a user can delete the document by performing
the following:

Note: This option is inactive if the document is locked by another user.

1. From the open Document Viewer, right-click and select Delete Document.
2. Click Yes to confirm deletion.
3. The system then sends the document to the Trash Can.

Note: Once documents have been sent to the Trash Can, they can only be recovered by the user
who deleted them or by the system administrator.

Accessing Document Properties

View the Document Properties by accessing the Document Information dialog box, which contains a
variety of information regarding the document.

To view a document's properties:

• From an open text or image document, right-click and select Properties.
• From an open OLE document, select Document | Properties.
• From an open PDF document, select Document | Properties or click the Document Properties
button from the viewer control toolbar.

Document Properties
You can display the Properties of all documents in the system, as long as you have the proper
privileges.

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Property Description

Document Handle The document number assigned to the document when it was brought
into the system. This is the only place in the system where the internal
document handle for a document is displayed. The document handle
can be used to retrieve a specific document and to troubleshoot
problems with the document.

Document Name The Auto-Name string of the document.

Batch Number The number of the batch in which the document was brought into the
system. A batch number is displayed if the document was brought into
the system through a process such as COLD.

Document Date The date used by the system to refer to the document. This date is
used during searches limited by date. The document date is assigned
to a document during import.
Note: If the has been open overnight, the system date and Document
Date may reflect the previous day's date. If this has occurred, close
and re-open the so that the correct Document Date is stored.

Archival Date The date on which the document was imported into the system. If
an invoice from December 28, 1996 was brought into the system on
March 11, 1997, December 28, 1996 is the document date and March
11, 1997 is the date stored. This date is used for internal tracking. You
cannot search for documents based on the date stored.
This field also contains the time at which the document was imported
into the system. You cannot search for documents based on the time
stored.

Document Type Number The internal number associated with documents of this Document
Type.

Document Type Name The name of the Document Type to which the document belongs.

Document Status Displays the document's position in the system. If the document is
retrievable, a status of 0 is displayed. If the document is in the system,
but not yet available for retrieval, a status of 1 is displayed. If the
document has been deleted, a status of 16 is displayed.

Document Type Revision Displays which revision of the Document Type the document is using.
Different Document Type revisions can have different configurations.

Revision If the document is revisable, the Revision field displays the latest
revision number of the document. For non-revisable documents, this
field is always set to 1.

Created By The name of the user who processed the document into the system.

Security Value For internal use only.

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Property Description

Page The internal page number for a document. Page numbers start at 0,
and are indicative of the number of files used to display the document.
Text documents typically have only one page, while image documents
typically have several. Virtual E-Forms have no pages, so on a Virtual
E-Form this field would display the tag <Virtual E-Form> instead of a
page number.

Disk Group The number associated with the Disk Group in which the document is
stored.

Volume The volume number in the Disk Group in which the file is stored.

# of Pages and # of Lines The characteristics of the document within the file. These values are
useful for text documents. Non-text documents display the number of
pages as 1 and the number of lines as 0.

File Format The number associated with a configured file format. This number
determines how a document is displayed and printed.

Item Offset and Item Size Describes the physical storage of the document within the file. The
Item Offset is the byte offset into the file for the starting point of this
particular document. The Item Size is the number of bytes in the file
that make up this document.

File Path Lists a partial path to the document. The beginning of the path
depends on the location configured for the document's Disk Group.

Note: Dates and times use the Windows regional settings for formatting.

Send To Options
From an open document or from the Document Search Results list, right-click and choose Send To
to display a sub-menu of document export options. You can also select a document in a Document
Search Results list, then select the Context Menu button in the upper-right corner and choose Send
To.
The options available for any particular document depend on the Document Type, your network
capabilities, which modules you are licensed to use, and the user rights granted to you by your
system administrator.

Display Considerations
For documents sent outside of OnBase(Send To | Clipboard, Mail Recipient, or File):
• An overlay is displayed on the sent or saved document only if the overlay is displayed by default
when you open the document in OnBase.
• Overlays are not displayed on documents sent with a content type of Native Format, Original
Format, or Text (.txt).
• Image document rotations are respected only if the rotation has been saved prior to sending.

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From an Open Document

Note: Some documents, such as Microsoft Office documents, open using an external viewer.
To access Send To options for a document that opens using an external viewer, right-click the
document from a Document Search Results list.
The Send To right-click menu for an image or text document that is viewed within the Document
Viewer may include the following options, depending on your system's configuration:
• Send To | Clipboard: Select to copy the document to the Windows clipboard.
• Send To | Mail Recipient: Select to email the document externally to a specified recipient.
• Send To | Create New Document: Select to create a new document from the current one,
specifying Page Range, Document Type, Document Date, and Keyword Values as needed.
Available for indexed documents only.

Note: Depending on your user rights, the new document may not contain masked Keyword
Values from the original document. See the Encrypted Alpha Keywords module reference guide
or help file for more information.
In the Page range field, type the pages (e.g., 1,5) or range of pages (e.g., 1-5) you want to copy
to the new document. (This option is available for multi-page image documents only.)
• Send To | File: Select to save the document to a specified file.
• Send To | Envelope: Select to include the document in an envelope.
• Send To | Internal User: Select to send the document to another user in OnBase.
• Send To | Create DocPop Link: Select to email a link to the document that can be accessed by
recipients via DocPop.
• Send To | Copy DocPopLink: Select to copy a DocPop URL to the clipboard. You can browse to
a new window and paste the link into the subject line to open the document in DocPop.
• Send To | Create DocPop Link to Page: Select to email a link to the document that will open the
document to the page displayed in the viewer. The link allows the document to be accessed by
recipients via DocPop. This option is only available for text and image documents.

Saving Documents to Files

If you have sufficient privileges, you can save all or part of the document you are viewing as a disk
file that you can access on your computer system or through a network connection.
You can save documents to files in the following ways:
• Text and image documents can be saved from an open document in the Document Viewer.
• PDF documents viewed in the Web Client PDF viewer can be saved from an open document in
the Document Viewer.
• If the OLE or PDF document opens in its native application (such as Microsoft Word), you may be
able to save the document externally by selecting File | Save As from the application.
The following steps describe how to save one or more documents to a file:
1. From an open text or image document, right-click and select Send To | File, or click the Save to
File toolbar button.

Note: If you rotate an image without saving the rotation before sending it to file, the rotation will
not be saved to the file.

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The Save to File dialog box is displayed.

2. Select a content type from the drop-down list.

The client automatically selects a content type based on the document selected (for example,
Image (.tif) is the default content type for PCL, DJDE, AFP, and all other image file formats). The
last used content type may also be preselected.

Note: Depending on the file type of the selected document, not all of the following content types
may be available.

Option Description

Original Format or Saves or sends the selected documents in the format in which they are
Native Format stored in OnBase(for example, OLE documents such as Word documents
and PDFs, uncompressed text documents, most image documents).
The following limitations apply when using the Native Format option:
• Overlays are not applied.
• For multi-page image documents, including TIFFs and GIFs, this
option saves the document as a single-file TIFF file.
• This content type is only available if the selected documents can be
successfully saved or mailed in their original formats.

Rendered Format or Saves or sends each of the selected documents in the format that most
AutoDetect Format represents a viewable document outside of OnBase. For example, an E-
Form or Virtual E-Form is saved as an HTML file.

PDF (.pdf) Saves or sends the selected documents as PDF files. For multiple
documents selected, each document is converted to a separate PDF.
Available for documents with any of the following file formats:
• Image file format
• PCL
• PCL with overlay
• PDF
• Text report format
• Text report format with overlay
• XML with style sheet

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Option Description

Encrypted PDF (.pdf) Sends the selected documents as encrypted PDF files. Each selected
document is encrypted as a separate PDF. Upon choosing this content
type, you will be prompted to enter a password, which the recipient will
need to enter upon opening the attachment.
Available for documents with any of the following file formats:
• Image file format
• PCL
• PCL with overlay
• Text report format
• Text report format with overlay

Image (.tif) Saves or sends the selected documents as TIFF files.

Available for documents with any of the following file formats:
• Image file format
• PCL
• PCL with overlay
• Text report format
• Text report format with overlay
Note: If a text document is configured to display an overlay by default,
then the text document will be saved as an image with the overlay
applied.

Text (.txt) Saves or sends the selected documents in plain text format.
Available for documents with a text report format.
Overlays are not applied.

HTML (.htm;.html) Saves or sends the selected documents in .htm or .html format.
Available for documents using HTML and MHTML (for example, E-Forms,
V-Forms).

ZIP (.zip) Saves or sends the selected documents as a ZIP file.

Available for any document or group of documents.

3. If you selected a content type of Image (.tif), the following options are displayed:

Option Description

Annotation and/or Note Saves the document with any annotations and note icons displayed
Icon On Document on the document. If you move a note before saving the document, the
note is displayed in its last saved location. Note locations are saved
when a document is closed.
Note: When saved, annotations and icons are the same size as they
appear on the document when it is scaled to 100%.

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Option Description

Note Text On Document Saves the document with the title and text of any notes in that note's
location on the document, along with the name of the user that
created the note and the date and time it was created. If this option
is selected with Annotation and/or Note Icon On Document, the
text is displayed below the icon. If you move a note before saving
the document, the note is displayed in its last saved location. Note
locations are saved when a document is closed.
Note: This option is not respected by Overlapped Text annotations.

