Hyland 17 Unity Client User manual
The Hyland Unity Client 17 is a software application that enables users to access and manage documents and data within the OnBase® system. The Unity Client provides a user-friendly interface for a variety of tasks, including searching for documents, viewing documents, adding and modifying keywords, accessing document history and properties, and much more.
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Unity Client
Version 17
Copyright
Information in this document is subject to change without notice. The OnBase
®
software (the "Software") described in this document is furnished only under a separate license agreement and may be used or copied only according to the terms of such agreement. It is against the law to copy the Software except as specifically allowed in the license agreement. This document or accompanying materials contains certain information which is confidential information of Hyland Software, Inc. and which is subject to the confidentiality provisions agreed to by you.
All data, names, and formats used in this document’s examples are fictitious unless noted otherwise.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright law, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Hyland Software, Inc.
©
2017 Hyland Software, Inc. All rights reserved.
Depending on the modules licensed, the OnBase
®
software may include software developed and copyrighted by third parties, including but not limited to the following:
A2iA CheckReader™ by A2iA Corp;
Adobe
®
PDF Library™ by Adobe Systems Incorporated; dtSearch
®
Text Retrieval Engine by dtSearch Corp.; software or other content adapted from Smart Client – Composite UI Application Block by Microsoft
Corporation © 2005 Microsoft Corporation; software or other content adapted from Microsoft patterns & practices ObjectBuilder © 2006 Microsoft
Corporation;
Nuance™ OCR © 1994-2012 Nuance Communications; portions of imaging code owned and copyrighted by Pegasus Imaging Corporation, Tampa, FL;
Imaging Technology copyrighted by Snowbound Software Corporation, Snowbound.com;
CD-R technology by Sonic Solutions, Inc.; full-text indexing technology by Autonomy;
IDSMail © 2005 by Intuitive Data Solutions; jLex Copyright 1996-2003 by Elliot Joel Berk and C. Scott Ananian;
Rumba by NetManage;
AutoVue by Oracle America, Inc.
Streaming Powered by Wowza Streaming software
All rights reserved.
Further information regarding third-party software included in OnBase can be found in the
About
box within the Software.
Hyland, Hyland Software
®
, and OnBase
®
are registered and/or unregistered trademarks of Hyland Software,
Inc. in the United States and other countries. A2iA CheckReader™ is a trademark of A2iA Corporation.
Adobe
®
PDF Library™ is a trademark of Adobe Systems Incorporated.
All other trademarks, service marks, trade names and products of other companies are the property of their respective owners.
Document Name ....................................................................................................................Unity Client
Department/Group.......................................................................................................... Documentation
Revision Number ................................................................................................................................. 17
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Using the Module Reference Guide (MRG)
If you are unfamiliar with module reference guides (MRGs), please review the content below so that you can more quickly and efficiently locate the information you need.
The MRG is a PDF document containing all available instructions for a module. The content in this
MRG is considered module-specific. You may be referred to another MRG if a referenced function is not specific to this module.
Each MRG typically includes the following chapters:
• Exposure - Provides introductory information and license requirements.
• Usage - Provides procedures for user-facing functionality.
• Configuration - Provides procedures for configuration and system administration.
• Installation - Provides system requirements and installation procedures.
You can open any chapter or section in the MRG by clicking its entry in the Table of Contents.
It is considered a best practice to read through an entire procedure before attempting to complete any of its steps. Pay close attention to notes, tips, and cautions, which can help you better understand the entire process and discover any prerequisites you may not have completed.
The MRGs use notes, tips, and cautions to draw your attention to additional information.
Note:
A note provides supplemental information or highlights behavior you might not expect.
Tip:
A tip describes extra, non-crucial information, such as a shortcut, reminder, or use for a feature you might not think of.
Caution:
Cautions are designed to help protect the system from data loss or severe issues that may arise when an instruction is not followed properly.
Cross-references
are links to related information or additional instructions you may need to complete a task. Click a cross-reference to navigate to the referenced section. To return to the page you were viewing before following a cross-reference, press Alt + Left Arrow until the desired page is displayed.
Searching:
The following search instructions pertain to viewing an MRG in Adobe Reader or Adobe
Acrobat. Some information may not apply to other PDF readers.
• Basic search: Press Ctrl + F. Enter the word or phrase you are looking for in the search box and press Enter to locate each instance.
• Advanced search: Press Ctrl + Shift + F to find all instances of a phrase in an MRG or folder. In the Search dialog box, enter the word or phrase you are looking for, and then select one of the following options:
• In the current document - Searches the document you are viewing.
• All PDF Documents in - Searches a selected folder or directory. If you are unsure of which MRG to search, try searching the folder where your MRGs are located to display all results for the word or phrase.
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Table of Contents
EXPOSURE
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USAGE
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Common Keyword Types for Document Type Groups and Multiple Document Types .......................163
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Example 1: Folder and contents use the same Multi-Instance Keyword Type Group.............233
Example 2: A folder Keyword Type is in the Multi-Instance Keyword Type Group of the content
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CLIENT ADMINISTRATION
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CONFIGURATION
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CONFIGURING ACTIVE DIRECTORY FEDERATION SERVICES (AD FS)
INSTALLATION
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SYSTEM ASSESSMENT TOOL
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WEB APPLICATION OPEN PLATFORM INTERFACE (WOPI) SERVER
BEST PRACTICES
QUICK REFERENCE GUIDE
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E
XPOSURE
Overview
The OnBase Unity Client is a connected, next-generation document management system that offers the familiar look-and-feel of Microsoft
®
Office
®
2013. You can use the Unity Client to easily upload, organize, and retrieve documents.
Exclusive Features
The OnBase Unity Client contains features that are not found in other OnBase clients. These features include:
• Ribbons
• Task panes
• A configurable homepage
• A configurable Favorites list
• List grouping and sorting
• Import preview
• An integrated audio and video viewer
Applications
The OnBase Unity Client is the OnBase integration platform of the future. It:
• Simplifies OnBase access, promoting ease-of-use by presenting OnBase features and functions where users expect to find them.
• Increases adoption and minimizes training and support costs by leveraging userfamiliarity with Microsoft Office 2013 products.
• Improves worker productivity by providing a personalized, task-centric interface with integrated functionality.
• Saves deployment time, effort, and costs through rapid rollout and upgrades using
Microsoft’s ClickOnce technology.
Licensing
A Unity Client Server license is required to use the OnBase Unity Client. A valid Concurrent
Client, Workstation Client, or Named User Client license is also required.
Check your current licensing status by selecting Utils | Product Licenses in the OnBase
Configuration module.
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Concurrent License Override
Concurrent Client license override is a feature that allows a user to log in even if all Concurrent
Client licenses have been consumed. It is offered for emergency situations (e.g., for medical personnel). This feature requires the Emergency Access Concurrent Client license.
1. If a user logs in and the concurrent license limit has already been reached, the following message is displayed:
"You have exceeded the concurrent licensing for product:
Concurrent Client
A temporary license has been granted. Please report this licensing overage to your system administrator."
2. The user will then be allowed access by clicking the OK button.
Definitions
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, in the
ActiveX environment, the Annotations toolbar is selectable, but does not perform any functions. In the HTML environment, 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.
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AutoFill Keyword Set
AutoFill Keyword Sets are used to automate and standardize data entry. The following apply to
AutoFill keyword sets:
• An AutoFill Keyword Set is a configuration of Keyword Types that includes a Primary
Keyword Type and one or more Secondary Keyword Types.
• If an AutoFill Keyword Set is assigned to a Document Type, each set of Keyword
Values (the Primary Keyword Value and its corresponding Secondary Keyword
Values) can be considered an instance.
• A value entered into the Primary Keyword Type field during indexing of a document triggers the population of the remaining Secondary Keyword Types.
When applied to Document Types, AutoFill Keyword Sets increase the speed and accuracy of indexing, especially when indexing large volumes of documents.
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.
Cascading Data Sets
A Cascading Data Set is a set of Keyword Types where the values available in a drop-down list for one Keyword Type vary depending on the value selected from the drop-down list for the previous Keyword Type on the document or folder.
These Keyword Types are arranged to show this parent/child relationship. For example, if State,
County, and City are listed as Keyword Types and displayed in that order, then the available
County values depend on the selected State, and the available City values depend on the selected County.
Changing a parent Keyword Value does not update the child values that depend on it. For example, if you change the State after selecting the County, then the County retains its original value and is not automatically updated to reflect the new State.
Note:
OnBase cannot validate Keyword lengths for externally filled Keyword data sets, but externally filled Keyword data sets must still respect the configured Keyword lengths of the
Keyword Types in OnBase.
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Cross-Reference
A cross-reference is a relationship between a Document Type and one or more other Document
Type(s). This allows you to view related documents by double-clicking on a word or a document region (an account number, for example).
Cross-referencing aids research by making all related documents readily available. For example, a vendor invoice could be configured to allow you to double-click the invoice to retrieve the corresponding purchase order. The purchase order could then in turn be crossreferenced with a corresponding requisition form.
HTML-Based Documents
HTML-based documents can be configured with buttons that will initiate a cross-reference or a custom query.
Custom Queries
Custom Queries allow you to quickly access your most frequently retrieved documents by conducting pre-defined searches.
Document
A document is a piece of information that your organization has chosen to store electronically in the system. Letters, contracts, scanned images of contracts, photographs, and email messages are all examples of documents.
Documents can be retrieved based on Keyword Values that are associated with the document.
Storing documents in the system eliminates the need for paper documents. Documents can be revised, viewed, annotated, and tracked within the system.
Document Handle
A document handle is a unique number that identifies a document. The document handle is assigned to a document when it enters the system.
Document Type
Each document that is brought into the system is assigned to a Document Type. Document
Types group together documents with similar characteristics. For example, a Document Type of AP - PACKING SLIPS might be used to define image files of packing slips. Document Types allow you to work with groups of documents rather than individual documents. For example, you can limit your document searches to only those documents of a certain Document Type.
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Document Type Group
A Document Type Group represents a logical grouping of Document Types in the database.
Document Type Groups allow the system to organize, search for, and locate a document more efficiently.
Document Type Groups also provide a means of applying customized archival and security characteristics to a group of Document Types. For example, certain User Groups can be restricted from accessing a group of Document Types by configuring specific user group characteristics. Other characteristics can be configured to restrict the method of retrieval available to the Document Type (e.g., from the connected database, a third-party system, etc.).
Document Type Groups contain Document Types that have common characteristics. For example, the Document Types of Health Records and Insurance Documents could be grouped together under the Document Type Group of Patient Information.
Envelope
You can place any documents you want into an envelope, regardless of whether they have anything in common. When an envelope is opened, it displays a list of documents that have been placed in it.
Envelopes provide you with a way to group documents together for easy access. Only the envelope’s creator can view that envelope. Envelopes are an alternate way to retrieve documents; the documents remain accessible through standard document retrieval methods.
• Because the entry in an envelope is actually a pointer to the document stored in its
Document Type Group, deleting a document from an envelope will not delete the document from OnBase.
• Similarly, adding documents to envelopes does not duplicate the document in
OnBase.
• There is no limit to the amount or type of documents that can be placed in one envelope.
• You can add a document to more than one envelope.
External Text Search Definition
The External Text Search function allows you to search for text across text-based documents of a selected Document Type. Text-based documents include, but are not limited to, all documents with the following formats:
• Text Report Format
• Dynamic Document
• XML
• AFP
• PCL
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Internal Text Search Definition on page 13
File Cabinet
A file cabinet is the highest organizational unit in a folder hierarchy. The file cabinet helps organize folders for easy retrieval. You can place OnBase folders into different cabinets just as you would physically with paper folders.
Dynamic Folder
Dynamic folders allow users to automatically store documents in folders based on Keyword
Values.
• A dynamic folder contains all documents that match specified Keyword Value criteria and Document Types. Whenever the folder is opened, its contents are updated automatically.
• Documents that are automatically pulled into a dynamic folder are not physically moved. The folder just provides another way for users to easily access the document.
• For documents to be added manually to a folder from within OnBase, the Folder Type must be static or both static and dynamic.
If a folder is both static and dynamic, documents containing Keyword Values not matching the folder Keyword Values can be added manually. If a folder is dynamic only, documents cannot be manually placed in or removed from the folder from within OnBase.
• You can drag documents from outside of OnBase into a folder.
Documents imported using this method can be automatically indexed with the dynamic folder’s Keyword Values, provided that the folder’s Keyword Types also exist on the Document Type. You can change these values in the Import Document dialog box, but if you change a Keyword Value the folder uses to dynamically store the document, then the document will not be dynamically stored in the folder. If the folder can contain static contents, then the document will be statically stored in the folder.
Static Folder
Static folders allow users to manually add and remove documents as needed for a custom organizational hierarchy.
• You can add OnBase documents to a static folder using the OnBase Client, Web
Client, and Unity Client.
• Adding a document to a folder does not physically move the document. Rather, the folder provides another way for users to easily access the document.
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• You can drag documents from outside of OnBase into a folder using the OnBase
Client.
Documents imported using this method can be automatically indexed with the static folder’s Keyword Values, provided that the folder’s Keyword Types also exist on the
Document Type.
• Documents residing in a static folder do not have to share the same Document Type or Keyword Values.
Image Documents
Image documents, such as checks, x-rays, or pictures of real estate can come from several native file formats, such as .tiff, .jpg, or .bmp. Once they are imported into the system, they are stored in their native file format. If the file does not have a native file format when imported, it will be stored as the chosen File Type.
Internal Text Search Definition
The Internal Text Search function allows you to locate search text in an open text-based document, including PCL and other plain text documents or ASCII file formats.
External Text Search Definition on page 11 .
Keyword Data Sets
Keyword Data Sets are used to limit the values that appear in a Keyword Type drop-down select list. When a Keyword Data Set has been configured, users will be able to select values contained in the Keyword Data Set when indexing documents with that Keyword Type. This helps users maintain consistency when indexing documents.
Note:
OnBase cannot validate Keyword lengths for externally filled Keyword data sets, but externally filled Keyword data sets must still respect the configured Keyword lengths of the
Keyword Types in OnBase.
Keyword Types and Keyword Values
Keyword Types and Keyword Values provide the ability to assign descriptions to documents.
Effective indexing and classification of Document Types is essential for efficient document management and retrieval.
The system administrator assigns all Keyword Types to documents in your system.
Keyword Types
Every Document Type has associated Keyword Types. For example, the Check Images
Document Type has the Account #, Check Serial #, and Amount Keyword Types assigned to it.
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A Keyword Type may be used for many different types of documents. For example, you can use a Keyword Type Amount for almost any Document Type for which you need to store an amount.
The system administrator sets up Keyword Types for each Document Type.
Note:
Some Keywords Types are only available to the user upon indexing, re-indexing, Custom
Queries or Workflow. See your system administrator for details regarding Keyword Display
Options.
Note:
System Keyword Types supplied by OnBase cannot be deleted.
Keyword Values
When a document is indexed, its Keyword Types are assigned Keyword Values. A Keyword
Value is the specific value that helps to identify documents in the system.
• Some Keyword Types require their values to be a specific format, such as a date, a number, or a currency value.
Note:
Currency keyword values are limited to 15 characters in length.
• Some Keyword Types will have default values assigned to them, so when you import a document into the system, the default value is displayed in the Keyword Type field.
• Some Keyword Values display automatically on an open document.
Note:
Depending on your system’s configuration, you may be able to change the currency format for Keyword Types that use specific currency formats. If a Keyword Type uses specific currency formatting, a currency button is displayed to the right of the Keyword Type field. Click the button to display a list of available currency formats.
Note:
Depending on your system’s configuration, certain Keyword Types may be masked or appear as read-only at the Document Type level.
Note:
Depending on your system’s configuration, certain Keyword Types may be subject to value validation rules.
Keyword Type Groups
A Keyword Type Group is a collection of Keyword Types assigned as a whole to a Document
Type or Folder Type.
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Each Keyword Type in the Keyword Type Group can have only one instance (unlike Keywords that are not part of a Keyword Type Group, which can contain multiple instances with different values). To allow multiple instances of the Keyword Types contained within a Keyword Type
Group, the Keyword Type Group must be a Multi-Instance Keyword Type Group. Multi-Instance
Keyword Type Groups can contain multiple instances of a Keyword Type Group, much like there can be multiple instances of a standard Keyword. Each instance of a Multi-Instance Keyword
Type Group contains its own instances of the Keyword Types contained within the group, which can have different values between Keyword Type Groups.