4. If you are saving a PDF document from OnBase, the following option is displayed:

Option Description

Export Notes with Saves the document and converts any OnBase notes and annotations
Document on the document into Adobe Acrobat comments and drawing
markups.

5. If you selected a content type of Encrypted PDF (.pdf), you must enter a password to encrypt
the file.
6. Select the document pages you want to save.

Option Description

All Saves all pages. This is the only available option for documents
saved using the Send To | File option from the Document Search
Results list.

Current Page Saves only the current page.

Pages Saves a range of pages. Page ranges can be entered as a compound

selection such 1-5,12,22,31-100,200. Selecting a page range in the
Image (.tif) format results in a multi-page TIFF file.

7. Click OK. The Save As dialog box is displayed.

8. Modify the file's name and location as needed. See File Naming Conventions on page 154 for
more information.
9. Click Save to save the file. Certain characters will be substituted in the file name upon saving.

File Naming Conventions

When you save a document to file, the default File Name is based on the document's Auto-Name.
For example, if the document name is Checking Statement Acct#1020 and you save it as a .tif file,
the default file name is Checking Statement Acct#1020.tif

Note: The Auto-Name may be truncated to keep the file name below 256 characters. A Microsoft
limitation restricts the full path to a file to a maximum of 260 characters. For more information, see
http://msdn.microsoft.com/en-us/library/aa365247(VS.85).aspx.

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If the default Save As location already contains a file with a matching file name, OnBase
automatically appends the new file's name with an underscore and an incremental number. For
example, if Checking Statement Acct#1020 already exists in the default Save As location, OnBase
will name the new file Checking Statement Acct#1020_1.tif. See Character Substitutions on page
155 for more information.

Character Substitutions
Certain characters will be substituted in the file name upon saving. Substitutions are as follows:

Auto-Name Character Replaced With

\ and / -

: _

* +

? !

< [

> ]

“ _

| !

' _

; _

space _

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Send To | Clipboard - Copying Documents to the

Clipboard
If you have sufficient user rights, you can copy the document that you are viewing to the Windows
clipboard.

Note: This functionality is only available if your Web Server solution is configured to use a secure
(HTTTPS) connection.

To copy a document to the clipboard:

1. From an open text or image document, right-click and select Send To | Clipboard. The Copy to
Clipboard dialog box is displayed.

2. Select a content type from the drop-down list.

Option Description

Image (.tif) Copies the selected documents as TIFF files.

Available for documents with any of the following file formats:
• Image file format
• PCL
• PCL with overlay
• Text report format
• Text report format with overlay

Text (.tif) Copies the selected documents in plain text format.

Available for documents with a text report format.
Overlays are not applied.

3. Click OK.

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Send To | Create New Document - Creating New

Documents from Existing Documents
If you have Create New and Save As user rights, you can create new documents from existing text
and image documents stored in OnBase.
Depending on Document Type privileges, the Create New Document option may or may not be
visible or enabled. Note the following:
• If any Document Type in the Document Viewer has Create New privileges, the Create New
Document menu option is visible.
• If the current document in the Document Viewer screen has Copy to Clipboard/Save As
privileges, the Create New Document menu option is enabled.
• If the document is locked by another user, the Create New Document menu option is disabled.

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Create New Documents

To create a new document:
1. From an open text or image document or from the Document Search Results list, right-click and
select Send To | Create New Document. The Create New Document dialog box is displayed.

Note: If the document is currently open in another browser session, a message displays
indicating that a new document cannot be created because the document is locked by another
user.

2. In the Page Range field, enter the pages or page range you want to include in the new document.

Note: The page range option is available for multi-page image documents only.
The page range option is available for multi-page image documents only. A specified page range
is required when creating a new document. You can type complex ranges, such as 1-2,5,8-11.

Tip: The new document will contain the pages you enter in the precise order that they were
entered. For example, if you enter 2-5,1 as your page range, the first page of the original
document will be the last page of the new document.

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3. To delete the specified pages from the original document, select Delete copied pages from
original document.

Note: The Delete copied pages from original document option is not available if the original
document is a single page.
4. Index the new document by specifying the Document Type Group, Document Type, Document
Date, and any Keyword Values.
Depending on your user rights, the new document may not contain masked Keyword Values from
the original document. See the Encrypted Alpha Keywords documentation for more information.
5. If the Create as revision of original document option is available, select the option to create
the document as a revision to the original source document. When this option is enabled, the
Document Type and Keywords are reset to the source document and cannot be modified. This
option is available if all of the following are true:
• The OnBase solution is licensed for EDM Services.
• The source Document Type is revisable.
• You have the proper privileges to create revisions.

Note: A revision of a document cannot be created while the document is locked.

6. Depending on your system's configuration and licensing, the Add To Workflow option may
be available. Select it to add this new document to a Workflow life cycle. This option is only
available when licensed for Workflow and the Document Type is part of an existing life cycle.
7. Click Create New Document. The following is displayed, depending on your selections:
• The new document is displayed on the screen.
• If you chose to delete the copied pages, you are prompted to confirm the deletion. Click Yes
to confirm, or click No to cancel the deletion and return to the Create new document dialog
box.
• If you selected the Create as revision of original document option, the Document
Revisions dialog box is displayed.

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Select the appropriate Save option, and then click Save. The document is displayed on the
screen.

Pages Toolbar - View Document Thumbnails

Document thumbnails are miniature representations of the document pages, which provide a method
of document navigation. Document thumbnails display in the Pages toolbar window in the Document
Viewer. By default, the Pages toolbar is displayed along the right edge of the Document Viewer in a
vertical column.

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Show or Hide Thumbnails

The thumbnail pane can be displayed or hidden. To show or hide thumbnails, expand or collapse the
divider on the right side of the document viewer by clicking on it.

Navigating the Document Using Thumbnails

You can navigate to a different page in the open document by clicking on the thumbnail for that
page.
In documents with a large number of pages, you can use the scroll bar to scroll through the page
thumbnails.

Reordering Pages in a Document Using Thumbnails

If you have appropriate privileges, you can reorder the pages in an image document using
thumbnails.
1. In the thumbnail pane, click the thumbnail of the page that you want to move.
2. Click and drag the thumbnail to its new position. When you release the thumbnail, the thumbnail
pane is updated to reflect the new sequence.

Note: You cannot reorder pages on a read-only document. If you attempt to do so, the system
informs you that the document is read-only and cannot be modified.

Deleting Pages from a Document Using Thumbnails

If you have appropriate privileges, you can remove pages from an image document. Follow these
steps:
1. Hover your mouse over the thumbnail of the page to be deleted.

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2. Click the ellipse on the top-right corner of the thumbnail.

3. Click Delete Page. A confirmation window will be displayed to make sure you really want to
delete the page.

Note: You cannot delete pages from a read-only document. The Delete Page option is unavailable if
the document is read-only.

Options Button - Viewer Options

The Options button in the Viewer Control toolbar allows you to set the default behavior for the user
interface of the Document Viewer.

Use the Options button to set the following items:

• Thumbnail size
• Blank page display preferences

Changing Thumbnail Size

You can set the maximum thumbnail width and OnBase automatically calculates the height
depending on the aspect ratio of the document.
To choose maximum thumbnail width:
1. Click the Options button in the Viewer Control toolbar.

The Viewer Options dialog box is displayed.

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2. Select either of the following options:

a. Small (150): Implies that the thumbnail width in the Pages toolbar will be set to 150 pixels.
b. Medium (255): Implies that the thumbnail width in the Pages toolbar will be set to 255
pixels.
c. Large (360): Implies that the thumbnail width in the Pages toolbar will be set to 360 pixels.
d. Custom: You can specify any width from 150 through 360 pixels.
3. Click Apply to save your changes. OnBase immediately resizes the thumbnails in the Pages
toolbar.

Suppressing Blank Pages

Depending on a document's configuration, you may be able to suppress the viewing of blank page
thumbnails in the thumbnail pane. When this option is enabled, the thumbnails of pages that were
marked as blank will not be displayed in the Pages toolbar.
To suppress blank page thumbnails in the Document Viewer:
1. Click the Options button in the Viewer Control toolbar.

The Viewer Options dialog box is displayed.

2. Select the Suppress Blank Pages check box. Clear the check box if you want the blank pages to
remain in the Pages toolbar.
3. Click OK to save your changes. OnBase immediately changes the display of the thumbnails in the
viewer based on whether or not the Suppress Blank Pages option is enabled or disabled.

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Navigate
Navigate is a feature available for multi-page text and image documents. You can access the
Navigate options by right-clicking anywhere in the open document and selecting Navigate.

Option Description

Go To Page Select Go To Page and type the page number of the page you want
to display.
Note: You can also access the Go To Page dialog by double-
clicking the Page X of Y section of the status bar.

Scale
The Scale feature provides options for viewing documents.

Option Description

Actual Size Displays the document without any viewer scaling (i.e., in the same
aspect ratio in which it was acquired).

Fit Width Scales the display of the current page in the viewer as adjusted per the
maximum width of the page in the viewer.

Fit Height Scales the display of the current page in the viewer as adjusted per the
maximum height of the page in the viewer.

Fit in Window Scales the display of the current page in the viewer according to the
maximum viewer area.

Zoom In Zoom Out Magnifies (Zoom In) or reduces (Zoom Out) the displayed area of the
image in the viewer.