For information about using Keyword Type Groups on folders, see the section on working with folder keywords.
See your system administrator for information regarding your system setup related to Keyword
Types.
Multi-Instance Keyword Type Groups
A Multi-Instance Keyword Type Group can be duplicated on a document so that one or more
Keyword Type Groups can be created for the document.
A Multi-Instance Keyword Type Group respects the relationships among Keyword Types within a Keyword Type Group. This is especially important when documents are indexed with more than one record of information.
Multi-Instance Keyword Type Groups are displayed in an expanded state when OnBase is in an indexing mode. Multi-Instance Keyword Type Groups are also displayed in an expanded state when creating a new folder in the OnBase Client. Other instances can be configured to display the Keyword Values in the Keyword Type Groups either expanded or collapsed.
Keyword Type Masking
Keyword Type masking sets a specific format for a Keyword Type which affects the way you work with Keyword Values in OnBase.
Keyword Type masking serves two purposes. The first is to set a specific format for a Keyword
Type, allowing for more efficient indexing and retrieval. Once a mask is defined for a Keyword
Type, OnBase will validate that the Keyword Value entered matches the mask for that Keyword
Type. If the Keyword Value does not match the mask for that Keyword Type, OnBase will display an error message stating that the value is invalid.
Keyword Type masking can also be used for security purposes when displaying certain alphanumeric Keyword Types. When this kind of Keyword Type mask is configured, a portion of the alphanumeric Keyword Type, or the entire alphanumeric Keyword Type, is hidden by the configured mask. For example, a social security number Keyword Type is configured so all but the last four digits of each social security number are masked by the * character. In this example, a user viewing a social security number in OnBase would see *******6789 instead of the actual Keyword Value stored in OnBase, 123-45-6789.
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Note
A note is an explanation or instruction that can be attached to text or image documents. Notes are used to draw attention to content, clarify or explain items, or identify the current state of the document.
You can place a note on a text or image document. Notes remain associated with the page on which they were created, unless they were otherwise configured. For example, if the note was created on page 1 of a two-page document, the note icon appears only on page 1.
Caution:
If an image document, or page is dragged-and-dropped into another image document, then all notes associated with the first document/page are lost. However, if an image document is appended to an existing image document during indexing via matching Keyword
Values, then any notes on that document/page are retained once it is appended to the existing document.
Notes are displayed on all renditions of a document.
Note:
A note has a maximum character length of 250 characters. If a note appears truncated, it is because the note has been configured to use variable text. The variable text is causing the note to exceed the maximum character length of 250 characters. If you are experiencing truncated notes, contact your system administrator.
OLE Documents
OLE is short for Object Linking and Embedding, a standard that allows documents created with one application to be linked or embedded in another application. OLE documents, such as
Microsoft Word documents, retain their original format and links to the applications that created them.
When you have modified a revisable OLE document, upon saving in the source application, a dialog box is displayed asking whether you want to save the changes as a revision of the existing document, or create a new document.
Select the desired option, or click Cancel to exit the dialog box.
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Overlay
An Overlay is an image document that can be displayed, printed, or faxed over a text or image document. For example, text documents containing purchase order information might use an image of a purchase order form as an overlay.
Staples
Staples attach documents together. In most cases, a logical relationship is established between documents that are stapled together. For example, documents related to a single customer can be stapled together or an invoice and its associated purchase order can be stapled together. The user establishes the relationship. OnBase does not require a logical relationship between stapled documents.
Stapled documents are only logically linked. The documents remain separate.
Note:
The Staple icon will not be printed when selecting Note Icon/Annotation on Document in the Print Settings.
Text Documents
Text-based documents have special features available for selecting or searching text.
Examples of text-based documents in the system are ASCII files, PCL documents, text renditions of image documents, text-based documents such as checking statements that have been imported into the system, and system reports or verification reports created during processing.
All text documents in the system are read-only, thus the contents of the text documents themselves can never be modified or deleted. The associated attributes however, such as
Keyword Values, notes, file types or Document Types, can be modified by a user with the appropriate rights. Users with Delete document rights can delete the whole text document, not delete its contents.
Text documents have specific buttons, which are different from the buttons and options available to image documents.
User
Each person using the system is known as a user. When a user logs onto the system, he or she supplies a unique user name and a password.
This allows greater flexibility for system operation. For example, each user can configure his or her workstation settings with personal preferences.
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User Group
A system User Group is similar in concept to a user group on your network. User Groups are granted rights to access system functionality.
Access to various resources, such as scan queues and Document Types are controlled by User
Group rights. A user can be a member of multiple User Groups, in which case the user has access to the sum of all functionality granted for each group.
User Groups provide easier administration because new users inherit the access rights of the group to which they are assigned.
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General Functionality
The following sections describe general functionality available in the OnBase Unity Client. For specific functionality regarding other license-based modules, see their respective help files.
Opening the Unity Client
The Unity Client can be opened by double-clicking the Unity Client executable or a desktop shortcut to it.
Depending on your deployment, you can access it by entering the URL path to the deployment application or by clicking the shortcut to it, if one has been created. When the module is deployed and activated, you are prompted for your logon credentials. After the application has been deployed the first time, it can also be accessed from the Windows Start | All Programs |
Hyland
menu.
When the Unity Client is installed by deploying the installation package to your machine using the URL or UNC path provided to you:
1. Launch the deployment package by opening the URL or UNC path to the
UnityClient<package>.application
file, where <package> is the name of your specific deployment package.
2. If the Publisher cannot be verified dialog box is displayed, confirm that the Name is
Hyland Unity Client
and the From matches the path and file name you were provided.
3. Click Install.
4. The Unity Client is installed. After installation, the logon dialog box is displayed.
Note:
When the installation package is modified by your system administrator, you are prompted to install a new version of the Unity Client.
Logging On
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After you launch the module, the login dialog box is displayed.
1. Enter the required information:
Field Description
Select the data source to connect to from the drop-down list.
Note: This field is displayed only when multiple data sources are available.
Type your OnBase user name.
Type your OnBase password.
2. Depending on your configuration and the module being used, the Remember me on this
computer
check box may be displayed. Selecting this check box stores your login credentials. The OnBase user name and password you provide will be used for subsequent login attempts.
Note:
If you store your login credentials using the Remember me on this computer check box, clicking the Application button and selecting Log Out clears these stored credentials. You will be required to provide your OnBase user name and password the next time you log on.
3. Click Login to log on, or click Cancel to close the dialog without logging on.
4. If the Application Server that you are connecting to is initializing, an initializing message is displayed until the Application Server is ready:
5. If any System Notifications are available, they are displayed after login. The Effective
Date
is shown above each message. Click OK when you are finished reading the notifications.
After logging on to OnBase, these same login credentials may be reused when opening subsequent Unity-based modules. This allows you to move between modules without needing to login. When the same login credentials are being reused, the OnBase login dialog box is displayed while you are automatically logged on.
Note:
Login credentials are only reused when Unity-based modules share the same service path and data source configuration.
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Change Password
Depending on how your system is configured, you may be prompted to change your OnBase login password when logging on. You also may have the ability to change your password after logging on.
1. Type your current password in the Old Password field.
All keystrokes display as dots to maintain security.
2. Type your new password in the New Password field.
3. Re-type your new password in the Verify New Password field.
4. Click OK to save. Click Cancel to exit without changing your password.
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The Unity Client Window
The OnBase Unity Client window has three primary regions: Layout, Ribbon, and Task Pane. The following screen shot displays each region.
The numbers displayed in the screen shot above correspond to the numbers in the following table, where each region of the screen is explained in detail.
Region
A | Tabs
Description
You can use tabs to navigate between different layouts in the Unity Client. Tabs are displayed at the top of the Unity Client window.
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Region
B | Ribbon
Description
The contextual ribbon displays available user actions based on the currently displayed layout. A ribbon is displayed by clicking the corresponding tab. Each ribbon is divided into ribbon groups.
In the above screen shot, the
Home tab is displayed. This tab is available after logging on. The
Home tab is divided into ribbon groups. Ribbon groups are categories of user actions.
Note: You can minimize the ribbon by right-clicking the ribbon and selecting
Minimize the Ribbon. After minimizing the ribbon, you can maximize it by right-clicking and selecting this same option. Your selection is persisted across
OnBase sessions.
Note: Some items on the ribbon may display a notification icon. This is to indicate that there are attachments or new items associated with the action on which it is displayed.
C | Layout
Each screen in the OnBase Unity Client is a layout. Default layouts are included with the OnBase Unity Client.
D | Task Pane
The task pane is displayed dynamically, based on a user action. For example, clicking the Keywords button displays the Add/Modify Keywords pane.
Typically, the task pane is used to display some information that can be referenced briefly and then closed. It is also used for tasks such as adding documents to an envelope, displaying a document’s keywords, notes, and cross references, or managing Favorites and query history.
Windows within the Unity Client can be resized and repositioned as needed. Your adjustments are persisted across OnBase sessions.
Home Tab
The Home tab is displayed after logging on to OnBase:
This tab provides access to common OnBase operations, such as Document Retrieval and
Custom Queries. Depending on your licensing, the Home tab may also contain buttons to access other OnBase modules such as Workflow.
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When the Home tab is selected, the layout that you have configured as your Home Page is displayed. The default layout that is displayed is the Home layout. This layout is described in the following section.
Home Layout
Depending on your configuration, the Home layout may be displayed after logging on.
You can return to the Home layout at any time by clicking Home on the Home tab. If you configured a different layout to be your Home layout, you can return to the Home layout by clicking Home on the Home tab and selecting Reset Home Page.
The Home layout is divided into three panes, described in the following sections.
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Web Sites
The Web Sites pane contains a list of web sites. When you select a web site from the list, it is displayed in the corresponding pane. Web sites can be opened in a new browser window by right-clicking and selecting Open in New Window.
To add or remove web sites from this list, click the gear icon in the Web Sites pane:
Click Add New to add a new web site to the list. The full website URL is required (including http:// or https://). For example, http://www.example.com.
Select an existing site and click Remove to remove a web site from the list.
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RSS Ticker
The RSS Ticker pane displays information retrieved from the RSS or Atom feeds to which you are subscribed. When you select an item from the list, it is displayed in the corresponding pane:
You can use the following buttons in the RSS Ticker pane:
Button Description
Click to move forward in your RSS or Atom feeds.
Click to pause the RSS Ticker. Click the following button to resume:
Click to move backward in your RSS or Atom feeds.
To add or remove web sites from this list, click the following icon in the RSS Ticker pane:
Type the address of a new RSS or Atom feed in the text field and click Add to add a new RSS or
Atom feed. Select an existing RSS or Atom feed and click Remove to remove an RSS or Atom feed.
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To modify the frequency with which your RSS or Atom feeds are updated, select an update frequency (in minutes) from the Update Frequency (Minutes) drop-down list.
To modify the number of RSS or Atom feed items that are displayed, select a number from the
Number of Feed Items
drop-down list.
File Menu
The File menu is used to open previously used layouts and access administrative functionality.
Depending on your configuration and rights, the File menu may contain:
Button
Open In New Window
Troubleshooting
User Options
Administration
Change Password
Recent Activities
Description
Click to open the current layout in a new window.
Click to select from the following:
• Troubleshooting - Click to view the Troubleshooting layout.
• Request Profile Diagram - Click to show the Request Profile
Diagram layout.
Note: See the Troubleshooting Within the Unity Client topic in the
Unity Client help files for more information.
Click to configure user options in the
User Options dialog box.
This menu displays rights-based, permissions-based, and licensebased administration and configuration modules.
•
User Administration - Click to perform user administration from the
User Administration layout.
Note: See the User Administration topic in the Unity Client help files for more information.
• Manage Locks - Click to manage document, Disk Group, or process locks using the
Manage Locks dialog box.
Note: See the Managing Locks topic in the Unity Client help files for more information.
Click to change your OnBase password.
Note: See the Change Password topic in the Unity Client help files for more information.
Select one of your recent activities from the list to return to that layout.
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Button
Help
Log Out
Exit OnBase / Close
Window
Re-launch Client
Description
Click to select from the following:
• Help - Click to open the Unity Client help files.
•
About OnBase - Click to open the About screen. Here you can find the version of OnBase you are running and the associated
Copyright information.
From this screen, you can also view
Connection Information such as FriendlyName, Data Source, and the App Server URL.
Click to log off and log back in as a different user.
If you stored your log on credentials using the
Remember me on
this computer check box, clicking this button clears these stored credentials. You will be required to enter your OnBase user name and password the next time you log on.
The appearance of the Exit OnBase or Close Window buttons depends on whether or not Service Mode is enabled.
While in Service Mode, click Close Window to close the Unity Client window.
Note:
Closing the main client window while in Service Mode closes the embedded document viewer. You will be prompted to save any changes before closing.
While in Service Mode, click
Exit OnBase to log off and exit the
OnBase Unity Client.
The
Re-launch Client button is only available in Service Mode.
Click
Re-launch Client to restart the client. The client is closed, updates are applied, and the client is then reopened.
Note:
The ADMINISTRATOR user, MANAGER user, and users that are part of a User Group with the Usergroup Security or User Configuration Configuration Right also have access to the
OnBase Community
button. Click this button to open the OnBase Software Community web site in your web browser.
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Accessing Keyboard Shortcuts
Keyboard shortcuts allow you to quickly change layouts and perform actions without using your mouse. To discover an action’s shortcut, use the Alt key. For example, the following steps describe how to learn shortcuts for tasks available from the Home tab.
1. On the Home tab, press Alt. Shortcut keys are displayed for the ribbon tabs and File menu:
2. Press F to access the File menu and display its shortcut keys.
Favorites
The Favorites group is used to open and configure your home layout and favorites:
The following buttons are available:
Button
Home
Description
Click to go to your
Home layout.
For more information, see
Using Your Home Page on page 24 .
When you click the bottom part of this button, the following options are available:
•
Make this layout my Home Page - Click to make the currently displayed layout your Home layout.
• Reset Home Page - Click to reset the layout that is displayed as your Home layout to the default.
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Button Description
Personal
Page
Click to go to your Personal Page.
For more information, see Personal Page on page 28 .
When you click the bottom part of this button, the following option is available:
•
Add this layout to my personal page. - Click to add a Unity Client layout to your Personal Page.
Favorites
Click to display Favorite layouts and the following options:
•
Manage my favorites - Click to open the Manage my favorites task pane.
• Add this layout to my favorites - Click to add the current layout to your favorites.
• Layouts already added as favorites
For more information on Favorites, see
Using Your Favorites on page 25
.
Using Your Home Page
The Unity Client Home Page is the layout that is automatically shown upon opening the Unity
Client. The Home Page can be changed to suit your needs.
To access your Home layout, click the Home button:
Setting Your Home Page
Most layouts, including designated WorkView Applications, can be made your Home layout.
Your Home Page selection is saved in the database.
To set your Home Page:
1. Navigate to the desired layout.
2. With the layout active and displayed, click the Home tab.
3. Click the bottom portion of the Home button.
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4. Select Make this layout my Home Page.
The layout will now be displayed when opening the Unity Client or when the Home button is clicked.
Resetting Your Home Page
Your Home Page can be reset to the default layout set by your system administrator. To reset your home page:
1. Click the bottom portion of the Home button.
2. Select Reset Home Page.
Using Your Favorites
Favorites give you the ability to save frequently used layouts in an easily-accessible area in the ribbon menu. Clicking the Favorites button displays your favorite layouts in alphabetical order.
This button persists across all layouts that use the ribbon menu.
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Adding a Favorite
To add a layout to your Favorites:
1. Navigate to the desired layout. Ensure that the layout you wish to favorite is in the current window.
2. Click Favorites | Add this layout to my favorites. Your selected favorites are saved in the database.
Note:
If a layout has already been added to your Favorites, the Add this layout to my favorites button will be changed to say This layout is already in my favorites.
Opening a Favorite
Favorite layouts can be opened to two locations: in the current window or in a new window.
To open a Favorite in the current window, click anywhere on the layout name:
To open a Favorite in a new window, click the Open in New Window button:
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Managing Your Favorites
Clicking the Manage my favorites option opens the Manage my favorites task pane:
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Usage
This task pane lists the layouts that have previously been defined as favorites. These layouts are displayed in alphabetical order. When a favorite layout is selected, the Delete and Rename buttons are available.
Renaming Favorites
Upon adding a layout to your Favorites, a default name is given to the layout. This name can be changed to better suit your needs. To rename a Favorite:
1. Click Favorites | Manage my favorites.
2. Select a Favorite and click Rename.
3. The name is now editable:
Change the name of the Favorite layout as needed.