True Size Displays the image at its original size (monitor DPI divided by image DPI
when rendering at 100%).
For example, if you scanned a 3" x 3" paper document into OnBase, the
document displayed at True Size would occupy 3" x 3" of screen space.
Note: Digital images, such as GIF and ICO files, can have undefined
DPIs. For images whose DPIs are undefined, the True Size option uses a
default image DPI of 200.

Process
There are several process options available when viewing documents.
1. From an open document, right-click and select Process.
2. Select one of the process options described in the following table:

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Option Description

Rotate All Pages 180 Rotates all pages of the document 180 degrees from their current
positions.
Note: This option is only available for image documents.

Invert Reverses the colors in the color palette. For example, black pixels
become white and white pixels become black.
A document is inverted only for the duration of its viewing session.
When the document is closed, it resumes its default color properties.
Selecting Save Rotation does not save the inverted document.

3. Right-click and select Process | Save Rotation to save the rotation. A confirmation message is
displayed.

Note: Clicking Save Rotation saves each individual page of the document with any rotations that
have been applied to it.
If you haven't selected the User Option Rotate Auto-Save in the OnBase Client or Web Client,
and you don't select Save Rotation, the document retains the rotation for the current viewing
session and resumes its default display properties upon closing. The document is displayed with
its default properties the next time the document is opened.

Note: You can only save rotations on image documents.

Working with Keywords

Accessing Document Keyword Value
Some documents have one or more Keyword Values displayed automatically when you open the
document. You can also view Keyword Values that are not auto-displayed. Depending on your
system's configuration, these Keyword Values may be masked or read-only.
To access a document's Keyword Values, do one of the following:
• From an open image or text document, right-click and select Keywords to display the Add/
Modify Keywords dialog box.

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The Add/Modify Keywords dialog box is displayed.

From the Add/Modify Keywords dialog box, you can view or edit Keyword Values, depending on your
assigned privileges and the Document Type of the document. Some Document Types are configured
to disallow editing of Keyword Values, which renders a document's Keyword Values read-only.

Note: When editing keyword values that are displayed automatically on an opened document, it may
be necessary to close and reopen the document to correctly auto-display those values.

Adding and Modifying Keywords

Use the Add / Modify Keywords dialog box to view or modify the document Keyword Values. Right-
click an open document or a document name from a Document Search Results list and select
Keywords.

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The title line of the Add/Modify Keywords dialog box displays information about the document. The
first two lines display the Document Type and document name respectively.

Note: If this document is checked out by another user, the Keyword Values will not be able to be
modified regardless of privileges. The Add / Modify Keywords dialog box will be displayed, but all
Keyword Values will be read-only.

Note: You cannot change Keyword Values on E-Forms that have been signed. When a form is signed,
the Add/Modify Keyword dialog box becomes read-only and the re-index menu option is disabled for
the form.

Document Date
The Document Date field displays the date the system matches in a search for documents based on
a date or date range. You can change the date.
Dates use the Windows Regional Settings for formatting.

Keywords
The Keywords section displays the Keyword Types and Keyword Values currently associated with the
document. The Keyword Value is blank if no Keyword Value is currently assigned.
You can use the Add / Modify Keywords dialog box to remove, change, or add a Keyword Value:
• To remove a Keyword Value from a document, delete the contents in the Keyword Type field.
• To change the value, edit the Keyword Value currently residing in the Keyword Type field
• To add another value for a Keyword Type, place the cursor in the Keyword Type field and press
F6, or click the Keyword Type name. An additional field is displayed for the Keyword Type. Fill in
the additional Keyword Value.
You cannot duplicate Keyword Types in Single-Instance Keyword Type Groups or Cascading Data
Sets.
If you duplicate a Keyword Type within a Multi-Instance Keyword Type Group, another instance of the
entire Multi-Instance Keyword Type Group will be added, not just the Keyword Type. This is because
all Keyword Types within the Multi-Instance Keyword Type Group are part of a record. When you
choose to duplicate the Keyword Type, you must duplicate the entire record.
It is recommended that all Keyword Type Values are indexed when a Multi-Instance Keyword Type
Group is duplicated, even if only one Keyword Value is different between the original Keyword Type
Group and additional instances.
A calendar button is available next to date-based Keyword Types, allowing you to select a date from
a calendar. A drop-down arrow may be available for some alphanumeric Keyword Types, allowing you
to select a value from the Keyword Values in the list.
If a security mask is applied to one of the Keyword Types and you have the Access Security
Masked Keywords privilege, the View Security Masked Keyword toggle button is available.
• To view security masked Keyword values without the security mask, click:

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• To view security masked Keyword values with the security mask, click:

Note: In some instances, changing Keyword Values will affect the appearance of your document.
Change Keyword Values carefully.

Viewing and Editing Keywords for HTML Documents

You can view and edit the Keyword Values for a document that is currently displayed in the
Document Viewer or a document that is listed in the Document Retrieval list. You can also view and
edit the Document Date, which is the date assigned to a document when it was imported into the
system.
Some documents have one or more Keyword Values displayed automatically when you open the
document. These Keyword Types are configured by your system administrator to Auto Display.

Note: When editing keyword values that are displayed automatically on an opened document, it may
be necessary to close and reopen the document to correctly auto-display those values.

1. View Keyword Values using one of the following methods:

• From the Document Search Results list, select the document, then right-click and select
Keywords.
• From an open document, right-click and select Keywords.
The dialog box is displayed, allowing you to add or modify Keyword Values.

2. Edit the Keyword Values as needed.

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3. When finished, click Save to exit and save changes, or click Cancel to exit without saving
changes.

Note: You will be unable to modify Keyword Values if the Document Type is configured to Disable
Keyword Editing, if the Keyword Values are locked by another user, or if you have insufficient
privileges. Under these conditions, the values will be shown as read-only text (instead of editable
field values), and the Save button will be disabled.

Mixed Case Keywords

Keyword Types configured for an alphanumeric data type must be assigned a Character Case
setting. There are two Character Case options that may be assigned to a Keyword Type: Uppercase
Values and Mixed Case Values with an option for Case Sensitive Searching.
Keyword Types configured for Uppercase Values store the Keyword Value in uppercase letters,
regardless of how the Keyword Value was entered upon indexing. Keyword Types configured for
Mixed Case Values store the Keyword Value upon indexing exactly how it was entered, using both
upper and lower case characters.
See your system administrator for details on Keyword Types that may be configured for Mixed Case
Values.

Searching on Mixed Case Keyword Values

With Case Sensitive Searching Applied
Whether you are searching for documents through Document Retrieval, cross-references, etc., you
must be aware of the case that was entered when the document was indexed. For example, “JOHN
ADAMS” and “John Adams” are separate values and will not produce the same results if the Keyword
Value is not entered correctly.

Without Case Sensitive Searching Applied

If a Keyword Type does not have Case Sensitive Searching applied to it, then the value you enter on
a document will not depend on the case used when indexed. For example, the Keyword Value when
indexed is “John Adams”. However, when searching you may type in “JOHN ADAMS” and retrieve the
document. In this instance, “John Adams” and “JOHN ADAMS” are not separate values, however, the
Keyword Value will display as it was originally indexed.
See your system administrator for details on Keyword Types that may be configured for Case
Sensitive Searching.

Indexing Mixed Case Keyword Values

When indexing or re-indexing a document, two Keyword Values with the same value, but a different
case may not be stored on the same document.
For example, the values “JOHN ADAMS” and “John Adams” cannot be indexed under the same
Keyword Type on the same document.

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Masked Keywords
Masked Keyword Types must have values entered in a specific format, called a mask format. Fields
for masked Keyword Types prohibit you from typing values that do not satisfy the mask format.
For example, a masked Keyword Type for Social Security Numbers may contain dashes as
static characters and allow users to enter only nine numeric characters. The dashes are entered
automatically as the subsequent characters are typed.
Depending on your system's configuration, a mask may also be applied to certain Keyword Values
upon retrieval.
In the Keyword Panels for retrieving, importing, indexing, and re-indexing documents, the mask
format is displayed below the Keyword Type field, as shown in the following example:

Mask formats are composed of characters that represent the types of characters accepted in a valid
Keyword Value. Use the following table to determine what types of characters you must enter to
satisfy a mask format for a masked Keyword Type.

Mask Format Character Description

A Accepts alphabetic characters only. Special characters such as é

or ñ are allowed.

X Accepts any printable, alphanumeric character (except control

codes).

0 Accepts numeric characters only.

9 Accepts numeric characters and the following symbols: +, -, ., *.

Any other character Accepts only the character displayed in the mask format. For
example, if the mask format is 000-00-0000, then a dash must be
entered for the fourth and seventh characters; all other characters
must be numeric.
Blank spaces may also be used. For example, if the mask format is
0 000, then the second character must be a space.
The Web Client automatically enters these static characters for
you as you type subsequent characters, so you do not need to type
them manually. If a static character is at the end of a mask format,
the Web Client enters it automatically when you type the second-to-
last character.

Viewing Read-Only Keywords

Sometimes you can view, but not modify some or all of the Keyword Values on a document.

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This can be for any of the following reasons:

• Keyword Types can be configured to appear as read-only, as well as masked, to certain User
Groups. If this is the case, the Add/Modify Keywords dialog box will resemble the following:
In the following example, the PO # Keyword Type is configured as read-only at the Document
Type level. The user is unable to modify this Keyword Value. The user is able to modify the other
Keyword Values.