4. Press Enter to save the new name.
Deleting Favorites
Layouts can be removed from your Favorites by deleting them. To delete a favorite:
1. Click Favorites | Manage my favorites.
2. Select a Favorite and click Delete.
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3. Click Yes when asked if you would like to remove the Favorite:
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Personal Page
Using Your Personal Page
Your Personal Page gives you the ability to access shortcuts and frequently used features from one single page:
Note:
The Personal Page Configuration privilege is needed to add, edit, and delete items on the Personal Page. For additional information, contact your system administrator.
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OnBase features that you have added to your Personal Page are represented as tiles. Numeric values in the bottom right corner represent the number of items in the tile. For example, in the above screen shot, the Browse Folders and File Cabinets tile contains 5 forms. Tiles are also represented by different colors, which are customizable.
• You can move tiles by clicking and dragging them.
• Some tiles can be refreshed by clicking the Refresh icon on the tile:
• To rename an existing tile, right-click it and select Rename Tile. Enter a new name for the tile and click OK.
• To change a tile’s color, right-click it and select Pick Color. A box containing color options is displayed. Click to select the color of your choice. The tile will now display your selected color.
To search tiles, type a term in the Search Tiles field. Tiles that contain terms matching your search criteria remain in focus with matching terms displayed. Tiles that do not contain terms matching your search criteria are faded out and only tile contents that match your search criteria are visible:
To clear search criteria, click Clear.
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Administrative Tiles
Tiles may be assigned to you by administrators. Required tiles will be displayed in their own section of your Personal Page. The tiles that you add or modify yourself are displayed in the My
Tiles
group. Changes made by administrators to the enforced tiles will be shown in your
Personal Page upon refreshing the layout.
Editing Administrator Suggested Tiles
Administrator Suggested Tiles can be edited or deleted like any other tile on the Personal Page.
Changing the name, title, description, and color of the tile will retain the connection to the original Administrator Suggested Tile. When the administrator updates the tile, the tile on your
Personal Page will be updated accordingly. However, if you change the configuration of a tile
(such as when you change the search criteria for a Custom Query Results tile) or delete the tile, the connection to the original Administrator Suggested Tile is broken. When an administrator updates that tile, you will receive a new tile with the new configuration and, if it hasn’t been deleted, the tile you originally edited will remain on your Personal Page.
Changes you make to Administrator Suggested Tiles on your Personal Page do not impact other users.
Adding Items to Your Personal Page
The following can be added to your Personal Page:
• OnBase Layouts
• Documents
• Folders
• Custom Queries
• Custom Query Results
• Document Knowledge Transfer Reading Groups
• Document Tracking folders and folder lists
• E-Forms/Unity Forms
• Full Text Search (Full-Text Indexing Server for Autonomy IDOL)
• Workflow queues (including load balanced queues)
• Workflow Combined Inboxes
• Internal Mailbox (with a list of unread messages)
• Individual Document Templates
• WorkView Applications, Filters, and Objects
• Import Tiles with specified Document Types
• Dashboards and Dashboard items
Generally, individual items and folders can be added to the Personal Page by right-clicking the item you wish to add and selecting the Add To Personal Page option.
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See the following sections for information on adding different types of items to your Personal
Page.
Note:
Non-document Workflow queues cannot be added to your Personal Page.
Note:
Document Knowledge Transfer Reading Group tiles will only show up to 50 documents.
Tiles may show fewer than 50 documents depending on filter settings. To view all documents, click the Document Knowledge Transfer Reading Group tile header.
Note:
Administrative layouts, which are available from the File menu, are not supported for addition to your Personal Page.
Note:
Items that have been deleted are not automatically removed from your Personal Page. To manually remove Personal Page tiles, see
Removing Personal Page Tiles on page 35
.
Adding Layouts to Your Personal Page
To add a Layout to your Personal Page:
1. With the layout you wish to add to your Personal Page displayed, navigate to the Home tab and click the bottom part of the Personal Page button located in the Favorites group.
2. Click Add this layout to my Personal Page.
Adding Custom Queries to Your Personal Page
To add a Custom Query Results tile to your Personal Page, select Add To Personal Page from the tabbed results page drop-down menu:
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Adding Documents to Your Personal Page
To add an open Document to your Personal Page:
1. Click the Send To button in the Actions group on the Document tab.
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2. From the menu, select My Personal Page.
3. Documents in a hit list can be added to the Personal Page by right-clicking and selecting
Adding Import Tiles with Specified Document Types to Your Personal Page
To add an Import layout tile with a Document Type to your Personal Page:
1. In the Create ribbon group, click the Import button.
2. The Import layout is displayed. Select a Document Type in the Import pane.
3. After a Document Type has been selected, navigate to the Home tab.
4. From the Favorite ribbon group, click the bottom portion of the Personal Page button.
5. Select Add this layout to my Personal Page.
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6. The tile is added to your Personal Page. The name of the tile reflects the Document
Type specified.
Note:
To add an Import tile without a specified Document Type, add the layout to your Personal
Page before selecting a Document Type.
Adding WorkView Filters and Objects to Your Personal Page
WorkView filters and objects can be added to the Personal Page. The same filter or object can be added to the Personal Page multiple times. Depending on layout view, there are multiple ways to add filters or objects to your Personal Page.
Note:
WorkView filter tiles will only show 50 results.
To add a WorkView filter to your Personal Page:
With the filter you would like to add to the Personal Page open, click Add to Personal Page in the Favorites ribbon menu group.
The bottom part of the button also allows you to add the filter to your Personal Page by clicking
Add Filter to Personal Page
. Filters can also be added to the Personal page by right-clicking within the filter and selecting Add to Personal Page | Add Filter to Personal Page.
If any objects are selected, the Add Object to Personal Page portion of the Add to Personal
Page
button is available. Multiple objects can be added at once. Objects can also be added from the filter view by selecting the desired object(s) and selecting Add to Personal Page | Add
Object to Personal Page
from the right click menu.
Note:
If more than five objects are selected for addition to the Personal Page, you will be asked to confirm the action.
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To add an open WorkView object to your Personal Page:
1. In an open object, click the Add to button in the Actions ribbon menu group.
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2. Select Add to Personal Page.
3. The tile is added to your Personal Page.
Opening A Layout or an Item from the Personal Page
To open a layout, you may either click the tile, or area of the tile. The feature is displayed in a new window.
To open an item in a tile, click the item in the list. The item is displayed in a new window.
Note:
Clicking the title on a list tile opens the layout associated with the tile, not the items contained in that tile.
Managing and Configuring Personal Page Tiles
To configure settings for a Personal Page Tile:
1. Click the Configure button on the tile you want to configure:
2. The General Options dialog box is displayed. The following configurable options are available:
Option Tab
General
Option
Title
Description
Color
Description
Modify the title that is displayed on the tile.
Modify the description that is displayed on the tile.
Modify the color of the tile displayed on the Personal
Page.
When you are finished configuring the tile, click Save to save your changes. Click
Cancel
to cancel.
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The following sections describe additional options that can be configured for some Personal
Page tiles:
•
Custom Query Results Tiles on page 35
Custom Query Results Tiles
The following additional items can be configured on the Custom Query Results tile configuration screen:
Option Tab
Custom Query
Description
This screen allows you to modify the form field values that are used when returning the Custom Query result displayed on the tile. You can add, modify, or remove search terms.
Note:
You can include additional instances of a Keyword Type, or use
Wildcard or Boolean operators to narrow the search.
When you are finished modifying form field values, click Search to run the
Custom Query and validate the results. Click
OK to confirm the results and return to your Personal Page.
Removing Personal Page Tiles
You can remove tiles from your Personal Page if you no longer want the tile, or if the object they link to no longer exists. To remove a tile from your Personal Page, right-click it and select
Delete Tile
. Click Yes to remove the tile. Click No to cancel and keep the tile.
Panes
Some layouts in OnBase consists of one or more panes. An example of a pane is shown below:
To minimize a pane, click the minimize button:
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To maximize a pane that has been minimized, click the maximize button:
Open in New Window
Multiple layouts can be open at the same time by opening additional layouts in new windows.
To open the current layout in a new window, select File | Open in New Window.
The layout is displayed in a new window:
Note:
The Home tab is not displayed in any new windows that you open. It is retained in the original window.
Data Lists
Selecting Multiple Items
Many lists within OnBase support selecting multiple items using the following keyboard shortcuts:
Keyboard Shortcut
Ctrl
Ctrl + A
Ctrl + Shift + End
Ctrl + Shift + Home
Action
Hold and click to select multiple items in a list.
Press to select all items in a list.
Press to select all items below the selected item in a list, including the selected item.
Press to select all items above the selected item in a list, including the selected item.
You can also select multiple consecutive items in a list by clicking and dragging.
Grouping
All lists within OnBase support multi-level grouping. Grouping is done client-side and does not incur a round trip to the database.
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To group a list:
1. Click the bar above the column headings:
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2. The group by area is displayed:
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3. Select a column heading and drag it into the group by area to group the list by that column:
4. Continue selecting column headings and dragging them into the group by area to group the list further.
Any modifications to grouping are automatically saved to the OnBase database and persisted across sessions. To remove any groupings and return to the default display, right-click and select Clear Customizations. To remove individual groupings, select the grouping name and drag it out of the group by area.
Sorting
All lists within OnBase can be sorted in ascending or descending order by column. Sorting is done client-side and does not incur a round trip to the database.
To sort a list:
1. Click on a column heading:
2. The list is sorted in descending order.
3. Click the same column heading to sort the list in ascending order.
Any modifications to sorting are automatically saved to the OnBase database and persisted across sessions. To remove any sorting and return to the default display, right-click and select Clear Customizations.
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Reordering and Stacking Columns
Columns within lists in OnBase can be reordered or stacked.
Any modifications to column order or stacking are automatically saved to the OnBase database and persisted across sessions. To remove any column modifications and return to the default display, right-click and select Clear Customizations.
To reorder columns:
1. Click on a column heading:
2. Drag the column heading to its new location:
3. Release the mouse button.
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4. The column heading displays in its new location:
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To stack columns:
1. Click on a column heading:
2. Drag the column heading to the heading of the column that you want to stack it with:
3. Release the mouse button.
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4. The columns’ contents are stacked:
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Filtering
The following OnBase layouts support filtering:
• Custom Queries
• Document History
• Document Retrieval
• Mailbox
• Users
Filtering options are described in the following subsections.
If you apply filtering to a Search Results list, the search results are updated to indicate the number of matching documents in the following format: [number of matching documents]
Document(s) matched of [number of documents returned by the original query] found
.
Any filtering is automatically saved to the OnBase database and persisted across sessions.
When working with filters, the following right-click options are available:
Option
Clear Customizations
Description
Select to remove any filtering and return to the default display.
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Option Description
Toggle Column Filters
Select to show or hide column filtering options in the given layout.
When you hide filtering options, any applied column filters are also removed.
Clear All Column Filters
Select to clear all applied column filters.
Operators
Operators are available by clicking the operator button:
The following operators are available in all columns:
Operator
Equals
Not equals
Description
Values equal to the value specified in the corresponding drop-down list will be displayed.
Values not equal to the value specified in the corresponding drop-down list will be displayed.
Less than
Values less than the value specified in the corresponding drop-down list will be displayed.
Less than or equal to
Values less than or equal to the value specified in the corresponding drop-down list will be displayed.
Greater than
Values greater than the value specified in the corresponding drop-down list will be displayed.
Greater than or equal to
Values greater than or equal to the value specified in the corresponding drop-down list will be displayed.
The following operators are only available for the specified columns:
Operator
Top
Description
The top number of values specified in the corresponding dropdown list will be displayed.
For example, when
Top is selected and 2 is entered in the ID drop-down list in the Users layout, the two most recently created users are displayed.
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Operator Description
Bottom
Top percentile
Bottom percentile
The bottom number of values specified in the corresponding drop-down list will be displayed.
For example, when
Bottom is selected and 2 is entered in the ID drop-down list in the Users layout, the two users created first
(ADMINISTRATOR and MANAGER) are displayed.
Values in the top percentile of the value specified in the corresponding drop-down list will be displayed.
Values in the bottom percentile of the value specified in the corresponding drop-down list will be displayed.
Contains
Does not contain
Like (wildcards)
Not like (wildcards)
Any values containing the value specified in the corresponding drop-down list will be displayed.
Any values containing the value specified in the corresponding drop-down list will not be displayed.
Values like (including wildcards) the value specified in the corresponding drop-down list will be displayed.
Values that are not like the value (including wildcards) specified in the corresponding drop-down list will be displayed.
Match (regular expression)
Values that match (including regular expression) the value specified in the corresponding drop-down list will be displayed.
For example, typing A*M in the Name column in the Users layout returns the MANAGER and ADMINISTRATOR user names, because both user names contain the letters
A and M.
Does not match (regular expression)
Starts with
Values that do not match (including regular expression) the value specified in the corresponding drop-down list will be displayed.
Does not start with
Values that start with the value specified in the corresponding drop-down list will be displayed.
Values that do not start with the value specified in the corresponding drop-down list will be displayed.
Ends with
Does not end with
Values that end with the value specified in the corresponding drop-down list will be displayed.
Values that do not end with the value specified in the corresponding drop-down list will be displayed.
Drop-Down Lists
Layout data lists can also be filtered using the drop-down lists in each column:
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You can type a value in the drop-down list by clicking to the left of the drop-down list’s arrow.
The following options are available for selection from all drop-down lists:
Option
(Custom)
(Blanks)
(NonBlanks)
Description
Create your own query using the
Custom Filter Selection dialog box.
For more information, see Custom Filter Selection Dialog Box on page 46 .
Blank values for the column are displayed.
Any values for the column are displayed.
The drop-down lists also contain possible values for each selection. For example, the Name drop-down list contains the names of all OnBase users.
Additionally, certain drop-down lists contain the following:
Option
Above Average
Below Average
Description
Above average values for the column are displayed.
Top 10
Top 10 percentile
Below average values for the column are displayed.
Top 10 values for the column are displayed.
Top 10 percentile values for the column are displayed.
Bottom 10
Bottom 10 values for the column are displayed.
Bottom 10 percentile
Bottom 10 percentile values for the column are displayed.
Tomorrow
Rows containing tomorrow’s date are displayed.
Today
Yesterday
Next Week
Rows containing today’s date are displayed.
Rows containing yesterday’s date are displayed.
Rows containing a date in the next week are displayed.
Rows containing a date in the current week are displayed.
This Week
Last Week
Next Month
This Month
Rows containing a date in the last week are displayed.
Rows containing a date in the next month are displayed.
Rows containing a date in the current month are displayed.
Rows containing a date in the last month are displayed.
Last Month
Next Quarter
This Quarter
Rows containing a date in the next quarter are displayed.
Rows containing a date in the current quarter are displayed.
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Option
Last Quarter
Next Year
This Year
Last Year
Year To Date
Quarter 1
Quarter 2
Quarter 3
Quarter 4
January
February
March
April
May
June
July
August
September
October
November
December
Description
Rows containing a date in the last quarter are displayed.
Rows containing a date in the next year are displayed.
Rows containing a date in the current year are displayed.
Rows containing a date in the last year are displayed.
Rows containing a date in the current year, up until today, are displayed.
Rows containing a date in quarter 1 (of any year) are displayed.
Rows containing a date in quarter 2 (of any year) are displayed.
Rows containing a date in quarter 3 (of any year) are displayed.
Rows containing a date in quarter 4 (of any year) are displayed.
Rows containing a date in January (of any year) are displayed.
Rows containing a date in February (of any year) are displayed.
Rows containing a date in March (of any year) are displayed.
Rows containing a date in April (of any year) are displayed.
Rows containing a date in May (of any year) are displayed.
Rows containing a date in June (of any year) are displayed.
Rows containing a date in July (of any year) are displayed.
Rows containing a date in August (of any year) are displayed.
Rows containing a date in September (of any year) are displayed.
Rows containing a date in October (of any year) are displayed.
Rows containing a date in November (of any year) are displayed.
Rows containing a date in December (of any year) are displayed.
You can clear a drop-down list selection or text that you entered by clicking the following button:
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Custom Filter Selection Dialog Box
The Custom Filter Selection dialog box is used to create your own custom filter, and is displayed after selecting (Custom) from a drop-down list:
To create your own custom filter:
1. Click Add Condition.
2. Select an operator from the Operator drop-down list.
3. Type a value or select additional filter criteria from the Operand drop-down list.
4. Your custom filter is displayed below the list of operators.
5. Repeat the above steps to add additional conditions. You can remove conditions by selecting a row and clicking Remove Condition(s).