• The User Group that you belong to does not have the right to Modify Keyword Values. The Add/
Modify Keywords dialog box displays in read-only mode:

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• When you elect to view Keyword Values on a document, OnBase displays a message that
someone has the document checked out, or locked. The Add/Modify Keywords dialog box
displays in read-only mode. Depending on your system setup, this happens if a document is
checked out by another user, or if it is persistently checked out.

Note: When you open Add/Modify Keywords or the Re-Index Document dialog box, the document
is locked for your use so you can modify Keyword Values and save the changes. The document is
unlocked when the dialog box is closed. When another user attempts to Add/Modify Keyword Values
or re-index and a document is locked, the user can view the Keyword Values, but not modify them.

Records of Information Using Multi-Instance Keyword

Type Groups
Most Document Types are assigned several Keyword Types, whose values contain information
about the document. Some documents have multiple values for one Keyword Type. For example, a
checking statement could have a Keyword Type called First Name that has both John and Sarah as
values.
Because documents can contain multiple sets of Keyword Values, Document Types have the ability
to maintain records of information. A record of information is a group of Keyword Types whose
individual Keyword Values maintain a relationship with each other when additional Keyword Values
are added to the document.

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Your system administrator configures Document Types with Keyword Types and Keyword Type
Groups.

AutoFill Keyword Set Instance

An AutoFill Keyword Set instance is a Primary Keyword Value and its corresponding Secondary
Keyword Values on a document.
• A document may contain one or more instances, depending upon its configuration.
• Many instances can compose the total AutoFill Keyword Set.

Using AutoFill Keyword Sets When Indexing or Re-Indexing

An AutoFill Keyword Set is a collection of Keyword Values dependent upon a Primary Keyword Value.
If an AutoFill Keyword Set is assigned to a Document Type, a value entered into the Primary Keyword
Type field during indexing of a document triggers the population of the remaining Keyword Types
with values from the AutoFill Keyword Set.

Indexing with AutoFill Keyword Sets

1. When importing a document, enter the first Keyword Value, and then press the Tab key on the
keyboard.
• If the values for the remaining Keyword Types in the AutoFill Keyword Set automatically
populate their respective fields, skip to step 6.
• If you are prompted to select the AutoFill Keyword Set to use, then the Primary Keyword
Value you entered has more than one AutoFill Keyword Set associated with it. Continue to
step 2.
2. If you are prompted to select which AutoFill Keyword Set to use, the Primary Keyword Value has
more than one AutoFill Keyword Set associated with it. For example, both the Plaintiff and the
Defendant may share the same Case#, so there may be two separate sets of values for a Case#
Primary Keyword Value.
• Depending on how your system is configured, you may be allowed to choose one or more of
the AutoFill Keyword Sets.
• If you are permitted to select only one set, the values of your selected set are displayed in the
indexing fields.
• If you are permitted to select multiple AutoFill Keyword Sets, the document is indexed with
values from both AutoFill Keyword Sets.
3. Select the AutoFill Keyword Set(s) from the list and click OK.
4. Keyword Values are displayed according to the order in which their associated Keyword Types
are configured to display on the Document Type. Depending on the AutoFill Keyword Set's
configuration, these values may be read-only.
For example, if a loan document associated with a loan taken out jointly by two customers is
associated with one Keyword Value for Account #, Last Name, and Address, but two different
Keyword Values for First Name, then an additional instance of the First Name Keyword Type is
added after the first and both Keyword Values for First Name are displayed. Only one instance of
a Keyword Value common to both sets is displayed.

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5. You can verify if the Keyword Set Configuration permits multiple sets by checking the Settings.
In the Configuration Module, select Keyword | AutoFill Keyword Sets, select the AutoFill
Keyword Set you want to verify and click Settings.

Note: Your User Group must have rights to that AutoFill Keyword Set to have access to it in the
AutoFill Keyword Sets Configuration dialog box.
The Allow Multiple Keyword Set Selection will be checked if the AutoFill Keyword Set is
configured to allow for more than one set of AutoFill Keyword set values for one Primary
Keyword Value. This setting can be changed once the AutoFill Keyword Set has been created.
6. When all fields are populated, click Import.

Note: If you change the Primary Keyword Value and press Tab, all Secondary Keyword Values are
updated to reflect the new Primary Keyword Value. If you create another Primary Keyword Type
field and enter a second Primary Keyword Value, OnBase adds another set of values associated
with the second Primary Keyword Value while retaining the values associated with the first
Primary Keyword Value.

Note: Every workstation that will be accessing External AutoFill Keyword Sets must have an
ODBC connection that has the same name as the one configured in the Configuration module.
See your system administrator for details. In the case of Web Server, only the Web Server itself
must have the ODBC connection, not the client workstations.

Re-Indexing with AutoFill Keyword Sets

1. While a document is open in the Document Viewer or selected in the Document Search Results
list, right-click and select Re-Index. The Re-Index Document dialog box is displayed.
2. Using the drop-down, select the Document Type to which the document is to be re-indexed.

CAUTION: AutoFill Keyword Sets may unexpectedly re-populate Secondary Keyword Values when
re-indexing to a Document Type associated with the same Keyword Type Group (KTG) or Multi-
Instance Keyword Type Group (MIKTG) as the current Document Type. For more information, see
Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values on page
182.
3. Select the Document Date using the Calendar or by entering a date in the field.
4. If necessary, modify the Keyword Values on the document:
Changing the Primary Keyword Value to another Primary associated with the AutoFill
Keyword Set: If this occurs, all Secondary Keyword Values are updated to reflect the values
associated with the new Primary Keyword Value.
To avoid undesired Keyword Value changes, click on any field in the dialog box before clicking
the Re-Index button. This will trigger the AutoFill Keyword Set and allows the user to review any
changes made to the Secondary Keyword Values before re-indexing the document.
If more than one AutoFill Keyword Set is associated with the same Primary Keyword Value:
Multiple AutoFill Keyword Sets are displayed in a selection box after the Primary Keyword Value
is entered. Depending on how your system is configured, you may be able to select one AutoFill
Keyword Set or you may be able to select multiple AutoFill Keyword Sets.
If you are only permitted to select one AutoFill Keyword Set, the Keyword Values associated with
the AutoFill Keyword Set populate the Keyword Type fields.

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If you are permitted to select more than one AutoFill Keyword Set, the document is indexed with
Keyword Values from all AutoFill Keyword Sets. Only one instance of a Keyword Value common
to both sets is displayed. Additional instances of Keyword Types are added to hold Keyword
Values not common to both AutoFill Keyword Sets.
5. Add Keyword Values to any Keyword Types that are not associated with the previous Document
Type but are associated with the new Document Type.
6. Click Re-Index.
Once the document has been re-indexed, it no longer exists in the database as the original
document, and can only be retrieved using the new Document Type and any new Keyword Values.

Use Keywords for Document Retrieval

Once you have selected a Document Type, its Keyword Type fields appear in the Keywords section. If
a Keyword Type requires you to enter a value to search by, the Keyword Type is displayed in red.

Keyword Types that Contain Relationships

Some Keyword Types have been configured to provide smart searching capabilities for retaining
relationships in retrieval.

Cascading Data Sets

If two or more of the Document Type's available Keyword Types contain drop-down lists and are
ordered in such a way as to show a hierarchical parent/child relationship, the Keyword Types may be
part of a Cascading Data Set.

Multi-Instance Keyword Type Groups

If the Document Type's available Keyword Types are displayed in a collapsed state with a + sign, the
Keyword Types are part of a Multi-Instance Keyword Type Group.
Multi-Instance Keyword Type Groups can display in a collapsed state with only the name of the Multi-
Instance Keyword Type Group showing, or they can display with the Keyword Values in the Keyword
Type Group expanded.
If the Multi-Instance Keyword Type Group is displayed in a collapsed state, click the Expand symbol
next to the first Keyword Type or press Ctrl + O to expand it to show the entire group.

Add Another Value to a Keyword

You can click the Keyword Type name to add another instance of the Keyword Type, or place the
cursor inside the Keyword Type field and press F6.

Note: You cannot add additional instances of Keyword Types that are part of a Single-Instance
Keyword Type Group or a Cascading Data Set.

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Multi-Instance Keyword Type Groups

If the Document Type's available Keyword Types are displayed in a collapsed state with a + sign, the
Keyword Types are part of a Multi-Instance Keyword Type Group.
Multi-Instance Keyword Type Groups can display in a collapsed state with only the name of the Multi-
Instance Keyword Type Group showing, or they can display with the Keyword Values in the Keyword
Type Group expanded.
If the Multi-Instance Keyword Type Group is displayed in a collapsed state, click the Expand symbol
next to the first Keyword Type or press Ctrl + O to expand it to show the entire group.

Using Drop-Down Lists

The fields for some Keyword Types may contain a drop-down list. Select any value from this list as
criteria for document retrieval. If the Keyword Type field contains any characters, values in the drop-
down list are filtered by these characters. Your system administrator determines if a drop-down list
appears for a Keyword Type, and what values will be in the list.
If two or more consecutive Keyword Types contain drop-down lists and are ordered in such a way as
to show a hierarchical parent/child relationship, the Keyword Types may be part of a Cascading Data
Set.