6. If necessary, modify the logical operator for the row or group.
You can change the logical operator by clicking the following area:
You can also select the row and click the Toggle button.
You can select multiple rows and click ‘And’ Group to use ‘And’ as the logical operator for the group.
You can select multiple rows and click ‘Or’ Group to use ‘Or’ as the logical operator for the group.
7. You can ungroup rows by selecting rows and clicking Ungroup.
8. Click OK to close the Custom Filter Selection dialog box and apply the custom filter to the layout’s data list.
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User Options
Overview
In the User Options dialog box, you can customize the appearance and system functionality for each user. Since settings are assigned per user, they remain in effect at any workstation.
To access the User Options dialog box, click the File menu and select User Options.
The User Options dialog box displays with the General tab selected by default.
You can save user-specific settings on each of the following tabs:
• General: defines Unity Client display features and general behavior.
• Document: defines document display options.
• Document Import: defines document upload options.
• Local Data: allows you to manage local data options.
• Printing: defines printing options.
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• Retrieval Date Options: sets the default date for retrieving documents.
• Service Mode: defines Service Mode options. This tab is only displayed when the
Unity Client is configured to run in Service Mode.
Note:
Some User Options may be enforced by an Administrator with a User Option Policy.
Options that can not be changed will display the following message when hovered over:
Disabled by Group Policy - This option has been disabled by your system administrator
.
Contact your system administrator if you have any questions or concerns regarding the enforced User Option.
Note:
Additional tabs may be available if you are licensed for additional functionalities that use the User Options interface. Information on these User Options is contained in the respective module documentation.
To apply User Options, select the desired options in each tab. Selection controls for options vary (check boxes, text fields in which you can insert a number or date range, etc.). After you have selected the appropriate options, click Save to save your changes and to close the User
Options dialog box. See the sections below for information about each User Option.
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General
General options control OnBase display features and general behavior. The following options are configured on the General tab:
General Options
Confirm Exit/Logoff
Enable Animations
Notify on New Mail
Action When Selected
You are prompted for confirmation upon exit.
Animations are enabled during your current Unity Client session.
Animations are most noticeable when viewing Keywords, Notes, and
Cross- References in the task pane, or when rotating a document.
Disabling animations allows for a smoother visual experience.
Note: In a Remote Desktop environment, this option is disabled and cannot be enabled.
A status message is displayed when new internal mail is received.
In the
Internal Mail Refresh Rate field, type the number of seconds between checking for unread and new internal mail messages and automatically refreshing the internal mail mailbox.
The Internal Mail Refresh field can be set at 0, or any number greater than or equal to 60.
Note: When the
Internal Mail Refresh Rate is 0, the Unity Client will only check for unread internal mail messages immediately after logging on.
Note: After selecting this option or changing the refresh rate, you must log out of OnBase and log back in for it to be in effect.
Internal Mail Refresh Rate Displays the rate (in seconds) at which to check for unread and new mail messages and automatically refresh the Internal Mail Mailbox.
Search Options
Automatically display document viewer with search results
Allow case-sensitive sorting and grouping of search results
Action When Selected
The
Document Viewer pane in the Document Search Results list is automatically displayed.
Enabling this option allows items in the Document Search Results list to be sorted according to alphanumeric case. By default, case is ignored.
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Document
Document
options control settings for documents retrieved in the Unity Client. The following options are available on the Document tab:
Document Options
Automatically open if search returns a single result.
Automatically Display the Notes Task Pane when viewing documents.
Action When Selected
When a Document Retrieval or Custom Query search results list contains a single document, the document is automatically displayed.
If the Automatically display document viewer with search results user option is also selected or the
Document Viewer pane is displayed, the document is displayed in the
Document Viewer pane.
If the
Automatically display document viewer with search results user option is not selected, the document is displayed in a new window.
When a document is viewed, the Notes Task Pane is automatically displayed. The Notes Task Pane is displayed even if no notes are associated with the document.
Note: This option is not respected when viewing documents through the Document Knowledge Transfer module.
Close standalone viewer when viewing
.MSG documents
Open email documents as images
When a .MSG document is viewed, the standalone viewer is closed.
Email documents will open as images in the Document Viewer. When this option is not selected, email documents will automatically open externally in their native application.
Note: Email documents opened in the Document Viewer can be opened externally in their native application by selecting
View in Native
Format from the Viewer Options ribbon group.
Note: Email attachments are not included.
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Document Options
Open Microsoft Office documents using the
Office Business
Application module
Action When Selected
Microsoft Office documents will open in the Office Business
Application for 2007, Office Business Application for 2010, or Office
Business Application for 2013 module.
Note: This option is only available if you are licensed for the Office
Business Application for 2007, Office Business Application for 2010, or
Office Business Application for 2013 modules.
Note: If you are running the 64-bit version of Microsoft Office, this user option is automatically selected, and cannot be disabled. Office documents will always open in the licensed Office Business Application module.
Note: This option is not respected when viewing Microsoft Office documents through the Document Knowledge Transfer module. When viewing Microsoft Office documents through the Document Knowledge
Transfer module, documents are always displayed in the Unity Client
Document Viewer.
Note: This option is not respected when importing a document as a revision.
Disable the Google
Viewer when viewing
Microsoft Office documents
Microsoft Office documents will not be opened using the Google
Services Integration Viewer. Instead, they will open using the OLE viewer, or using the WOPI viewer if it is enabled.
When this option is not selected, Microsoft Office documents will open in the Google Services Integration Viewer if it is enabled.
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Image Options
Hide Notes
Hide Thumbnails
Hide Blank Pages
Auto-Save Flip and
Rotation
Action When Selected
By default, notes icons are not displayed in the Document Viewer.
By default, thumbnails are not displayed in the Document Viewer.
By default, pages of image documents hidden by Blank Page Suppression are not displayed in certain viewers.
If the page number of a suppressed page is selected, that page is still shown as normal. When navigated away from, the page will not be hidden again until the pages are refreshed.
The following items should be noted with Hide Blank Pages:
• The page count includes hidden pages.
• This option applies to documents scanned into OnBase through a batch scan process.
• This option does not apply in Document Separation or the editing layout, when working with signatures, when printing, when emailing, or when saving documents to file.
• This option is only available if the database has been configured for Blank Page Suppression. Contact your system administrator for more information.
Any flip or rotation you apply to an image document is automatically saved.
Image Scale
Fit To Width
Fit To Window
Actual Size
Action When Selected
Image documents are scaled so that their width is the same as the width of the Document Viewer.
Image documents are scaled so that the entire image is displayed in the
Document Viewer.
Image documents are displayed in their actual size.
Auto Display
Keyword Options
Show Always
Show Collapsed
Action When Selected
The Keywords window is displayed when viewing documents containing keywords that are configured to automatically display.
The Keywords window is displayed minimized when viewing containing keywords that are configured to automatically display.
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Auto Display
Keyword Options
Hide
Action When Selected
The
Keywords window is not displayed when viewing containing keywords that are configured to automatically display.
Document Import
Document import options affect how you upload documents. The following options are available on the Document Import tab:
Document Import Option
Clear Document Keywords
After Import
Open Document After Import
Delete Files After Import
Expand Options Panel By
Default
Action When Selected
Keyword Values are cleared from the Keywords pane in the
Import layout after you upload a document.
When uploading a document, the
Open Document After
Import check box is selected by default.
Note: After selecting this option, you must log out of OnBase and log back in for it to be in effect.
This option enables by default the
Delete Files After Import option in the
Options pane on the Import layout. This will delete the document from its original location after it is uploaded.
Select to have the Options pane on the Import layout expanded by default.
Preview Option
Enable Automatic Preview of
Imported Files
Action When Selected
A preview of the file will be immediately displayed in the
Import layout.
When this check box is cleared, a
Preview is currently
disabled message is displayed in the Import layout’s Preview pane after you upload a document. Click the corresponding hyperlink to view the preview of the file.
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Local Data
The local bitmap cache can be cleared from within the User Options dialog.The following option is available in the Local Data tab:
Image Cache Option
Clear Local Image Cache
Action When Selected
Click to clear the local image cache used to store icons and images retrieved from the application server.
Printing
Printing options affect how you print documents. The following option is available on the
Printing
tab:
Printing Options
Use native browser printing behavior
Action When Selected
Printing an Electronic Form (E-Form) or HTML document from the
Document Viewer will print the document using Internet Explorer instead of OnBase. Any print formatting styles within the HTML document is preserved.
Note: This option only applies to printing done directly from the
Document Viewer (for example, by selecting
Send To | Print). When printing from a Document Search Results list, OnBase will always be used to print the document, regardless of whether this option is selected.
Note: Unity Forms always display the browser’s Print dialog regardless of this setting.
Retrieval Date Options
Retrieval date options allow you to set a default date to be used by the system for retrieving documents using the Document Retrieval and Custom Queries layouts. Setting the default date saves time when you frequently search for documents using a specific date or date range.
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The following options are available on the Retrieval Date tab:
Single Date Options
None
Last Weekday
Last Business Day
Yesterday
Today
First of the Month
Last of the Month
Specific Day
Description
No default date is used.
The previous weekday is used as a default. Friday is considered the last day of the week.
The previous business day is used as a default. Saturday is considered the last business day of the week.
Yesterday’s date is used as the default date.
Today’s date is used as the default date.
First day of the current month is used as the default date.
Last day of the previous month is used as the default date.
The specified day is used as the default date.
Date Range Options
Last Month
Current Month
Current Week
Month to Date
Year to Date
Last Number of Days
Description
The date range of the prior month is used as the default date range.
The date range of the current month is used as the default date range.
The date range of the current week is used as the default date range.
The date range extends from the first day of the current month to the current date.
The date range extends from the first day of the year to the current date.
The date range is determined by the number of days specified.
Last Number of Weeks
The date range is determined by the number of weeks specified.
Last Number of Months The date range is determined by the number of months specified.
When you select an option, the date or date range is shown in the Example Dates field.
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Service Mode
Service Mode options affect how the Unity Client functions in Service Mode. Information on the following Unity Client features is displayed on the Service Mode tab:
Unity Client Registration
UnityPop
Unity Automation
Description
Allows for the handling of Unity Pop files.
Allows for automation of the Unity Client by external applications.
Allows the Unity Client to run when Windows starts.
Run At Windows Startup
The location of the Unity Client executable that registered each feature is displayed, along with the version and build of OnBase.
To force registration of these features, which means that they will use the current Unity Client executable if they are not already doing so, click Set Registration.
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Document Retrieval
You can retrieve documents in a variety of ways from within the Unity Client. Retrieval options can be accessed from the Documents ribbon group in the Home tab.
Retrieval options include:
• Custom Queries - See Retrieval Using Custom Queries on page 59
for more information.
• Retrieval without specifying search parameters - See
Specifying Search Parameters on page 58 for more information.
• Retrieval by Keyword Value - See
Document Retrieval by Keyword Value on page 69
for more information.
• Retrieval by Document Date - See
Document Retrieval by Document Date on page 76
for more information.
• Retrieval by Note Search - See Document Retrieval Using Note Search on page 81
for more information.
• Retrieval using External Text Search - See
Document Retrieval Using External Text
for more information.
• File Cabinets - See Folders on page 208
for more information.
• Envelopes - See Using Envelopes on page 266 for more information.
• Query History - See Viewing Recent Query History on page 87 for more information.
• Document Handle - See Document Retrieval by Document Handle on page 88
for more information.
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Document Retrieval without Specifying Search
Parameters
If configured, documents can be retrieved from the Document Retrieval pane without specifying search parameters.
Note:
You may not be able to perform searches without providing some search parameters, depending on your configuration. Contact your system administrator for additional information.
1. In the Home tab, click Retrieval.
2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:
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3. From the first drop-down list in the Document Types and Groups pane, select the
Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one Document Type
Group. You can also select a Document Type Group by typing the name of the Document
Type Group.
4. From the Document Types list, select the Document Type(s) to be included in your search:
You can also select a Document Type by typing the name of the Document Type.
To select multiple Document Types, press Shift or Ctrl as you click.
Note:
Some Document Type Groups do not require you to select a Document Type in retrieval.
To determine whether a Document Type Group is Group Search Enabled, select that Document
Type Group from the drop-down list. If the Document Type Group is Group Search Enabled, the
Find
button is available when the Document Type Group is selected.
5. Press the Enter key or click Find:
Retrieval Using Custom Queries
Custom Queries are queries that have been configured for you by your system administrator, so that you can quickly and easily select the kinds of documents and folders that you most frequently work with.
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Whenever you conduct a Custom Query, its specifications are automatically recorded in a temporary query history, which is maintained for the duration of your current session. At any later time in the same session, you can conduct the same query by clicking Query History on the Home tab, and then selecting the Custom Query from the list in the resulting Query History pane.
Conducting a Custom Query
1. On the Home tab, click Custom Queries.
2. The Custom Queries panel displays all available Custom Queries:
3. If you want to narrow the list of Custom Queries displayed for selection, in the Find field, enter text that is contained in the name of the Custom Query you wish to conduct.
4. Select a Custom Query.
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5. The Custom Query form is displayed:
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6. Some or all of the fields may be filled in automatically.
7. Complete as much of the form as necessary, by selecting, inserting, or editing the appropriate values. If there are instructions at the top of the Custom Query form, be sure to follow them.
If you enter only a From date, all documents from that date forward will be found
If you enter only a To date, all documents from that date backward will be found
If you enter a From and a To date, all documents within the date range will be found
Note:
You can include additional instances of a Keyword Type, or use Wildcard or Boolean operators to narrow the search.
Depending on the configuration of the Custom Query, you may have access to external text search options using the Find Text in Documents pane.
See Document Retrieval Using External Text Search on page 84 for more information on
the options in this pane.
If necessary, click the Clear button or the clear button configured on the Custom Query to clear all fields.
8. Press the Enter key, click the Search button, or click the search button configured on the
Custom Query itself.
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9. Documents that meet the search criteria are displayed, along with the name of the
Custom Query and the number of documents that meet the search criteria:
Note:
If you used the external text search options in the Find Text in Documents pane, search results are displayed in an External Text Search Results window.
Your system may be configured to automatically display one of the selected documents in the Document Viewer.
Depending on a Custom Query’s configuration, documents that meet the search criteria may be automatically grouped by one of the display columns:
Note:
If a Keyword Type that is used as a display column has more than one value for a document, the document will be listed for each Keyword Value.
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The tab contains various buttons. Click the drop-down button on the tab to display additional options.
The tab contains the following buttons:
Button Description
Open in New Window
Click to open the Custom Query results in a new window.
Refresh
Click to refresh the Custom Query results.
Add to Personal Page Click to add the current Custom Query results to your Personal Page. After clicking this button, you can add a description for the tile before it is added to your Personal
Page.
Add to Tile Groups
Click to add the current Custom Query results to a Tile Group. After clicking this button, you can add a description for the tile before it is added to the Tile Group of your choice.
Note: This button is disabled if you are not configured to create or administer Tile
Groups.
Send Query as Link
Click to send the current Custom Query results to an external user. After clicking this button, your e-mail client will open a blank e-mail that contains, depending on your configuration, a Unity Pop link or Unity Pop file to the Custom Query results.
Note: This button is disabled if you are not configured to send Unity Pop links or files.
Caution:
Custom Query results sent as Unity Pop links or files include keywords as un-encoded plain text. Before you send a Custom Query in this way, consider who the recipient is and what keywords are included (i.e. social security numbers).
Close
Note: For more information on sending and receiving Unity Pop links and files, see
Emailing Documents and Links to Documents on page 254
.
Click to close the Custom Query results. These results will no longer be available.
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Depending on your configuration, the Filter tab may be displayed in the Custom Queries
pane. For more information on the Filter tab, see Filtering Custom Query Results on page 66 .
Conducting Multiple Custom Queries
When you conduct multiple Custom Queries, results for each Custom Query are retained on their respective tabs for future use:
Note:
Results are retained for the duration of your OnBase session.
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If you navigate away from the Custom Queries layout, or select a different Custom Query from the list of available Custom Queries, you can return to the list of results by clicking Go To
Results
:
Viewing Folder Custom Query Results
Folder Type Custom Queries work like other Custom Queries, except they retrieve folders rather than documents.
When a Custom Query is used for folder retrieval, the results list displays all folders satisfying the search criteria. A folder may be listed multiple times if it has more than one value for a
Keyword Type that is used as a display column.