Adding Multiple Values to a Keyword Type

You can add additional values to a Keyword Type when retrieving documents or indexing:
• Place the cursor inside the Keyword Value field and press F6
Multiple values of a Keyword Type are saved with documents only if Keyword Type values are
populated (in other words, the additional Keyword Type field cannot be left blank). Once you delete
the value from an additional instance of a Keyword Type and click Save, the additional instance is
removed.
You cannot add multiple values to Keyword Types in a Single-Instance Keyword Type Group or a
Cascading Data Set. You can add multiple values to Keyword Types in a Multi-Instance Keyword Type
Group.
See your system administrator if you have questions about the configuration of Keyword Types on
the Document Type.

Note: When documents are indexed with multiple instances of the same Keyword Type, multiple
results for the same document can be returned in a Document Search Results list. This occurs
because of the way that OnBase searches for multiple Keyword Values.

Keyword Operators and Extended Search Features

Extended Search Features allow you to narrow or expand your document search when retrieving
documents.

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Relational (Comparative) Operators

Relational (comparative) operators allow you to retrieve documents based on a range of Keyword
Values, as well as exact Keyword Value matches. Select the Document Type Group and Document
Type of the document you want to search for. Click the relational operator button to the left of the
Keyword Type field to toggle through the available operators.
Blank Keyword Values on a document are not compared to the Keyword Values provided during
document retrieval. If you use the <> operator to omit all documents indexed with a specified value,
the search will not return documents that were indexed with a blank value. Some documents indexed
with Keyword Type Groups may be returned, depending on the Keyword Type Group's configuration.
The following operators may be available to search for:

Operator Description

= An exact Keyword Value match.

<> Keyword Values that are not equal to the specified value.

> Keyword Values that are greater than the specified value.

>= Keyword Values that are greater than or equal to the specified value.

< Keyword Values that are less than the specified value.

<= Keyword Values that are less than or equal to the specified value.

" The string literal operator (double quote) used with alphanumeric Keyword Types.
Selecting this button will match the literal string. If a wildcard is used in the string,
the search will look for the exact match, including the wildcard treated as a standard
character.

Note: Available operators vary depending on the Keyword Type. For example, only the =, <>, and "
operators are available for alphanumeric Keyword Types.

Logical Boolean Operators

If you have two or more fields for the same Keyword Type, each of these fields is separated from the
next by one of the following logical operators: And, Or, or To. The current logical operator appears to
the right of the first of the two Keyword Type fields.
You can create an additional Keyword Type field by clicking its name or pressing F6 while your cursor
is positioned in the data entry field of the Keyword Type you wish to add. This automatically inserts a
logical operator button to the right of the original Keyword Type field.
To change the logical operator in use, click the logical operator button, which scrolls through the
available options:

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Operator Description

And Searches for documents containing the Keyword Values preceding and following the
logical operator.

Or Searches for documents containing either the value preceding the logical operator or
the value following the logical operator.

To Searches for all values that are between the two values (i.e., that are greater than or
equal to the first value and less than or equal to the second value). This operator is
unavailable for alphanumeric Keyword Types.

Note: When you use the Or operator and one document has both Keyword Values, OnBase retrieves
two separate records for that document. For example, you perform a search for the Keyword Values
Sarah Adams Or John Adams. If the same document has both values associated with it, then
OnBase displays a record for each occurrence of the Keyword Value (one record for Sarah Adams,
one record for John Adams).
If you have more than two Keyword Values for the same Keyword Type, then the logical operators are
processed in order of occurrence.

Wildcard Characters
A wildcard character can be used to match Keyword Values where one or more characters are
unknown. Wildcards can only be used to match alphanumeric Keyword Values.

Note: Depending on your system's configuration, some alphanumeric Keyword Types may not allow
wildcard characters to be used, or searches that include wildcards may return unexpected results.
Type one of the following wildcard characters directly into the Keyword Type field to search for text
strings containing one or more unspecified characters:

Wildcard Description

* The * wildcard character can be used to replace one or several characters

of a text string. For example, the text string Smit* will find all instances of
both Smith and Smithsonian.

? The ? wildcard character can be used to replace a single character in the

text string. For example, the text string SM?TH will find all instances of
both Smith and Smyth.

Re-indexing
Re-indexing provides the ability to change Keyword Values, Document Date, and Document Type.

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Re-Indexing Documents
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: 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
on page 182.

1. Save any changes that you have made to a document before re-indexing.
2. Perform one of the following actions to open the Re-Index Document dialog box.:
• From an open document or from a Document Search Results list, right-click and select Re-
Index.
• From a Document Search Results list, click the Context Menu button in the upper-right
corner and select Re-Index.

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

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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.

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 on page 182.
4. 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.
5. 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.
Click the Calendar icon next to the Document Date to select a date.
6. Depending on your system configuration, the Initiate Workflow check box may be displayed.
If this check box is selected, a Workflow event is triggered if the creation of a document of this
Document Type is configured to trigger a Workflow process. If this check box is not selected, a
Workflow process is not triggered even if the creation of a document of this Document Type is
configured to trigger a Workflow event.
7. Change Keyword Values as desired. 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

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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 any field in the dialog box before you click
the Index button. This will trigger any AutoFill Keyword Sets that may have been affected by the
Keyword Value change. See your system administrator for information regarding your system's
AutoFill Keyword Set configuration. Click Exit to cancel changes if you get undesired results.
8. To add a new Keyword Type field of the same Keyword Type to the document, place the 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 duplicate 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. Click Re-Index to save your changes and re-index the document. Click Close to cancel changes.

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

Note: 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.

Keywords with Drop-Down Lists

Some Keyword Type fields have drop-down lists from which you can select Keyword Values. Select a
Keyword Value from a drop-down list using any of the following methods:
• Click the drop-down button and scroll to the value you want to select.
• Place the cursor in the Keyword Type fields with the drop-down and press F5 or the drop-down
button to display available Keyword Values. Select a Keyword Value.
• Filter values available from the drop-down list by entering a word and/or character(s) that are
part of the Keyword Value. When you press F5 or the drop-down button, the list displays only
values that match the entered characters. Scroll to your selection.

Note: The F5 function is only available for Keyword Types that are configured to use a drop-down
menu.
If two or more consecutive Keyword Types contain drop-down lists and are ordered in such a way as
to show a hierarchical parent/child relationship, the Keyword Types may be part of a Cascading Data
Set. Selecting a Keyword Value from the parent drop-down list filters the available Keyword Values
from the subsequent child drop-down list. To show all of the available values in a Cascading Data
Set, hold the Ctrl key and click the drop-down arrow.

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Considerations for Re-Indexing Documents and Adding or

Modifying Keyword Values
Note: You cannot re-index a document or add or modify Keyword Values if the document has been
locked by another user. See your system administrator for information regarding Document Lock
Administration.
• Automatically Change Secondary Keyword Values of an AutoFill Keyword Set
If an AutoFill Keyword Set is associated with the Document Type and you modify the Primary
Keyword Value, all Secondary Keyword Values are automatically updated to reflect Keyword
Values in the AutoFill Keyword Set when clicking Re-Index.
• Keyword Values in Multi-Instance Keyword Type Groups
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 in order
to preserve the integrity of the data relationship.
• Re-indexing from a standard Keyword Type that has multiple Keyword Type Values to a Multi-
Instance Keyword Type Group is not supported. It is not supported because it is not known which
instance of the Multi-Instance Keyword Type Group to associate with each Keyword Type Value.
If you must re-index from standard Keyword Types to a Multi-Instance Keyword Type Group, you
must manually enter all of the Keyword Type Values appropriately in the Multi-Instance Keyword
Type Group instances.
• AutoFilled Keyword Values in Keyword Type Groups or Multi-Instance Keyword Type
Groups
Re-indexing a document to another Document Type associated with the same Keyword Type
Groups or Multi-Instance Keyword Type Groups causes any associated AutoFill Keyword Sets to
re-populate the Keyword Values in the Keyword Type Group or Multi-Instance Keyword Group.
If Secondary Keyword Type Values contained in a Keyword Type Group or Multi-Instance Keyword
Type Group initially populated by an AutoFill Keyword Set are changed at any time before the
new Document Type is selected, some or all of the modified Keyword Values are overwritten if an
AutoFill Keyword Set is configured to populate any of those values in the Keyword Type Group or
Multi-Instance Keyword Type Group on the new Document Type. The overwritten Keyword Values
become permanent once re-indexing is complete.

Note: Changing the Primary Keyword Type Value prior to changing the Document Type will
prevent the AutoFill Keyword Set from re-populating Secondary Keyword Type Values after a new
Document Type is chosen, because the AutoFill Keyword Set is not triggered by the modified
Primary Keyword Value, unless the modified Primary Keyword Value is also a Primary Keyword
Value in an AutoFill Keyword Set associated with the new Document Type. Then, the modified
Primary Keyword Value would cause the existing Secondary Keyword Values to be replaced by
the associated Secondary Keyword Values.

Note: This only affects Keyword Type Groups or Multi-Instance Keyword Type Groups. Individual
AutoFilled Keyword Types will retain any modified, individual, AutoFilled Keyword Values when
a document is re-indexed, even if values from Keyword Type Groups or Multi-Instance Keyword
Type Groups are overwritten on the same document.
• Require Changes to Child Values in a Cascading Data Set
A Cascading Data Set is an indexing feature that defines parent/child relationships between
drop-down Keyword Values available on a document or folder. Changing a parent Keyword Value

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in a Cascading Data Set will not update the child Keyword Values that depend on it. For example,
suppose a document is indexed with a selected State and County, where the County Keyword
Value is a child to the selected State Keyword Value. If you change the State Keyword Value, then
the County will retain its original value and will not be updated to reflect the new State.
• Trigger Auto-Foldering
If you re-index a document that is configured for auto-foldering, it will trigger an auto-foldering
process.
• Alter the contents of Dynamic folders
Because Dynamic Folders contain documents according to their Keyword Value, re-indexing a
document or adding or modifying Keyword Values may dynamically move the document from its
current folder to another folder.
• Affect the appearance of your document
The appearance of an XML file format document may change if you add or modify the Keyword
Values or re-index the document. Your system administrator determines whether the document's
appearance is dependent on Keyword Values.
• Affect Workflow
Keyword Values can affect Load Balancing and certain Workflow actions, such as Set Related
Document's Keyword Equal to This Document's Keyword. See the Workflow module reference
guide or help files for details.

Note: Re-indexing a document or adding or modifying Keyword Values may trigger different
results depending upon the Workflow action.
• Notes and Annotations
When re-indexing a revisable document with notes or annotations, the notes or annotations are
not transferred to the next revision. The notes or annotations are only retained on the original
document.

Importing Documents
If configured, you can use the application to upload documents into the system.
Document import consists of a two-stage process. Users either browse to a file location and select
a file to import, or users can drag and drop a file onto the document import screen. The document
is held in an imported Document Queue while Document Type and Keyword information is added.
Once the necessary information is entered, the document can be imported. Depending on your
configuration settings, you can also preview image files for easier indexing.
To import documents:
1. Select the Upload Document type of action configured for your application.

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The Import Document window is displayed.

2. Do one of the following:

• In the Select File field, identify the full file path for the document you are importing. Click the
Browse button and browse to the file location.
• Drag and drop a file onto the Import Document screen.
The selected file is added to the Document Queue list on the Import Document screen.

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3. Select the Show Preview option to preview the document being imported. Only previews of
image files are displayed. Previews are not displayed for PDF documents larger than 100 MB.

Note: This option is only available if it has been configured by your system administrator.
4. Select the Initiate Workflow option to add this new document to Workflow.

Note: This option is only available if your system is licensed for Workflow, the Document Type is
part of an existing life cycle, and the Document Type is not configured to automatically initiate
Workflow when a document is imported.
5. From the Document Type drop-down list, select the Document Type to assign the document to.
(The list includes all Document Types configured for import by your system administrator.)
6. 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.

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• 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.
7. 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.
8. 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.
9. If you make a mistake, use the following buttons available at the bottom of the Import
Document pane 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.

10. Click the Import button in the toolbar at the bottom of the panel. The App Builder 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.
• 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.

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Using External URLs

Clicking on an action configured to open an external URL will open the specified URL in a new
window.

Notes and Annotations

You can apply a note for another user to see, to call attention to a certain part of the document, or to
hide part of a document using notes, staples, annotations, and redactions.

Note: You can view notes on an OLE document (such as a Microsoft Office document or PDF) in the
Notes pane in the Document Viewer. See Notes Pane Viewer for OLE Documents on page 202. To
add, edit, or delete notes on an OLE document, you must use the Notes dialog box. See Notes Dialog
Box on page 194.

CAUTION: If a note, redaction, burned markup, or deficiency is not in the location you expect, do not
save or sign the document until the location has been corrected by your system administrator. When
the document is saved or signed, the pending redaction, burned markup, or deficiency is permanently
placed in the shifted location. The shifting of notes that do not permanently alter the document can
be corrected any time by your system administrator.

Notes Overview
Digital notes can be placed on documents and can be used for many purposes, including the
following:
• Emphasizing specific content within the document
• Clarifying or explaining items in a document

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• Representing the current state of the document.

The characteristics of different Note Types are defined by your system administrator:
• Some notes may be configured to hide by default. To view any hidden notes, you can display a
list of all notes on the document and open any notes from the list.
• Depending on your system setup and user privileges, you may be able to view, modify, delete or
add notes to a Document Type, as well as set privacy options.
• You can type text in notes and search for note text in Document Retrieval or Custom Queries.
Some notes are configured with default text that is also searchable using Document Retrieval or
Custom Queries.
• Typically, notes are configured to show an Auto-Name string in the title bar, identifying the type
of note when it is placed on a document. Other typical items in an Auto-Name string are note
creation date and time and the name of the user who created the note.

Note: Any time or date in the note Auto-Name string (the top line of the note header) respects the
Windows Region and Language settings of the user applying the note at the time the note is added.
The time and date in the second line of the note header respect the Windows Region and Language
settings of the user currently viewing the note.

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Note Icons
Depending on the Note Type configuration and the Document Type, the note may display as an icon,
indicating the type of note, such as a Received stamp.

Note: Note icons can only be displayed on image and text documents.

Options
The Options button on the Viewer Control toolbar allows you to choose whether note icons and
annotations are displayed while you're viewing a document.

View Notes - Open and View Notes or Annotations

Users with the appropriate viewing rights will see most notes and annotations displayed on the
document or displayed as tabs in the Notes toolbar at the bottom of the document.

Viewing Notes
You can view notes or annotations using any of the following methods:
• Right-click a document in the Document Search Results list and click Notes.
• Select a document in the Document Search Results list, then click the Context Menu button in
the upper-right corner and select Notes.
• Double-click the note's icon from the Document Viewer.
• Right-click an open document and select Notes | View Notes.
• Double-click the note in the Notes List toolbar.

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• Double-click the Note(s) section or the Highlight(s) section of the status bar.

If a note or annotation exists on a document, it is listed in the Select Note dialog box.

The list includes the page where the note is found, the note type, the text of the note, and the date the
note was created. Click on the column headings to sort the notes by that column.
Open a note by either selecting the note in the Select Notes dialog box and clicking OK, or by double-
clicking the note in the Select Note list.

Note: Depending on your system's configuration, you may be unable to open certain notes in the
Select Note dialog box. See your system administrator if you have any questions.

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Moving Notes
To move a note, click and drag the note icon on the document. Release the mouse button when you
have moved the note to its new position. The new position is saved automatically.

Note: You cannot move notes outside of the document.

Some Note Types may be configured to always maintain the position where they were created. If you
move a note, its new position is saved only if the Note Type is set up to be movable. Your system
administrator determines whether a Note Type should be movable when the Note Type is configured.

Adding Notes, and Editing and Deleting Notes and

Annotations
Notes and annotations can be added to, edited, or deleted from documents. Before you start working
with Notes and annotations, ensure you have appropriate privileges for adding, editing, or deleting
them.

Note: If you have privileges to create a note but do not have privileges to modify it, you can modify
the note's text and position only during the same viewing session that you created the note. After you
close the document, the note's text becomes read-only. You can reposition the note while viewing the
document, but the note will return to its original position when you close the document.
Take note of the following when working with notes and annotations:
• Notes and annotations may contain messages that can be displayed and edited. If you have
appropriate privileges, you can delete both notes and annotations from the Notes right-click
menu.
• Annotations are created using the Annotations toolbar. To add an annotation to a document, see
the procedure for creating annotations.

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Add a Note
Users with privileges to create notes can add new notes to documents from the Add Note dialog
box. Users can only add notes of the type(s) that his or her User Group(s) has rights to create.

Note: You cannot add annotations to HTML documents.

To create a note:
1. Right-click on the document and select Note | Add Note, or press Ctrl + N. The Add Note dialog
box lists the available Note Types.

Note: The Ctrl + N shortcut is not supported in Chrome.

2. Select a Note Type and double-click, or click OK to add the note.

The note is placed in the upper left-hand corner of the document. You can move the note by
clicking and dragging the note or note icon on the document. The new position of the note is
saved when an action is performed in either the document viewer toolbar or the right-click menu.

3. Edit or type a message in the note's text box. Notes are limited to 250 characters.
• To minimize a note on an HTML document, double-click the note's title bar. The note's icon is
displayed while the note is minimized. To view the note's text, double-click the note's icon.
• To delete a note from an HTML document, click the X in the note's title bar. Click Yes to verify
that you want to delete the note.

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• To change the note type, right-click the note and select Change Note Type. Select a new
note type for the note.

Edit Note or Annotation Text

To edit a note, open the note and edit the note contents. Right-click for text-editing options:

Note: If you are unable to access the text box, you may not have user rights to edit the note.
• Undo- select to undo the last typed action
• Cut- removes selected text and place it on the clipboard
• Copy- retains selected text, but place it on the clipboard
• Paste- inserts clipboard text in to the active area (last place the mouse was clicked)
• Delete- deletes selected text
• Select All- selects all text (including default note text)

Note: Changes to notes and annotations are saved automatically. Notes that are moved off of the
document revert to their last saved position.

Editing Note Type Privacy Options

Privacy options determine whether other users can view, edit, or delete an individual note you
created.
1. To edit privacy options on a specific note, do one of the following:
• Right-click on the note title bar and select Privacy Options.
• Right-click the note in the Notes List toolbar and select Privacy Options.
The Note Type Privacy Options dialog box is displayed.

Some options may be unavailable depending on how the Note Type was set up by a system
administrator.
2. Select one of the following options to restrict other users from performing the corresponding
action.

Privacy Option Description

Disallow View Selecting this check box disallows users from viewing the note.

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Privacy Option Description

Disallow Update Selecting this check box disallows users from updating information on
the note.

Disallow Delete Selecting this check box disallows users from deleting the note.

3. Click OK when you have selected the desired privacy options.

Deleting a Note
Click Yes when prompted to confirm.