The right-click options available for folder search results allow you to perform folder-related tasks, such as viewing folder Keyword Values or displaying Folder History. To open a folder in the File Cabinets layout, double-click it from the list. If only one folder is returned, the File
Cabinets
layout opens the folder automatically.
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Filtering Custom Query Results
Depending on a Custom Query’s configuration, you may be able to filter Custom Query results using the Filter tab in the Custom Queries pane:
When the Filter tab is selected, the Custom Queries pane displays any of the filters that are configured for the Custom Query:
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The following filter types are available:
Filter Type
Instance
Example Description
This filter is displayed as a list of values with the number of instances of that value. As you select and clear values, the Custom Query results list updates accordingly.
Select or clear multiple values by holding the
Ctrl or Shift keys and clicking. Select all values by pressing
Ctrl + A.
Text
Pinch
This filter is displayed as a text box. As you type in the text box, the Custom Query results list is updated accordingly.
When a text filter is configured for an alphanumeric
Keyword Type, such as Vendor Name, a wildcard is automatically applied to the end of the value specified in the text box.
When a text filter is configured for a non-alphanumeric
Keyword Type, such as a number or date, multiple values can be entered in the text box. Separate multiple values with a comma or semicolon. Ranges of values can be entered by using a hyphen. To find all values greater than the value entered in the text box, add a + after the value.
Note: When specifying a date or a range of dates, you must specify a month, day, and year in a date format supported by OnBase.
This filter is displayed as a slider, with two thumbs beneath a sparkline.The sparkline indicates the density of data over the range of values. Pinch the thumbs in this filter towards each other to narrow down the Custom
Query results.
Note: If two or less results are returned by the Custom
Query, pinch filters are displayed as instance filters.
When you apply filters to a Custom Query, the number of documents that meet the search criteria is updated.
The order in which filters are displayed in the Custom Queries pane is determined by your system administrator.
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Use the Reset button to remove any applied filters and return to the original Custom Query results list.
Note:
Filters in the Custom Queries pane are not updated when you apply a filter to a Custom
Query results list. For example, a Custom Query includes an instance filter for Invoice # and a pinch filter for Invoice Amount. Invoice #1110 in your system is in the amount of $200.00.
When you use the pinch filter to narrow down a Custom Query results list to invoices between
$400.00 and $600.00, Invoice #1110 will still be displayed in the Invoice # instance filter.
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Document Retrieval by Keyword Value
Note:
The options available to you will depend upon your User Groups and Rights and the configuration of the Document Types and Groups. See your system administrator for details.
1. In the Home tab, click Retrieval.
2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:
o
Note:
Some Document Types are configured to require Keyword Values to be entered in order
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to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, upload, and adding/ modifying Keyword Values.
Note: User rights are needed to access the Document Retrieval layout and to view documents.
Contact your system administrator for additional information.
3. From the first drop-down list in the Document Types and Groups pane, select the
Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one Document Type
Group. You can also select a Document Type Group by typing the name of the Document
Type Group.
4. From the Document Types list, select the Document Type(s) to be included in your search:
You can also select a Document Type by typing the name of the Document Type.
To select multiple Document Types, press Shift or Ctrl as you click.
Note:
Some Document Type Groups do not require you to select a Document Type in retrieval.
To determine whether a Document Type Group is Group Search Enabled, select that Document
Type Group from the drop-down list. If the Document Type Group is Group Search Enabled, the
Find
button is available when the Document Type Group is selected.
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5. When a Document Type is selected, the Keyword Types with which it is associated are displayed. All documents assigned to a Document Type have the same Keyword Types, but unique Keyword Values. If multiple Document Types are selected, the only applicable Keyword Types are those that are common to all the selected Document
Types.
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6. Type Keyword Values or select Keyword Values from the drop-down list, if available. You can use the Tab key to move to the next Keyword Value field.
When the cursor is in the Keyword Type’s field, you can press F5 to open the drop-down list, if one exists. You can use the up and down arrow keys to select from the Keyword
Values displayed in the drop-down list. When you have selected the appropriate
Keyword Value, press Enter.
If you type a partial value before pressing F5 or opening the drop-down list, the dropdown list will begin with those values that match the partial value.
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.
Note:
You are only able to view the first 100 entries in a drop-down list. To reduce the values displayed in a drop-down list, type several characters into the field before expanding the dropdown list.
Note:
Some searches require you to enter at least one Keyword Value. Search requirements are determined by your system administrator.
7. When you have entered all search criteria, press the Enter key or click Find:
8. All documents that match the search criteria are displayed in a Search Results list. If you used a text search as a method of retrieval, OnBase provides the number of times the search criteria appears in the document, as well as the page(s) on which the items were found.
Note:
OnBase maintains a record of the search criteria used in each search in Query History, so that you can repeat it exactly during a given session.
When retrieving documents by Keyword Value, the following keyboard shortcuts are available:
Keyboard Shortcut
F3
F4
F5
F6
Ctrl + O
Description
Change the operator for the selected Keyword Type.
Change the connector for the selected Keyword Type.
Show the drop-down select list for the selected Keyword
Type.
Add another value for a Keyword Type.
Collapse or expand any Multi-Instance Keyword Type
Groups.
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Document Search Results List
The Document Search Results list is a list of all documents that meet the search criteria in any of the following:
• Document Type
• Document Date
• Keyword
• Note
• Folder
• Envelope
• Custom Query
Each item in a Documents Search Results list identifies the Auto-Name string assigned to the document. How documents are named varies between Document Types. The following example illustrates the appearance of a Documents Search Results list.
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If you are licensed for EDM Services and the Document Type allows revisions, the revision number is displayed next to the document’s Name in a Document Search Results list:
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Viewing Documents
When the Document Viewer pane is expanded, you can view a document by selecting it from the Documents Search Results list:
You can select multiple documents from a Documents Search Results list and right-click to access options.
Note:
If you have multiple documents selected, but do not have consistent privileges for the corresponding Document Types, only the options you can apply to all selected documents are available. Unavailable options are grayed out.
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Thumbnail Viewer
The Thumbnail Viewer displays the selected documents as a thumbnail image of their first page.
Note:
Depending on Document Type, some documents may be displayed as No Image
Available
.
To view selected documents in the Thumbnail Viewer, right-click the selected documents and select Open in Thumbnail Viewer.
Document Retrieval by Document Date
When retrieving documents, you can limit your search to documents with a specific Document
Date or within a certain date range. You can limit results by date when performing searches by
Keyword Value, external text searches, and note searches. A Document Date is assigned to all documents upon import.
Note:
User rights are needed to access the Document Retrieval layout and to view documents.
Contact your system administrator for additional information.
See Document Properties on page 135 for clarification on Document Date vs. Date Stored.
1. In the Home tab, click Retrieval.
2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:
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3. From the first drop-down list in the Document Types and Groups pane, select the
Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one Document Type
Group. You can also select a Document Type Group by typing the name of the Document
Type Group.
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4. In the Keywords and Date Range pane, enter date(s) in the From and/or To fields:
Note:
The character used to separate the parts of the date should be appropriate to your locale. OnBase recognizes slashes (/), commas (,), and periods (.) as date separators.
You can also specify values by:
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• Click the drop-down arrow next to the From or To field: a. A calendar is displayed:
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b. Select a day.
c. The From or To fields automatically populate according to your selection.
• Clicking the Custom Date Range button: a. The Custom Date Range window is displayed:
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Calendar selections are available from the drop-down list at the top of the Custom
Date Range
window. Day Selection is selected by default. Additional options include:
Custom Date Range
Month Selection
Description
Select to show months in the calendar:
Year Selection
Select to show years in the calendar: b. In the calendar, select a day, or click and drag to select multiple days.
c. This date range is displayed below the calendar.
d. To apply the date range, click Apply Date Range.
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e. The From or To fields automatically populate according to your selection.
Date Range Parameters and Corresponding Results
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Date Range Parameter
From left blank, To left blank
From left blank, To valid date
From valid date, To left blank
From valid date, To valid date
From valid date = To valid date
Corresponding Result
Retrieves all documents with document dates from 1/1/
1753 through the current date.
Retrieves all documents with document dates from 1/1/
1753 through the date in the To field.
Retrieves all documents with document dates from the date in the
From field through the current date.
Retrieves all documents with document dates from the date in the From field through the date in the To field.
Note that a valid date can be any date from 1/1/1753 to any date in the future. The only stipulation is that the
From date cannot be greater than the To date.
Retrieves all documents with the specified document date.
Document Retrieval Using Note Search
You can search documents for notes. You can limit your search by Document Type, Keyword
Value, Note Type, note text, note creation date, and the note creator.
Note:
User rights are needed to access the Document Retrieval layout and to view documents.
Contact your system administrator for additional information.
1. In the Home tab, click Retrieval.
2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:
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3. Select the Document Type Group(s) and/or Document Type(s) to search.
4. Click the Note Search hyperlink.
5. The Note Search window is displayed:
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6. Type the note text to search for in the Find What field, or use the drop-down list to select from previous note searches.
7. To add additional search parameters, expand the Options pane:
8. If desired, enter a date range using the From and To fields in the Note Creation Date
Range
search parameter. Entering dates into these fields will limit your search to notes created within that range. You can use the corresponding calendars to select a date.
If no range is specified, OnBase searches for notes created on any date within the selected Document Type(s).
9. If desired, use the Note Owner field to specify the OnBase user who created the note you are searching for.
If no user is specified, OnBase searches for notes created by any user within the selected Document Type(s).
10. If desired, use the Note Type field to specify the type of note you are searching for.
If no Note Type is specified, OnBase searches for notes of any type within the selected
Document Type(s).
If necessary, you can clear search parameters by clicking Clear Search:
11. Click outside the Note Search window, or click Close:
12. The Note Search window closes and the Note Search field displays in the Document
Retrieval
pane:
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13. If you specified note text to search for in the Note Search window’s Find What field, the
Note Search
field contains this text enclosed by quotation marks. If you specified additional search criteria in the Note Search window, the Note Search field contains
+Parameters
.
You can edit the note search by clicking the Note Search hyperlink.
You can remove the note search by clicking the following button:
14. Press the Enter key or click Find:
15. When the search is finished, OnBase displays all matching documents in a Document
Search Results list.
16. Open a document. The document is displayed in the Document Viewer.
Document Retrieval Using External Text Search
If you have sufficient privileges, you can search for specific text in a text-based document assigned to a Document Type or Document Type Group.
Note:
User rights are needed to access the Document Retrieval layout and to view documents.
Contact your system administrator for additional information.
1. In the Home tab, click Retrieval.
2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:
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3. Select the Document Type Group(s) and/or Document Type(s) to search.
4. Click the Text Search hyperlink.
5. The Text Search window is displayed:
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6. In the Find What field, type the text string you want to search for. The string must contain at least two characters, and at least one character in the string must be a letter or a number. Use the drop-down list to select from previous text searches.
7. To add additional search parameters, expand the Options pane:
8. Select a Type Radio Button:
• Text - Searches for alphanumeric text.
• Number - Searches for numeric values and allows the use of the following operators to limit the search: =, >, <, >=, and =<. You can use and, or, and to as operators to search for a range of values. For example, type 2009 and 2010 to find documents containing both 2009 and 2010.
If you are searching for an exact number that is part of an alphanumeric text string, then the number will not be found. For example, if you search for 001 and the actual text is ABC001, then the value will not be found.
• Formatted Number - Searches for numeric values that use formatting characters. For example, to search for all Social Security Numbers greater than 800-00-0000, type >
800-00-0000
in the Search String field. You can use this option with following operators to limit your search: =, >, <, >=, and =<. The and, or, and to operators can be used to search for a range of values. For example, type 800-00-000 to 900-00-0000 to find documents containing values within this range.
Note:
When you search for formatted numbers greater or less than the entered search string, formatted numbers followed by periods are not included in the search results. For example, if the formatted number is the last word in a sentence, then it will be omitted as a result.
Note:
External text searching for currency is not supported.
9. Select one of the following check boxes if necessary:
• Select Find First to search for the first instance of the text.
• Select Use Wildcards to include wild card characters in your text string search criteria.
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• Select Case Sensitive to return only matches that have the same capitalization as the text string search criteria.
• Select Whole Word Match to return matches for an exact word.
• Select Column Search to search for a text string within specified columns. In the
From
field, type the character position of the column to start the search in (the left most column to be searched). The column of characters at the far left of the document is 1, the next column to the right is 2, and so on. In the To field, type the character position of the column to end the search in (the right most column to be searched). The number in the To field must be greater than or equal to the number in the From field.
If necessary, you can clear search parameters by clicking Clear Text Constraints:
10. Click outside the Text Search window, or click Close:
11. The Text Search window closes and the Text Search field displays in the Document
Retrieval
pane:
12. The Text Search field contains the Type of search selected in the Text Search window, followed by the entry in the Find What field.
You can edit the text search by clicking the Text Search hyperlink.
You can remove the text constraints by clicking the following button:
13. Press the Enter key or click Find:
14. When the search is finished, OnBase displays all matching documents in an External
Text Search Results window.
15. Open a document. The document is displayed in the Document Viewer. The page of the document containing the text string you searched for is displayed.
Viewing Recent Query History
The query history displays a list of Document Retrieval and Custom Query searches performed during the current OnBase session.
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To view the query history:
1. On the Home tab, in Documents, click Query History.
2. The Query History pane is displayed.
3. To repeat a previous search, click an item from the list.
4. The search results list is displayed in a new window.
Document Retrieval by Document Handle
If you have the Retrieve by Document Handle / File Name product right, you can retrieve documents by their Document Handles. A Document Handle is a unique number assigned to each document.
1. On the Home tab, in the Documents ribbon group, click Document Handle:
2. The Retrieve by Document Handle dialog box is displayed:
3. Enter numeric search criteria and click OK.
• Enter a range of numbers in the From and To fields to retrieve all documents within that range, or
• Enter a number in the From field to retrieve the document assigned that Document
Handle.
OnBase retrieves all documents that you have rights to view and that meet your search criteria. These results include documents that have been deleted, but not purged.
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Keyword Types Relationship Examples in Document
Retrieval
Cascading Data Set
A Document Type contains a Cascading Data Set that includes the State, County, and City
Keyword Types. State is the parent, or root, Keyword Type in the Cascading Data Set. County is a child to State, and City is a child to County. These Keyword Types appear in the order of their parent/child relationship in the Document Retrieval window:
When retrieving documents, you must select values for Keyword Types in the order of their parent/child relationship. In this example, the drop-down list for the County Keyword Type is empty until a State value has been selected. The drop-down list for the City Keyword Type is empty until a County value has been selected. This is because the three Keyword Types are related to one another, and meant to be used in conjunction with one another.
Note:
Child Keyword Values are not automatically corrected after modifying the parent
Keyword Value. Using the above example, a user selects a State, County, and City Keyword
Value. The user then modifies the State Keyword Value. The selected County and City Keyword
Values are not child Keyword Values of the new State Keyword Value. The selected County and
City
Keyword Values are not cleared from the Keywords panel.
Multi-Instance Keyword Type Group
A Document Type called AP - Purchase Order contains a Multi-Instance Keyword Type Group called Item that includes the Keyword Types Item Number, Item Description, Quantity, Amount and Total Amount. A Multi-Instance Keyword Type Group was configured for the Document
Type, because a purchase order is likely to contain more than one item, each requiring a separate group of Keyword Values.
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If you were to search for the Keyword Value 0023426 for the Item Number Keyword Type and the Keyword Value 3/4 IN. NAILS - 100 for the Item Description Keyword Type, a document retrieval would only retrieve documents that contained both Keyword Values either in the same instance of a Keyword Type Group or as standard Keyword Values values (i.e., values that are not part of a Keyword Type Group). It would not retrieve documents that only contained the values collectively across different Keyword Type Groups.
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For example, the following documents contain the same Keyword Values but were indexed differently:
• Document A was configured with the Item Multi-Instance Keyword Type Group and was indexed with two Keyword Type Group instances.
• Document B was configured with loose Keyword Types and was indexed with multiple values for Item Number, Item Description, Amount and Total Amount.
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A single document retrieval for both Item Number Keyword Value 0023426 and Item
Description
Keyword Value 3/4 IN. NAILS - 100 would not find Document A, since the Keyword
Values 0023426 and 3/4 IN. NAILS - 100 are not part of the same Keyword Type Group instance. It would find Document B, since those values are not tied to any Keyword Type Group.
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Working with Documents
This chapter provides a general overview of working with documents.
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 file.
The two most common file formats are image documents and text documents. Other file formats 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.
Note:
Some file formats ask for your permission before opening. These documents may contain scripts or executables. Opening these documents within Unity Client executes the script or executable. Take caution when opening unfamiliar documents.
Document Viewer
When you open a document, it is displayed in the Document Viewer. The document’s Auto-
Name string, page count, note count (if applicable), and revision number (if applicable) are displayed in the information bar above the document.
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Item Description
Auto-Name String
C
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D
E
Item Description
Note Count
F
Revision Number
Document
If the document being viewed is a Text, HTML, or HTML Unicode file format, Text Encoding is available. Select an option from the drop-down menu to change the text encoding, and select
Save Encoding
to save the change.
If the document is read-only and cannot be modified, the following icon is displayed above the document:
Hover over this icon to display information about why the document is read-only. For more information, see
Note:
If the Document Type is configured with the Rendition / Revision Control Setting Display
Message when Document is Locked
enabled, you are prompted when opening the document.
Depending on the Document Type and your rights, you might see different ribbon tabs, ribbon groups, icons and other graphics that indicate the presence of notes or annotations.
If you have an alternate viewer configured, such as the Google Services Integration viewer or the Microsoft Office Web Apps Server WOPI viewer, you may be presented with a button to switch viewers.
Note:
With alternate viewers, OLE and RTF documents are viewed as PDFs, regardless of file type. File type is not changed, despite being rendered as PDFs for viewing purposes within the
Unity Client.
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If changes are made to a document and the document is navigated away from without being saved, you will be prompted to save, discard, or cancel your changes.
Note:
Some documents created in third-party applications (for example, Microsoft Outlook
MSG files) may open externally in their native applications. Other types of documents created in third-party applications (for example, Microsoft Office files) may open within the Document
Viewer, using a viewer based on the third-party application. See the third-party application’s help files for information on these types of documents and their options.
Note:
When opening a Zipped HTML Archive for the first time, a message is displayed stating that the document is being prepared. After the zipped file has been prepared, the progress of the archive download is shown. Click Cancel to cancel the unzipping process. Enable Dynamic
Document Content
must be selected in the settings for the Document Type.
Caution:
When working with a Microsoft Excel file in the Unity Client, you will not be prompted to save if only one cell has been modified. The document is not marked as modified until you navigate to another cell. Care should be taken to ensure your changes have been saved. This is a known issue.
When viewing documents, the following keyboard shortcuts are available:
Keyboard Shortcut
Ctrl + H
Ctrl + P
Ctrl + K
Ctrl + W
Ctrl + U
Ctrl + O
Ctrl + Mouse Wheel Up or
Ctrl and +
Description
Opens the
Document History dialog.
Opens the Print pane.
Opens the Add/Modify Keywords pane.
Opens the
Cross-References pane.
Toggles the thumbnail display.
Toggles text overlay when working with image documents.
While holding down the Ctrl button, scroll the mouse wheel up to zoom in on the current document. Or press the
+ key while holding down the
Ctrl button to zoom in.
Note: The Ctrl and + shortcut is not usable when working within a text document. Use the
Ctrl + Mouse Wheel Up shortcut to zoom in on text documents.
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Keyboard Shortcut
Ctrl + Mouse Wheel Down or
Ctrl and -
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Description
While holding down the Ctrl button, scroll the mouse wheel down to zoom out on the current document. Or press the
- key while holding down the
Ctrl button to zoom out.
Note: The
Ctrl and - shortcut is not usable when working within a text document. Use the Ctrl + Mouse Wheel Down shortcut to zoom in on text documents.
Go to the previous page in a multi-page document.
Ctrl + Page Up or
F11
Ctrl + Page Down or
F12
Ctrl + Home
Ctrl + End
Ctrl + Shift + Page Up
Ctrl + Shift + Page Down
Ctrl + G
Ctrl + Right Arrow
Ctrl + Left Arrow
Ctrl + Down Arrow
Go to the next page in a multi-page document.
Go to the first page in a multi-page document.
Go to the last page in a multi-page document.
Go to the previous document in the Document Search Results list.
Go to the next document in the Document Search Results list.
Opens the
Go to Page dialog box.
Rotates the currently selected pages 90 degrees clockwise.
Rotates the currently selected pages 90 degrees counterclockwise.
Rotates the currently selected pages 180 degrees.
Document Tab
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The Document tab allows you to manage documents more efficiently. If you have sufficient privileges, you may have access to any of the following ribbon groups and/or buttons:
Information Description
Keywords displays the Add/Modify Keywords pane in the task pane.
See Access the Keyword Values of a Document on page 148 for more
information.
Tip: When the Add/Modify Keywords pane is displayed, you can easily view the document’s notes and cross-references by selecting the corresponding tab.
Cross-References displays the Cross-References pane in the task pane.
See Retrieving Cross-Referenced Documents on page 131
for more information.
Tip: When the Cross-References pane is displayed, you can easily view the document’s keywords and notes by selecting the corresponding tab.
Revisions displays the Revisions and Renditions dialog box.
If a Document Type is configured to allow multiple renditions of a document and you have rights to view renditions, the
Revisions and Renditions dialog box displays any renditions. A rendition is a copy of an original document that is saved in a different file format. An example of a rendition is a searchable text document created from an image document.
Double-click a rendition in the Revisions and Renditions dialog box to view it.
You can also open the Revisions and Renditions dialog box by right-clicking a document selected in a Document Search Results list or an open text or image document and selecting Revisions/Renditions.
Note: If you are licensed for EDM Services, the Revisions and Renditions dialog box also includes information on revisions. For information on using revisions, see the EDM Services documentation.
History displays the Document History dialog box.
See Document History on page 134
for more information.
Properties displays the Document Properties dialog box.
See Document Properties on page 135 for more information.
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Actions Description
Send To displays the following options:
• Mail Recipient (As Attachment) sends the document or a link to the document to a user via external mail.
See Emailing Documents and Links to Documents on page 254
for more information.
• Internal User sends the document to a user via internal mail.
See Send To | Internal User on page 244
for more information.
•
Copy Hyperlink copies to the clipboard a hyperlink to the document.
•
My Personal Page sends the document to a tile on your Personal Page.
See Personal Page on page 28 for more information.
• Tile Groups adds the document to the selected Tile Group.
• Envelope displays the Envelope pane in the task pane.
See Using Envelopes on page 266 for more information.
•
Create New Document displays the Create New Document dialog box.
See Creating a Document on page 144
for more information.
•
Print displays the Print dialog box.
See Printing Documents on page 288
for more information.
• File displays the File pane in the task pane.
See Saving Documents to Files on page 139 for more information.
• Document Separation sends the document to the Document Separation workspace.
Note: This option is not available during indexing.
See
Separating Image and PDF Documents on page 176 for more
information.
Re-Index displays the Re-Index pane in the task pane.
See Re-Indexing Documents on page 168 for more information.
Delete removes the document from OnBase.
See Deleting Documents on page 143
for more information.
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The Notes Gallery
If you have sufficient privileges, you can view notes and create notes and annotations on documents using the Notes gallery.
View Notes List
displays the Notes pane in the task pane.
Your five most frequently used note types will be displayed at the front of the list.
Tip:
When the Notes pane is displayed, you can easily view the document’s keywords and cross-references by selecting the corresponding tab.
Scroll through the available notes and annotations using the following buttons:
To display all available notes and annotations, click the following button:
Tip:
To display the name of a note in the Notes gallery, rest the mouse cursor over the desired note. This is helpful when the full name of the note is not displayed due to length restrictions.
Delete Note
deletes the selected note or annotation.
Privacy Options
sets the note privacy options for the selected note. For more information, see
Setting Note Privacy Options on page 112
.
Notes
Note:
Notes are limited to 250 characters.
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Notes are available from the Notes gallery when a document is opened in the OnBase viewer or selected in the Document Search Results list.
1. On the Document tab, in Notes, select the type of note.
2. If you are adding a note to an open text or image document, click on the document to place the note. The note is displayed and expanded on the document. Type text in the note’s text field as necessary.
If you are adding a note to a document in the Document Search Results list, or an open
OLE document or E-Form, the Notes pane is displayed. If necessary, type text for the note. Click Close.
3. To delete a note, perform one of the following:
• Select the note and click Delete Note in the Notes gallery.
• Right-click the note in the Notes pane and select Delete Note.
Note:
To toggle whether all notes are shown or not, right-click and select Show / Hide Notes in
Viewer
.
Annotations
Annotations are available from the Notes gallery when a document is opened in the OnBase
Viewer. Annotations are not available from the Notes gallery when a document is selected in the Document Search Results list. This is because annotations have to be drawn on documents.
Note:
Annotations cannot be placed on HTML or OLE documents.
1. From an open document, select the type of annotation from the Notes gallery.
2. Define the location and size of the annotation by clicking and dragging the cursor 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.
To create multiple annotations of the same type without returning to the Notes gallery, hold down the Ctrl key while clicking and dragging. Release the Ctrl key or right-click to exit the Note creation mode. This functionality only applies to annotations that do not prompt you to add text upon creation. For more information, see your system administrator.
Note:
Depending on your system configuration, some icon stamps may only require you to click the appropriate location on the document, instead of clicking and dragging. See the Creating
Note
instructions that are displayed at the top of the document when applying a note to determine whether this applies. Icon stamps that behave this way cannot be repeatedly applied by holding the Ctrl key and clicking.
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3. Depending on the annotation’s configuration, you may be prompted to add text to the annotation: a. Type text for the annotation.
b. When you have finished typing text, click the following to close the window: c. The annotation now includes the following button:
This button is only available the first time the annotation is selected. If necessary, click this button to edit the annotation’s text. If this button is not available, you can edit the annotation’s text from the Notes pane.
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4. Depending on your system’s configuration, you may be able to resize or move annotations after placing them on a document. Annotations that can be resized or moved appear like the following annotation:
Note:
To toggle whether all annotations are shown or not, right-click and select Show / Hide
Annotations in Viewer
.
Redacting Documents Using Redaction Annotations
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 whose Document Types are configured to allow redactions. See your system administrator to verify whether a Document
Type has been configured for redactions.
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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.
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 is image.
• The document’s Document Type is configured to allow redactions.
1. On the Document tab, click the Notes Gallery.
2. Select a redaction annotation.
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. Right-click the image and select Redactions | Create New Redaction.
5. The Redaction Options dialog box is displayed:
6. Select the Delete Redaction Notes after Creating check box if OnBase should delete redaction notes from the document after creating the new redaction.
7. Select the Convert Redacted Image to Black and White check box if OnBase should convert color images to black and white after performing the redaction.
8. Click Create Redaction.
Note:
If configured, you may be asked to provide a comment before saving the document with redactions.
9. OnBase displays a message indicating that the redacted document has been created.
If OnBase indicates that the redaction could not be saved, the Document Type may not be configured for redactions.
Note:
Redactions cannot be saved on an Image Rendered PDF.
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10. The redacted document is displayed. Depending on your system’s settings, this redacted document is either saved to another Document Type, saved as a revision of the current document, or the existing document is replaced by the redacted document.
Depending on your system’s settings, the original document may also be deleted.
Caution:
If you are using EDM Services, clicking Save on the Markups tab will also save any redactions you have added to the document.
Viewing Redactions
If your system is configured to save redacted documents to another Document Type, you can view existing redactions for the original document from a Document Search Results list or the open document:
1. Right-click the original document.
2. Select Redactions | View Existing Redactions.
3. The View Existing Redactions dialog box is displayed:
4. Double-click a document to open it.
Redacting Documents Using Bitmap Redactions
In addition to standard redactions, images can also be redacted using a bitmap image
(Redaction Bitmap), which is burned permanently into the image document. Redacted images can be used to create tamper-proof markings, such as a signature, or a check mark on a drug test result form.
If the Document Type has been configured for Redaction Bitmaps, you can apply and manage
Redaction Bitmaps with the Redaction Bitmaps button in the Modify ribbon menu group.
Navigating in the Bitmap Redaction Tab
In the Redaction Bitmap tab, use the Previous and Next buttons to browse through the
Redaction Bitmaps on a document.
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Use the Hand Tool to pan or scroll the document in any direction.
Use the Select All button to select all Redaction Bitmaps on the document.
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Applying a Redaction Bitmap
To add a Redaction Bitmap to an open document:
1. Click Redaction Bitmaps in the Modify group of the ribbon menu.
2. The Redaction Bitmaps tab is opened. Click the Redaction Bitmaps drop-down.
3. Select a Redaction Bitmap to place it on the document.
4. Add and adjust additional Redaction Bitmaps, if necessary.
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5. When Redaction Bitmaps have been positioned correctly, click the Save button to save all Redaction Bitmap changes on the document.
Caution:
Ensure you are satisfied with the bitmap before performing this step. Performing this action makes the bitmap a permanent part of the document, and it can no longer be moved or deleted.
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 at any time by your system administrator.
Note:
Creating a redacted image from a redaction bitmap differs from creating a redacted image using a redaction annotation. When you create a redacted image using a redaction annotation, a rendition is created. This means you can view the original document, as well as the redacted rendition. Depending on your system’s configuration, when you create a redacted image using a redaction bitmap, the redaction is burned directly into the original document and a rendition is not created. For additional information, see your system administrator.
Deleting a Redaction Bitmap
You can delete the selected Redaction Bitmap from a document as long as it has not been saved to the document. To delete a Redaction Bitmap, select the Redaction Bitmap you would like to delete and click Delete:
Working with Notes in the Document Viewer
Users with the appropriate viewing rights will see most notes displayed on the document when viewing the document.
Some notes are displayed open, and some you must open to view their contents.
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Viewing and Hiding Notes
Notes are displayed on the document as an icon:
Double-click the icon to view the note:
Note:
Any time or date in the note Auto-Name string (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 third line of the note header respect the Windows Region and
Language settings of the user currently viewing the note.
Depending on your configuration, notes may be shown or hidden on documents by default. To show or hide notes on the document, right-click and select Show/Hide Notes in Viewer.
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 moveable.
Your system administrator determines whether a Note Type should be moveable when the Note
Type is configured.
Deleting Notes
To delete a note, right-click the note icon or the note and select Delete Note. Click Yes to confirm that you want to delete the note.
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Setting Note Privacy Options
To set privacy options on a note, right-click the note icon or the note and select Privacy
Options
. Proceed to step 5 in Setting Note Privacy Options on page 112 .
Working with Notes in the Task Pane
Ensure you have appropriate privileges for editing or deleting notes.
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.
Notes may contain messages that can be displayed and edited. If you have appropriate privileges, you can delete notes.
Note:
Notes can be added using the Document tab’s Notes gallery.
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Viewing and Editing Notes
To view and edit notes:
1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.
2. The Notes pane is displayed:
3. To search for specific text contained in the document’s notes, enter text in the Find field. The Notes pane automatically displays any notes matching your search criteria.
To clear search criteria, click the X in the Find field.
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4. To sort the document’s notes, click the following button:
Option
Cut
Copy
Paste
The following sort options are available:
Sort Option
None
Created By (Ascending)
Created By (Descending)
Created Date (Ascending)
Created Date (Descending)
Action When Selected
The document’s notes are not sorted.
The document’s notes are sorted by the name of the user that created the note, in ascending order.
The document’s notes are sorted by the name of the user that created the note, in descending order.
The document’s notes are sorted by the date and time that the note was created, in ascending order.
The document’s notes are sorted by the date and time that the note was created, in descending order.
5. Select the note to edit.
6. Edit the contents of the note.
Right-click for the following text-editing options:
Shortcut
Ctrl + X
Ctrl + C
Ctrl + V
Description
Click to remove selected text and place it on the clipboard.
Click to retain selected text and place it on the clipboard.
Click to insert clipboard text in to the active area (last place the mouse was clicked).
Note:
Changes to notes are saved automatically.
7. Click Close to close the Notes pane.
You can also click Hide Notes to close the Notes pane if you are viewing a document.
Deleting a Note
To delete a note:
1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.
2. The Notes pane is displayed.
3. Select the note to delete.
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4. Click the Delete Note button in the Notes gallery, or right-click the note and select
Delete Note
.
5. Click Yes when prompted to confirm.
6. Click Close to close the Notes pane.
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 or change a note that you have created.
To set note privacy options:
1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.
2. The Notes pane is displayed.
3. Select the note.
4. On the Document tab, in Notes, click Privacy Options, or right-click the note and select
Privacy Options
.
5. The Note Type Privacy Options window is displayed:
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6. Select any of the following options:
Note Type Privacy Options
Disallow View
Disallow Update
Disallow Delete
Descriptions
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, though they will not be able to view the note.