Note: You cannot delete an existing note on a locked document. See your system administrator for
information regarding Document Lock Administration.

Changing the Note Type

To change the Note Type of an existing note, navigate to the page of the document the note appears
on, and do one of the following:
• Right-click on the note title bar and select Change Note Type.
• Right-click the note in the Notes List toolbar and select Change Note Type.

Note: The Change Note Type option in the Notes List toolbar is only available when the page the
note belongs to is displayed in the Document Viewer. For example, the option is not available if page
1 is displayed, and the note you right-click is on page 2.
Select the new type of note from the Change Note Type dialog box and click OK.

Notes Dialog Box

If you have appropriate privileges, you can add, view, edit, or delete notes using the Notes dialog box.
The Notes dialog box is available in the following ways:
• Right-click a document in the Document Search Results list, which allows you to work with notes
without opening documents.
• Right-click an open image document in the Document Viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar of the Document Viewer.
• For OLE documents (such as Microsoft Office documents or PDFs):
• Select Edit | Notes from the OLE viewer menu.
• Click Edit on an open note in the Notes pane.
• Click the Add Note button in the Notes pane.
The Notes dialog box is the only way to add, edit, and delete notes on OLE documents in the Web
Client. You can view the number of notes on an OLE document in the Note(s) section of the status

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bar or in the heading of the Notes pane in the Document Viewer. See Notes Pane Viewer for OLE
Documents on page 202 for more information on viewing notes on OLE documents.

Note: If you have privileges to create a note but do not have privileges to modify it, you can modify
the note's text only during the same viewing session that you created the note. After you close the
document, the note's text becomes read-only.

Viewing a Document in the Notes Dialog Box

While working in the Notes dialog box, you can click the Show Document button to view the
document alongside the notes in the dialog box.

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Click Hide Document to hide the document and show only the notes in the dialog box.

Note the following limitations with viewing a document alongside notes in the Notes dialog box:
• Notes can only be added to the first page of a multi-page document in the Notes dialog box.
• Annotations cannot be drawn on a document being viewed in the Notes dialog box.
To accomplish any of these actions, perform them in the Document Viewer, not in the Notes dialog
box.

Viewing a Note in the Notes Dialog Box

To view a note in the Notes dialog box:
1. Open the Notes dialog box using one of the following methods:
• Right-click a document in the Document Search Results list and select Notes.
• Right-click an open document in the Document Viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar.
• From an open OLE document (such as a Microsoft Office document or PDF):
• Select Edit | Notes from the OLE viewer menu.
• Click Edit on an open note in the Notes pane.

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The Notes dialog box displays any notes on the document.

2. Select a note to view any note text in the Note Text box.

Adding a Note in the Notes Dialog Box

The Notes dialog box allows you to add, view, edit, or delete notes on an open document.
To add a note using the Notes dialog box:
1. Open the Notes dialog box using one of the following methods:
• Right-click a document in the Document Search Results list and select Notes.
• Right-click an open document in the document viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar.
• From an open OLE document (such as a Microsoft Office document or PDF), do one of the
following:
• Select Edit | Notes from the OLE viewer menu.
• Click the Add Note button in the Notes pane.

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The Notes dialog box is displayed.

2. Select a note type from the Note Type drop-down list, and click Add. The new note is added to
the Notes list. If the note type is configured to include default text, it is displayed in the Note
Text field.
3. Enter or modify the text of the note in the Note Text field. The character counter displays the
remaining characters allowed in the note.
4. Select the privacy options to enable or disable for the selected note. The following privacy
options are located below the Note Text field:

Note Privacy Option Description

Disallow View Prohibits all other users from viewing the note.
Note: If this option is selected, other users can still successfully search
for text in the note using the OnBase Client, but they will not be able to
view the note.

Disallow Update Prohibits all other users from editing the note.

Disallow Delete Prohibits all other users from deleting the note.

Note: Depending on the configuration of the note type, you may be unable to modify some
privacy options. For more information on note privacy options, see Setting Note Privacy Options
on page 201.

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5. Click Save to save the note to the document and keep the Notes dialog box open, or click Save
and Close to save the note and close the Notes dialog box.

Editing a Note in the Notes Dialog Box

To edit a note in the Notes dialog box:
1. Open the Notes dialog box using one of the following methods:
• Right-click a document in the Document Search Results list and select Notes.
• Right-click an open document in the Document Viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar.
• From an open OLE document (such as a Microsoft Office document or PDF):
• Select Edit | Notes from the OLE viewer menu.
• Click Edit on an open note in the Notes pane.
The Notes dialog box is displayed.

2. Select the note to be edited from the Notes list.

3. Edit the text in the Note Text box. Right-click for additional text editing options. The character
counter displays the remaining characters allowed in the note.
4. Click Save to save the note to the document and keep the Notes dialog box open, or Save and
Close to save the note and close the Notes dialog box.

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Deleting a Note in the Notes Dialog Box

To delete a note from the Notes dialog box:
1. Open the Notes dialog box using one of the following methods:
• Right-click a document in the Document Search Results list and select Notes.
• Right-click an open document in the Document Viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar.
• From an open OLE document (such as a Microsoft Office document or PDF):
• Select Edit | Notes from the OLE viewer menu.
• Click Edit on an open note in the Notes pane.
The Notes dialog box is displayed.

2. Select the note to be deleted from the Notes list.

3. Click Delete Note. You are prompted to confirm the deletion.
4. Click Yes to delete the note.

Note: If you delete a Staple note from the Notes list on one document, the corresponding staple
that was attached to the deleted staple is still displayed on the other corresponding document. If
you do not want the staple on the corresponding document, you must delete it also.

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Setting Note Privacy Options

Depending on your system's configuration, you may be able to set privacy options for notes that you
have created. Privacy options are used to determine whether or not other users can view, change, or
delete a note that you have created.
Consider the following when setting note privacy options in the Web Client:
• Users with administrative rights are always able to view, update, and delete all notes and to view
and set note privacy options for all notes.
• Only the creator of a note (and any users with administrative rights) can view and set the privacy
options of that note.
• If a document is locked, the privacy options for all notes on that document cannot be modified by
any other users. This includes any users with administrative rights.
• The privacy options for a note type may be set by default by your system administrator.
In the Web Client, note privacy options are set in the Notes dialog box. To set note privacy options:
1. Open the Notes dialog box using one of the following methods:
• Right-click a document in the Document Search Results list and select Notes.
• Right-click an open document in the Document Viewer and select Notes | View Notes.
• Click the Note(s) section of the status bar.
• From an open OLE document (such as a Microsoft Office document or PDF):
• Select Edit | Notes from the OLE viewer menu.
• Click Edit on an open note in the Notes pane.
The Notes dialog box is displayed.

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2. Select the note that you want to modify from the Notes list.
3. Select the privacy options to enable or disable for the selected note. The privacy options are
located below the Note Text field. The following privacy options are available:

Note Privacy Option Description

Disallow View Prohibits all other users from viewing the note.
Note: If this option is selected, other users can still successfully search
for text in the note using the OnBase Client, but they will not be able to
view the note.

Disallow Update Prohibits all other users from editing the note.

Disallow Delete Prohibits all other users from deleting the note.

4. Click Save to save the note to the document and keep the Notes dialog box open, or Save and
Close to save the note and close the Notes dialog box.

Notes Pane Viewer for OLE Documents

When viewing a document in the OLE document viewer, the notes on the document are listed in the
Notes pane of the viewer. The OLE document viewer is used to display OLE documents such as
Microsoft Office documents and PDF documents (depending on your configuration).

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The Notes pane displays all of the notes on the document, and each note's color is displayed next to
the name of the Note Type. The total number of notes is also displayed in the heading of the pane.

Note: The Notes pane only allows you to view the notes on the OLE document. To add, edit, or delete
notes, you must use the Notes dialog box by clicking Edit on a note in the Notes pane, or clicking
the Note(s) section of the status bar. For more information on using the Notes dialog box, see Notes
Dialog Box on page 194.
The following functions are available in the Notes pane of the Document Viewer:
• To expand a note and view its contents, click the note in the Notes pane. Click the heading of the
note again to collapse the note.

• To view additional information on a note, expand it and then click More. The note's icon, creation
date and time, and creator's user name are displayed.

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• To edit a note, expand the note and click Edit. The Notes dialog box is displayed, which allows
you to edit the note.

• To add a new note, click the Add Note button at the top of the Notes pane. The Notes dialog box
is displayed, which allows you to create a new note.

• To expand all notes, click the Expand All button at the top of the Notes pane. Click the button
again to collapse all notes.

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• To filter the list of notes, click the filter button at the top of the Notes pane and enter search
terms into the Note Text field. The list is filtered to display only the notes that contain matching
text. Click the red X to remove the filter.

• To hide the Notes pane, click the handle next to the pane.

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Click the handle again to expand the Notes pane.

• If any notes have specific positions on a PDF document, the Notes pane contains a notice
explaining that the document viewer cannot display the position of these notes on the PDF. To
display the positions of notes and note icons on a PDF document, use the Web Client PDF viewer
instead of the web browser's PDF viewer. See your system administrator for more information.

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Annotations
Annotations are similar to OnBase notes. An annotation can be used to call attention to items in a
document, it can contain a message, and it may be represented by an icon. However, annotations
also allow you to call attention to a portion of the document with special markings, such as arrows,
highlights, and ellipses.