Prohibits all other users from editing the note.
Prohibits all other users from deleting the note.
Note:
Users with administrative rights will always be able to view, update, and delete your notes.
7. Click OK.
Viewer Options
Google Services Integration Viewer
When working with documents uploaded through Google Services Integration, documents are previewed as PDFs. The Google Services Integration viewer previews documents in a Read Only state, and a lock is not placed on the document unless you switch to an alternate viewer. An additional button is available on the Document tab when working with these documents.
The Open in Alternate Viewer button is available in the Viewer Options ribbon menu group:
If you do not want to view documents as PDFs in the Google Services viewer, documents can instead be opened in Office or in the embedded Unity Client viewer.
To open documents in Office:
1. Click the Open in Alternate Viewer button.
2. Select Open in Office. The document will open in its native Office application.
Note:
The Open in Office option is only available when viewing OLE documents. This option is only available if the Unity Client is integrated with an Office Web Apps server.
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To open documents in the Embedded Viewer:
1. Click the Open in Alternate Viewer button.
2. Select Open Embedded Viewer. The document will open in the Unity Client Embedded
Viewer.
Microsoft Office Web Apps Integration Viewer
When working with OLE (Office) documents in the Unity Client, the Microsoft Office Web Apps
Integration
may be used. When the Unity Client is integrated with a Microsoft Office Web Apps server, Office documents are viewed in an alternate viewer: the Web Application Open Platform
Interface (WOPI)
viewer. An additional button is available on the Document tab when working with these documents.
Note:
Office documents flagged as read-only cannot be previewed during upload in the WOPI viewer.
Note:
If the Office Business Application for 2007, 2010, or 2013 is installed and the WOPI viewer is configured, the WOPI viewer takes precedence and the documents will be viewed in the WOPI viewer instead of the native Office application.
The Open in Alternate Viewer button is available in the Viewer Options ribbon menu group:
Note:
The Open in Alternate Viewer option is only available when viewing OLE documents.
This option is only available if the Unity Client is integrated with an Office Web Apps server.
If you do not want to view OLE documents in the WOPI viewer, documents can instead be opened in Office or in the embedded Unity Client viewer.
To open documents in Office:
1. Click the Open in Alternate Viewer button.
2. Select Open in Office. The document will open in its native Office application.
To open documents in the Embedded Viewer:
1. Click the Open in Alternate Viewer button.
2. Select Open Embedded Viewer. The document will open in the Unity Client Embedded
Viewer.
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View in Native Format
When an email document is viewed as an image in the Document Viewer, it can be opened externally in its native application by selecting View in Native Format.
Note:
The View in Native Format option is only available when viewing .EML and .MSG documents. The user option Open email documents as images must be selected. For more information, see
.
Staples
Staples attach documents together. In most cases, a logical relationship is established between documents that are stapled together. For example, documents related to a single customer can be stapled together or an invoice and its associated purchase order can be stapled together. The user establishes the relationship. OnBase does not require a logical relationship between stapled documents.
Stapled documents are only logically linked. The documents remain separate.
Note:
The Staple icon will not be printed when selecting Note Icon/Annotation on Document in the Print Settings.
Stapling Open Documents from the Information Bar
If you have sufficient rights, you can staple two open documents together. To staple two open documents together from the information bar:
1. Open two documents in separate windows.
2. Left-click and drag the Stapler icon from the information bar of the document you would like to be the secondary document to the information bar of the primary document:
Note:
The Stapler can be left-clicked and dragged to the surface of Image and Text documents in addition to the information bar - all other document types must be stapled together from the information bar only.
3. A staple icon is displayed on the primary document:
4. View the secondary document.
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5. A back staple icon is displayed on the secondary document:
Stapling Documents from a Document Search Results List
If you have sufficient rights, you can staple a secondary document to a primary document from the Document Search Results list. To staple documents together from the Document Search
Results list:
1. Open the primary document to which other documents will be stapled.
Note:
Dragging from the Document Search Results list to the embedded internal Document
Viewer is not supported.
2. Select the secondary document(s) in the Document Search Results list.
3. Left-click and drag the selected document(s) to the information bar of the primary document.
4. A staple icon is displayed on the primary document:
5. Open the secondary document(s).
6. A back staple icon is displayed on the secondary document(s):
Viewing Stapled Documents
1. Click the staple icon on the document. The Staple window is displayed:
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2. To open the document stapled to the current document, right-click and select View
Stapled Document
or click the View Stapled Document button:
Note:
If the document stapled to the current document has been deleted, an error message is displayed.
Note:
When viewing a stapled document, the stapled document will open to the page on which the staple was placed.
Moving Staple Notes
To move the Staple note icon on the document, click and drag the icon to the proper place. The new position of the Staple note icon is automatically saved.
Editing Staples
1. Click on the staple icon on the document. The Staple window is displayed.
2. Edit or add any text as needed.
Deleting Staples
1. Right-click on the staple icon or Staple window and select Delete Note. You are asked if you are sure you want to delete the staple.
2. Click Yes. The staple is removed.
If you delete a staple on one document, the corresponding staple on the document that was attached to the deleted staple remains. If you do not want the staple on the corresponding document, you must delete it also.
Image Tab
The Image tab allows you to view documents more efficiently and edit documents. You can use the buttons to resize and reorient the document.
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Navigation Description
Selection Zoom allows you to zoom in on the selected region of the document.
When this button is selected, click on the document and drag the mouse select a region. Release the mouse button to zoom in on the selected region.
Hand Tool allows you to pan, or scroll, the document in any direction. When this button is selected, click on the document and drag the mouse to move the document.
Note: To pan quickly, hold down the Alt key while moving the mouse.
Previous Document displays the previous document in the Document Search
Results list.
Next Document displays the next document in the Document Search Results list.
Previous Page displays the preceding page of a multi-page document.
Note: You can also press Ctrl + Page Up to display the preceding page of a multi-page document. If the document is being displayed in the
Document
Viewer pane, click the document prior pressing Ctrl + Page Up.
Next Page displays the following page of a multi-page document.
Note: You can also press Ctrl + Page Down to display the following page of a multi-page document. If the document is being displayed in the
Document
Viewer pane, click the document prior pressing Ctrl + Page Down.
First Page displays the first page of the document.
Last Page displays the last page of the document.
Go To Page allows you to go to a specific page in the document.
After clicking this button, type a page number and click OK.
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Navigation Description
Toggle Thumbnails displays or hides thumbnails.
Scale Description
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 third.
Sizing options allow you to select a standard sizing option. Select a specific percentage of reduction or magnification (25%, 50%, 75%, 100%, or
200%), Fit To Width, or Fit To Window. You can also type a custom scale.
Also displays the current magnification percentage whenever the Zoom In or the
Zoom Out options are used.
Note:
Fit To Width is selected by default.
Actual Size displays the document in its actual size (as it is stored in
OnBase).
Fit To Width resizes the document page so that its width is the same as the width of the document display area.
Fit To Window resizes the document page so that the entire image is displayed in the window.
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Transform
Unity Client
Usage
Description
Rotate Left rotates the selected pages 90 degrees counterclockwise.
Note: To rotate all pages in a document at the same time, click
Ctrl +
A to highlight all pages before clicking Rotate Left.
Rotate Right rotates the selected pages 90 degrees clockwise.
Note: To rotate all pages in a document at the same time, click Ctrl +
A to highlight all pages before clicking Rotate Right.
Rotate 180 rotates the selected pages 180 degrees.
Note: To rotate all pages in a document at the same time, click Ctrl +
A to highlight all pages before clicking Rotate 180.
Flip Horizontally flips the selected pages horizontally around the vertical axis.
Note: To flip all pages in a document at the same time, click
Ctrl + A to highlight all pages before clicking
Flip Horizontally.
Flip Vertically flips the selected pages vertically around the horizontal axis.
Note: To flip all pages in a document at the same time, click Ctrl + A to highlight all pages before clicking
Flip Vertically.
Save Flip & Rotation saves any flips or rotations.
Note: When the Auto-Save Flip and Rotation user option is enabled, this button is not available.
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Modify
Unity Client
Usage
Description
Edit Pages allows you to edit the current document using the Document
Separation window.
For more information, see
Separating Image and PDF Documents on page
This button is not available under the following conditions:
• This button is not available during indexing.
• This button is not available if there are unsaved changes to the document.
Toggle Overlay turns the overlay on and off, if an overlay is present.
Redaction Bitmaps opens the Redaction Bitmaps tab. For more information, see Navigating in the Bitmap Redaction Tab on page 3 .
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Document Thumbnails
Document thumbnails are miniature representations of the document pages, which provide a method of document navigation. When you open a document, thumbnails are displayed along the right edge of the Document Viewer, in a vertical column:
You can navigate to a different page in the open document by clicking on the thumbnail for that page.
Text Tab
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The Text tab allows you to view text documents more efficiently. You can use the buttons to resize and reorient the document. You can also search for text.
Search Description
Find in Document is used to search for text in text documents. Settings is used to configure settings when searching for text in text documents.
For further information, see Internal Text Search on page
.
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Navigation Description
Selection Zoom allows you to zoom in on the selected region of the document.
When this button is selected, click on the document and drag the mouse select a region. Release the mouse button to zoom in on the selected region.
Hand Tool allows you to pan, or scroll, the document in any direction. When this button is selected, click on the document and drag the mouse to move the document.
Note: To pan quickly, hold down the Alt key while moving the mouse.
Previous Document displays the previous document in the Document Search
Results list.
Next Document displays the next document in the Document Search Results list.
Previous Page displays the preceding page of a multi-page document.
Note: You can also press Ctrl + Page Up to display the preceding page of a multi-page document. If the document is being displayed in the
Document
Viewer pane, click the document prior pressing Ctrl + Page Up.
Next Page displays the following page of a multi-page document.
Note: You can also press Ctrl + Page Down to display the following page of a multi-page document. If the document is being displayed in the
Document
Viewer pane, click the document prior pressing Ctrl + Page Down.
First Page displays the first page of the document.
Last Page displays the last page of the document.
Go To Page allows you to go to a specific page in the document.
After clicking this button, type a page number and click OK.
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Navigation Description
Toggle Thumbnails displays or hides thumbnails.
Scale
Transforms
Description
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 third.
Sizing options allow you to select a standard sizing option. Select a specific percentage of reduction or magnification (25%, 50%, 75%, 100%, or
200%), Fit To Width, or Fit To Window. You can also type a custom scale.
Also displays the current magnification percentage whenever the Zoom In or the
Zoom Out options are used.
Note:
Fit To Width is selected by default.
Actual Size displays the document in its actual size (as it is stored in
OnBase).
Fit To Width resizes the document page so that its width is the same as the width of the document display area.
Fit To Window resizes the document page so that the entire image is displayed in the window.
Description
Toggle Overlay turns the overlay on and off, if an overlay is present.
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Internal Text Search
Use the Find in Document field on the Text tab to search for specific text strings within the document.
Note:
If an overlay is turned on, you cannot perform an internal text search on the document.
To perform an internal text search:
1. Click in the Find in Document field and type the characters to search for. Internal text searches are case-insensitive, so searches for Account will also find account, and searches for account will also find Account.
2. If necessary, click Settings to limit your internal text search.
See Limiting Searches Using Internal Text Search Settings on page 126
for more information.
3. Press the Enter key.
4. The number of occurrences of the specified string of text is displayed below the Find in
Document
field as Result 1 of #, where # is the total number of occurrences.
5. The first occurrence of the specified string of text is displayed within a highlight bar.
6. Click Find Next to search for the next following occurrence of the specified string within the current text document.
7. Click Find Previous to search for the previous occurrence of the specified string within the current text document.
Limiting Searches Using Internal Text Search Settings
Searching an entire document for a specific text string can be time-consuming, especially if the document is very long. If you have an idea of where the text string occurs in the document, you can use text search options to limit your search. For example, if you know that the phrase you are looking for occurs only within a specific set of columns, you can limit the search to those columns. Depending on how the document was imported, you may also be able to search predefined blocks of text using column indexes.
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To limit a search using internal text search settings:
1. Click Settings.
2. The Settings drop-down list is displayed:
Unity Client
Usage
3. Select from the following:
Settings
Text
Number
Description
Select to search for alphanumeric text.
Select to search for numeric values. This option also allows the use of the following operators to limit the search:
=, >, <, >=, and =<. You can use
and, or, and to as operators to search for a range of values. For example, type 2010 and 2011 to find documents containing both 2010 and 2011.
If you are searching for an exact number that is part of an alphanumeric text string, then the number will not be found. For example, if you search for
001 and the actual text is ABC001, then the value will not be found.
Formatted Number
Select to search for numeric values that use formatting characters. For example, to search for all Social Security Numbers greater than 800-00-
0000, type > 800-00-0000 in the Search String field. You can use this option with following operators to limit your search:
=, >, <, >=, and =<.
The
and, or, and to operators can be used to search for a range of values.
For example, type 800-00-000 to 900-00-0000 to find documents containing values within this range.
Note: When you search for formatted numbers greater or less than the entered search string, formatted numbers followed by periods are not included in the search results. For example, if the formatted number is the last word in a sentence, then it will be omitted as a result.
Use Wildcards
Case Sensitive
Select to include wild card characters in your text string search criteria.
Select to return only matches that have the same capitalization as the text string search criteria.
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Settings Description
Whole Word Match
Select to return matches for an exact word.
Column Searching
Use Column Searching - Select to search within specified columns.
Column Indexing - Select the column index for the block of text that you want to search. This setting is only available for documents with column indexes.
After selecting either option, select Columns... to specify columns in the
Column Configuration window:
In the From field, type or select the character position of the column to start the search in (the left most column to be searched). The column of characters at the far left of the document is
1, the next column to the right is
2, and so on.
In the
To field, type or select the character position of the column to end the search in (the right most column to be searched). The number in the
To field must be greater than or equal to the number in the From field.
4. Press the Enter key.
5. The search is executed with your selected options.
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Overlays
This example shows a document displayed with an overlay.
Unity Client
Usage
This example shows the same document displayed without an overlay.
If a text document has been set up with a corresponding overlay, the Toggle Overlay button is available. This indicates that you can apply the overlay to the document or remove the overlay.
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Apply an Overlay to a Document
Open a text document that uses an overlay and select Toggle Overlay on the Text tab to apply its overlay:
Remove an Overlay from a Document
To remove the overlay from the window, click Toggle Overlay on the Text tab.
Media Tab
The Media tab is displayed after opening an audio or video file in OnBase:
You can use the slider to re-wind or fast-forward.
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You can also use the following Controls:
Playback Description
Click to stop the file that is playing.
Click to pause the file that is playing.
Click to play the file.
Navigation Description
Previous Document displays the previous document in the Document Search
Results list.
Next Document displays the next document in the Document Search Results list.
Retrieving Cross-Referenced Documents
If cross-references have been set up by your System Administrator, related documents can be automatically retrieved from an open document or the Document Search Results list.
You retrieve cross-references in different ways depending on the type of document that is open
(image, text, or electronic form). In most cases, your system administrator will instruct you on how to properly retrieve cross-referenced documents.
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The Cross-References pane displays cross-references for the selected document if there are any available:
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Double-click the cross-reference to display the document. The document displays in a window titled Document Related to [Auto-Name string of the original document].
Note:
Some Document Types do not support cross-references. See your system administrator for additional information.
Note:
If there is more than one value for the referenced keyword, all documents matching cross-reference criteria are retrieved.
From a Document Search Results List
Select a document and click Cross-References on the Document tab.
From Image or Text-Based Documents
From an open document:
• Double-click on the cross-reference or region preset by your system administrator; or
• Click Cross-References on the Document tab.
From E-Forms, HTML Documents, or OLE Documents
From an E-Form, HTML document, or OLE document, click Cross-References on the Document tab.
Access Document History
View a document’s history by accessing the Document History dialog box, which contains a variety of information regarding the history of the document.
To view a document’s history:
• From a Document Search Results list, select the document, right-click, and select
History
or click History on the Document tab.
• From an open text, image, or PDF document, right-click and select History or click
History
on the Document tab.
• From an open HTML document, click History on the Document tab.
Note:
Your User Group must have the Document History product right in order to access
Document History
. For additional information, see your system administrator.
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Document History
The Document History dialog box contains the following information about actions that were performed on the document:
Column
Log Date
Log Time
User name
Action
Message
Description
The date that the action was logged.
The time that the action was logged.
The user who performed the action.
The action that was performed.