Note: If you are viewing a document that has been locked by Records Management, the Annotations
toolbar is locked and cannot be used.
Characteristics such as color and title are predefined when the note is configured for use. Several
types of annotations can be created:
• Arrows typically point to a specific item.
• Ellipses typically circle an area of interest.
• Overlapping Text allows user-defined text to be displayed over the document.
• Highlights place a translucent color over the area of interest.
Redaction annotations can be used to produce an entirely new image document, in which the
annotation is permanently applied to the document.

Note: The Arrow, Ellipse, and Overlapped Text note types are not available for use on all documents.
Availability depends on the file format of the document.

Annotations Toolbar

The Annotations toolbar provides buttons for adding annotations or redactions to a document. You
can show or hide the Annotations toolbar; by default it may be hidden.

Note: If you are viewing a document that is locked by Records Management, the options on the
Annotations Toolbar are selectable, but do not perform any tasks.
You can view, modify, or delete annotations the same way you do notes.

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Button Description

Toggle Redaction lets you draw black or white rectangles over a portion of the document.
The color of the redaction is determined by the adjacent drop-down list. You remain in
redaction creation mode until you click the Toggle Redaction button again.
This option is available for image documents only. You must have sufficient privileges to
modify the document.

Save Redactions saves any redactions that you have added to the document but not yet
saved.
You can save redactions only if the following requirements are met:
• You have sufficient privileges to modify the current document.
• The document is configured to allow redactions.
• The document has an image or text report format.

Toggle Annotation enables you to add one or more annotations to the document by
selecting the annotation(s) from the adjacent drop-down list of available annotation types.
You remain in annotation addition mode until you click the Toggle Annotation button
again.

Note: Not all File Formats allow annotations. See your system administrator if the Toolbars |
Annotations right-click option is not available.

Creating Annotations
If you have sufficient privileges, you can create annotations on text and image documents.
To create and place an annotation on a text or image document:
1. In the Document Viewer toolbar, select the type of annotation from the drop-down list:

2. Enable the selected annotation by clicking the Toggle Annotation button:

3. Using your mouse pointer, define the location and size of the annotation by clicking and
dragging the pointer over the document. Release the mouse button when finished to display the
annotation.

Note: Ensure that the annotation is large enough to be visible. Annotations are required to be a
certain size before they can be created and saved.

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Moving and Resizing Annotations

If you have appropriate privileges, and if an annotation is configured to be movable, you can move
and resize annotations after they have been placed on a document.
To move an annotation on a document, do one of the following:
• Click and drag the annotation to a new location.
• Double-click the annotation, then use the arrow keys on the keyboard to move the annotation to a
new location.

Tip: When using the arrow keys on the keyboard to move an annotation, press and hold the Ctrl key
while pressing the arrow keys to move the note more quickly.
To resize an annotation on a document, do the following:
1. In the Document Viewer, double-click the annotation you want to resize. The annotation is
selected.

2. Click and drag the edges or corners of the annotation until the annotation is the correct size. The
mouse pointer changes to indicate the direction in which the annotation can be resized.
3. When you are finished resizing the annotation, click a different area of the screen to deselect the
annotation.

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Redactions
A redaction is a special kind of annotation used to hide confidential information on an image or
text document. A redaction is a permanent black or white rectangle that obscures an area of the
document.

Redactions can be created and saved on image documents, text documents, and Image Rendered
PDFs that are part of Document Types configured to allow redactions. See your system administrator
to verify whether a Document Type has been configured for redactions.
A redaction cannot be deleted (or undone) once it has been saved. When a redaction is saved,
the redacted document is stored either as a new document in another Document Type or as a
revision of the current document. How the redacted document is stored depends on your system's
configuration.

Note: Depending on your system's configuration, redaction annotations may be available from the
annotations drop-down list. These annotations are supported only in the OnBase Client and Unity
Client and should not be used for creating permanent redactions in the Web Client.

CAUTION: If a note, redaction, burned markup, or deficiency is not in the location you expect, do not
save or sign the document until the location has been corrected by your system administrator. When
the document is saved or signed, the pending redaction, burned markup, or deficiency is permanently
placed in the shifted location. The shifting of notes that do not permanently alter the document can
be corrected any time by your system administrator.

Creating a Redaction
You can apply and save redactions to a document if all of the following conditions are met:
• You have sufficient privileges to modify the document.
• The document's file type supports redactions. Only image and text files can be redacted.

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• The document's Document Type is configured to allow redactions.

Note: You can print redacted documents on an ad hoc basis even if their Document Types are
not configured for redactions. Apply the redactions, and then print the document. Then, close the
document without saving the redactions.

1. Click the Toggle Redaction button from the Annotations toolbar.

2. From the redaction drop-down list, select whether you want to create a black redaction or a white
redaction. If you select Black Redaction, the redacted area will be defined by a black, opaque
rectangle. If you select White Redaction, the redacted area will be defined by a white, opaque
rectangle.
3. Using your mouse, define the location and size of the redaction by clicking and dragging the
pointer over the area you want to redact. Repeat for each area you want to redact.
4. Save the redacted image by clicking the Save Redaction button.
• OnBase displays the message Your redaction has been saved successfully, indicating
that the redacted document has been created. Depending on your system's settings, this
redacted document is saved to another Document Type (the original document may also
be deleted in this scenario), is saved as a revision of the current document, or replaces the
original document.

Note: If your system is configured to save the redacted document as a revision, you may
lose annotations or notes that were applied to the original document. See your system
administrator for questions regarding redaction settings.
• If OnBase indicates that the redaction could not be saved, the Document Type may not be
configured for redactions.
• If the document is closed or refreshed before one or more redactions have been saved, a
message box prompts you to Save Redactions or Close. To save all created redactions, click
Save Redactions. To discard them, click Close.

Note: If you switch between Overlay and Non-Overlay modes, a message is displayed indicating
that the redaction will be removed.

System Interaction
App Builder can interact with additional system modules.

Reporting Dashboards
If Reporting Dashboard is properly configured and OnBase solution is licensed for Reporting
Dashboard, you can access a Dashboard as a source. You can do it by selecting it at the Master
Detail with Sources screen, using a tile on a Quick Access screen, or using a bookmark.

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Once opened, a Reporting Dashboard with preconfigured data is displayed. It is highlighted in the
sources panel.

Depending on application configuration, you can display a document or a folder that the document
belongs to.
For further information, see Reporting Dashboards documentation.

Unity Forms
If your Unity Form is properly configured and your OnBase solution is licensed Unity Forms, you can
create a new Unity Form instance in the application.
Unity Form creation can be accessed from an action, or with a direct link to it.
Unity Form templates are configured in the Unity Forms Designer. For information on Unity Forms
configuration, see the Unity Forms module reference guide or help file.

Workflow
If your Workflow Life Cycle is properly configured and your OnBase solution is licensed Workflow, you
can access Workflow in the application.
The following are possible:
• Viewing Workflow Queues on page 213
• Using Workflow Tasks on a Single Document on page 213
• Using Workflow Tasks on Multiple Documents on page 214
For more information, see the Workflow module reference guide or help files.

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Viewing Workflow Queues

If there are Workflow queues configured for your application, you can access them to see a list of
documents in the queues and to execute selected tasks.
1. Access the Workflow queue. You can do it by following one of these methods:
• Go to the Master Screen with a list of sources and select the source you are interested in.
• Select a preconfigured tile to go to the source directly.
• Use your own bookmark to go to the source directly.
2. A Workflow queue with a list of documents is displayed. It is highlighted in the sources panel.

3. Click the required document once to open it. It is opened in a new window.
4. You can use the arrow to get back to the Workflow queue.

Using Workflow Tasks on a Single Document

When a document is in Workflow and its Document Type is assigned to Workflow, you can execute
the tasks in the Document View window.

Note: To use Workflow tasks, set your browser to allow pop-ups.

1. Do one of the following:

• Go to the Master Screen with a list of sources and select the source you are interested in.
• Select a preconfigured tile to go to the source directly.
• Use your own bookmark to go to the source directly.

Note: Workflow tasks can be executed from any type of source. You do not have to use the
Workflow queue to access them.

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2. Open a document from the source. A Document View is displayed. Workflow tasks are displayed
as buttons in the upper-right corner.

3. Select the desired task. If you do not see the task directly, use the dots button to see more tasks.
4. If the task execution takes longer, a window is displayed saying: "Executing task. Please wait."
5. When the task is finished, you are brought back to the document list.

Using Workflow Tasks on Multiple Documents

You can execute the configured Workflow tasks on multiple documents that share the same task at
the same time. Both system and ad-hoc tasks can be executed this way.
To do this:
1. Select the desired source.

Note: If a document belongs to a Workflow-related document type, the Workflow tasks will be
displayed in every source that you access the document from.

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2. Select documents from the document list. All available tasks shared by the selected documents
are displayed in the upper-right corner.

Note: When the tasks are accessed from a document retrieval source, system tasks are
displayed first and ad-hoc tasks are under the More button.
When the documents are accessed from a Workflow queue, ad-hoc tasks are displayed first and
system tasks are under the More button.
3. Select the task.
4. When the task is finished, you are brought back to the document list.

WorkView
If you are licensed for WorkView, you can create and see WorkView objects in the configured
application.
You can create a WorkView object using an action, or a direct link.
You can open WorkView objects that are associated with a Workflow queue.
For more information, see the WorkView module reference guide or help files.

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