A message, using the document’s Auto-Name string, describing the action that was performed.
Note:
Depending on your system’s configuration, you may have access to the Workflow
Queues
or Workflow Transactions tabs. For more information on these tabs, see the Workflow documentation.
Note:
Page rotation is calculated clockwise from the point of origin. For example, Rotate270 is displayed in the Document History dialog if a page is rotated once to the left. Rotating the page once to the right would be shown in the Document History as Rotate90.
Access Document Properties
The Document Properties dialog box contains a variety of information regarding the document.
To view a document’s properties:
• From a Document Search Results list, select the document, right-click, and select
Properties
.
• From an open text, image, or PDF document, right-click and select Properties or click
Properties
on the Document tab.
• From an open HTML document, click Properties on the Document tab.
Note:
Your User Group must have the Document Properties privilege in order to access
Document Properties
. For additional information, see your system administrator.
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Document Properties
You can display the Properties of all documents in the system, as long as you have the proper privileges.
Property
Document Handle
Document Name
Batch #
Document Date
Date Stored
Document Type Number
Document Type
Document Status
Description
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.
The Auto-Name string of the document.
This is displayed at the top of the
Document Properties dialog box.
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.
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 Import layout 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 Import layout so that the correct Document Date is stored.
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.
The internal number associated with documents of this Document
Type.
The name of the Document Type to which the document belongs.
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.
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Property
Document Type Revision
Revision #
Created By
Description
Displays which revision of the Document Type the document is using. Different Document Type revisions can have different configurations.
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.
The name of the user who processed the document into the system.
Security Value
Page
For internal use only.
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.
This information is available by clicking More Information.
Disk Group
Volume
# 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.
This information is available by clicking More Information.
File Format
The number associated with a configured file format. This number determines how a document is displayed and printed.
This information is available by clicking More Information.
Offset and Size
The number associated with the Disk Group in which the document is stored.
This information is available by clicking
More Information.
The volume number in the Disk Group in which the file is stored.
This information is available by clicking More Information.
Path
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.
This information is available by clicking More Information.
Lists a partial path to the document. The beginning of the path depends on the location configured for the document’s Disk Group.
This information is available by clicking More Information.
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Note:
Dates and times use the Windows regional settings for formatting.
Generating a CSV File
Note:
When generating a CSV file with one or more documents containing a Multi-Instance
Keyword Type Group, keywords from the Multi-Instance Keyword Group will not be included.
Note:
To generate a CSV file, a user must have the View Keywords and Create List Report privileges.
Note:
CSV files cannot be generated from Full Text Search result lists.
Note:
In the generated CSV file, ’ is inserted at the beginning of values that begin with =, -, @, or
+
.
To export the results of a search in a .csv file, follow these steps:
1. From a Document Search Results list right-click and select Generate CSV File. The
Generate CSV File
window is displayed.
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2. Configure your file as desired. The following table describes each available option.
Option
Selected Items
Document Name
Document Date
Archive Date
Document Type
Document Handle
DocPop URL
Keywords
Description
Select this radio button to generate the CSV file using only the documents you have selected in the search results list.
Select this radio button to generate the CSV file using all of the documents in the search results list.
Select this box to include the Document Name in the CSV file.
Select this box to include the Document Date in the CSV file.
Select this box to include the date the document was stored in OnBase in the CSV file.
Select this box to include the Document Type in the CSV file.
Select this box to include the Document Handle in the CSV file.
Select this box to include the DocPop URL in the CSV file.
Note: Depending on your system’s configuration, you may be unable to select this option. See your system administrator if you have questions.
Select the Keyword Types you want to include in the CSV file.
None: Select this option to include no Keyword Types.
Common: Select this option to include only Keyword Types that are found in all of the documents included in the CSV file.
All: Select this option to include all Keyword Types in all the document included in the CSV file.
Note: Depending on your system’s configuration, you may be unable to view certain Keyword Types. These Keyword Types will not be included in the CSV file.
3. In the Save to File field, enter the name and location that will be used to save the CSV file. You can select Browse to navigate to the correct location.
4. Click Launch Associated Application if you would like to view the CSV file after you click Generate. The file will be opened by your default CSV application.
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5. Click Generate. The CSV file has been created at the specified location.
Or click Cancel to cancel the process and return to the search results list.
Note:
The Generate button is not available until a file location is specified.
Caution:
If the CSV file already exists and is currently open, you will be unable to generate the new CSV file. You must close the existing CSV file before you can overwrite it with your newly generated file.
Saving Documents to Files
If you have the appropriate user rights, you can save the document that you are viewing to a file that you can access on your computer system or through a network connection.
The ways in which you can save a document to a file are based on whether the document is open, as well as file type of the document:
• From a Document Search Results list, or an open text or image document:
• Right-click and select Send To | File, or
• Click the Send To button on the Document tab and select File.
Tip:
You can select multiple documents to save by holding down the Ctrl key while clicking.
• From an open E-Form, HTML document, or OLE document, click the Send To button on the Document tab and select File.
Note:
Rotating an image without saving the rotation before sending it to file will not save the newest rotation.
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To save a document to a file:
1. Right-click and select Send To | File, or click the Send To button on the Document tab and select File.
2. The Send To File pane is displayed:
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3. Select one of the following options from the File Format of Attachment drop-down select box:
File Format of
Attachment
Default/TIFF Format
Description
Unencrypted PDF
Encrypted PDF
Native Format
Text Format
Saves the document as a TIFF file.
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
Saves the document as a PDF file.
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
Saves the document as an encrypted PDF file. Upon choosing this
Content Type, you will be prompted to enter a password, which will need to be entered upon opening the file.
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
Saves the document in the format in which it is stored in OnBase (e.g.,
OLE documents such as Word documents and PDFs, uncompressed text documents, most image documents).
Overlays are not applied.
Saves the document as a .txt file.
Available for documents with compressed text file formats. This includes documents imported with COLD or documents with the .ctx file type.
Note:
An Image Rendered PDF document can be saved in its native format as long as no modifications have been made to the document. Once the document has been modified (e.g., an image markup has been applied, or pages have been moved or deleted), the document can no longer be saved in its native format.
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If you are saving an encrypted PDF, you are required to type an encryption password in the Password field, which is displayed below the File Format of Attachment field in the
Send to File
pane. This password is case-sensitive and can include alphanumeric or special characters. It cannot contain Unicode characters.
Caution:
If you lose or forget the encryption password, it cannot be recovered.
4. Select one of the following from the Settings drop-down list:
Settings
Send All Pages
Description
All pages in the selected document will be saved.
Send Custom Range
The page(s) specified in the
Pages field will be saved. Enter page numbers and/or page ranges, separated by commas. For example: 1,3,5-
12.
5. If you are saving a document containing notes or annotations, the Note Options dropdown list is available. Select either of the following:
Option
Annotation and/ or Note Icon On
Document
Note Text On
Document
Description
The document is saved with any annotations and note icons displayed 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.
The document is saved 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.
6. To change the file name the document is saved as, click the Browse button:
Enter a new name for the file and click Save.
7. To change the location where the document should be saved, click the Browse button:
The Browse For Folder dialog box is displayed. Browse to a new location and click OK, or click Make New Folder to create a new folder in the current directory.
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8. When sending multiple image or text documents, the Apply Settings to Subsequent
Documents
check box is available.
When it is selected, the File Format of Attachment selection is applied to all subsequent documents. The Settings drop-down list and Pages field are not available.
The Note Options drop-down list is only available if the first selected document contains notes.
When it is not selected, you are required to repeats steps 3 through 5 for each document. Navigate through the documents using the Next Document button:
9. Click Save. A confirmation is displayed in the Send To File pane:
10. The document is saved to the selected location using the chosen document name as the file name.
Deleting Documents
You can delete documents from the Document tab, or by using the right-click option from a
Document Search Results list, open image or text document, or folder.
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To delete a document from the Document tab:
1. Ensure that the document is displayed.
2. Select the Document tab.
3. Click Delete.
4. Confirm the deletion when prompted.
To delete a document from a Document Search Results list, or to delete an open image or text document:
1. Select the document(s) you want to delete.
2. Right-click and select Delete Document.
3. Confirm the deletion when prompted.
To delete a document from a folder:
1. Select the document(s) you want to delete from the Folder Documents pane.
2. Right-click and select Delete Document.
3. Confirm the deletion when prompted.
Creating a Document
In most cases, new documents are created by importing them. In addition to importing documents, you can create new documents from an existing document or from a thumbnail.
The newly created document will be of the same file type as the original document.
The new document created can become a revision of an existing selected document or an entirely new document.
Note:
A revisable document will not have its initial revision created until it has been indexed.
Prior to indexing, all changes to the document will not create a new revision.
Creating a New Document from an Existing Document
Note:
An image document that has unsaved modifications cannot be used to create a new document with the Send To | Create New Document feature. Save all modifications before attempting to create a new document from an image.
1. To create a new image document from an existing one:
• From the Documents Search Results list, right-click on a document and select Send
To | Create New Document
.
Note:
The Create New Document and Copy to Clipboard / Save As privileges are needed to use the Send To | Create New Document Feature in the Document Retrieval layout.
• From an open document, right-click and select Send To | Create New Document.
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• From an open document, select a document’s thumbnail page image, or select multiple pages by holding down the Ctrl (specific pages) or Shift (page range) keys.
You can also press Ctrl + A to select all pages. After selecting pages, right-click and select Send To | Create New Document.
The Create New Document dialog box is displayed.
Note:
Unity Forms are not supported by the Send To | Create New Document feature.
2. Select the Document Type Group for the new document.
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3. Select the Document Type for the new document.
Note:
If you select a different Document Type during document creation, entered Keyword
Values are cleared. Default values for common Keyword Types are either updated or cleared when selecting a different Document Type, depending on whether the selected Document Type has default values for those Keyword Types.
4. In the Create from pages field, specify the page(s) to include in the new document. If you selected specific thumbnail page images, the Create from pages field automatically reflects this selection.
• To specify a range of pages, type the start page-end page (e.g., pages 4-6).
• To specify multiple pages that are not within a range, use commas to separate the pages (e.g, pages 1, 3, 5-12).
Note:
If the original document is a text document or a single page, this field will not be displayed.
5. If you wish to add this new document to Workflow, select Initiate Workflow.
Note:
This check box is only available when licensed for Workflow and the Document Type is part of an existing Life Cycle.
6. The Document Date field allows you to assign a date to the new document. Often, this is the date the document was created or received.
7. If you wish to delete the selected pages from your original document, select Delete
copied pages from original document
.
Note:
If the original document is a text document, single page, is read-only, or if the document is configured for revisions, this option will not be displayed.
8. If you want the new document to be created as a revision of the existing document, select Create as revision of original document.
Note:
If you selected Delete copied pages from original document in the previous step, the
Create as revision of original document
option will not be available.
9. Keyword Values are inherited from the original document. If necessary, click Clear
Keywords
and re-index the new document if necessary.
10. Click OK to create the new document. The new document is automatically displayed.
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Executing a Unity Script
When the Tasks tab is available, you can execute a Unity Script over any open document or a group of documents selected from the document retrieval list:
Clicking Execute Task displays a drop-down list of scripts to execute on the document(s).
Caution:
Executing a Unity Script which affects an open document will refresh the document viewer and keyword panel for that document and remove any unsaved changes. Ensure that you have saved any necessary changes before executing a Unity Script.
To change the order of script tasks in the Execute Task drop-down list, click the lower right corner of the Script Tasks ribbon group, or select Configure Items... from this drop-down list.
In the Organize Tasks dialog box, select script tasks and re-position them using the corresponding arrows. To add a button to the Script Tasks ribbon group for a script task, select the corresponding check box next to the script task:
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Working with Keywords
Note:
Some Document Types are configured to require Keyword Values to be entered in order to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, Import, and Add/Modify
Keywords.
Access the Keyword Values of a Document
Some documents have one or more Keyword Values displayed automatically in the Keywords window when you open the document:
You can move the Keywords window, or minimize it by clicking:
You can also close the Keywords window by clicking:
To copy a Keyword Type or Keyword Value to the Windows clipboard, select it and press Ctrl +
C
, or right-click and choose Copy.
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, perform one of the following:
• From a Document Search Results list or an open image or text document, right-click and select Keywords, or click Keywords on the Document tab.
• From an open OLE or HTML document, click Keywords on the Document tab.
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The Keywords pane is displayed:
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From the Add/Modify Keywords pane, you can view or edit a document’s Document Date or
Keyword Values, depending on your rights and the Document Type. Some Document Types are configured to not allow keyword editing, which renders a document’s Keyword Values readonly.
Note:
When the Keywords pane is displayed, other users cannot edit that document’s Keyword
Values. The document is locked until the Keywords pane is closed.
Add / Modify Keywords
Use the Keywords pane to view or modify the document Keyword Values currently associated with the document. The Keyword Value is blank if no Keyword Value is currently assigned.
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You can use the Keywords pane to remove, add, or change 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 double-click the Keyword Type name. An additional field is displayed for the Keyword Type. Fill in the additional Keyword Value.
Note:
If you add another value of 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 Keyword Value from the drop-down list.
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When you modify a Keyword Value, the modified Keyword Value turns blue:
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You can use the Tab key to move to the next Keyword Value field.
When viewing keywords, the following keyboard shortcuts are available:
Keyboard Shortcut
F5
F6
Ctrl + O
Description
Show the drop-down select list for the selected Keyword
Type.
Add another value for a Keyword Type.
Collapse or expand any Multi-Instance Keyword Type
Groups.
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Click Save Keywords to save any additions or modifications in the Keywords pane. The
Keywords pane is refreshed to display the most recent changes.
Caution:
In some instances, changing Keyword Values will affect the appearance of your document. Change Keyword Values carefully.
Note:
If this document is checked out by another user, keywords cannot be modified.
Note:
A document cannot be saved with an invalid Document Date. The Document Date field will turn red to indicate an invalid date entry.
Note:
You cannot change Keyword Values on E-Forms that have been signed. When a form is signed, the Keywords pane becomes read-only and the Re-Index option is disabled for the form.
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Read-Only Keywords
Sometimes you can view, but not modify some or all of the Keyword Values on a document.
This can be for any of the following reasons:
• Keywords can be configured to appear as read-only to certain User Groups. If this is the case, the Keywords pane will resemble the following:
In the following example, the PO # Keyword Value 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.
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• The User Group that you belong to does not have the Modify Keywords privilege. The
Keywords pane displays in read-only mode:
• When you elect to view keywords on a document, OnBase displays a message that someone has the document checked out or locked, and the Keywords pane is in readonly mode. Depending on your system configuration, this happens if a document is checked out by another user, or if it is persistently checked out.
Note:
When you open the Add/Modify Keywords pane, the document is locked for your use so you can modify Keyword Values and save the changes. The document is unlocked when the pane is closed. When another user attempts to open the Keywords pane for a document that is locked, the user can view the Keyword Values, but not modify them.
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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.
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.
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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.
The mask format is displayed after placing your cursor in the Keyword Type field, as shown in the following example:
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. From the Import layout, enter the first Keyword Value. Press the Tab key on the keyboard or click outside of the Primary Keyword Type field. The remaining values for the remaining Keyword Types in the AutoFill Keyword Set will populate in their respective fields. If you entered a Primary Keyword Value that has more than one
AutoFill Keyword Set associated with it, you are prompted to select which AutoFill
Keyword Set to use. Continue to Step 2. Otherwise, skip to Step 6.
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.
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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.
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. From an open document or from a Document Search Results list, right-click and select
Re-Index
or click Re-Index on the Document tab.
2. Using the drop-down, select the Document Type to which the document is to be reindexed.
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
.
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3. To select a date with a calendar, hover over the right edge of the Document Date field and click the down arrow.
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.
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.
Using a Reverse AutoFill Keyword Set Lookup
A Reverse AutoFill Keyword Set Lookup allows you to search for and select an AutoFill Keyword
Set instance while indexing a document. Once selected, the AutoFill Keyword Set is used to populate Keyword Type values on the document.
Note:
Depending on your configuration, for existing Keyword Type values on a document, selecting an AutoFill Keyword Set from a Reverse AutoFill Keyword Set Lookup will either add additional instances of Keyword Types or replace existing Keyword Type values. For more information, contact your system administrator.
To use a Reverse AutoFill Keyword Set Lookup to find an AutoFill Keyword Set:
1. From the interface you are using to index the document, select a Document Type that has a Reverse AutoFill Keyword Set configured.
Note:
Reverse AutoFill Keyword Sets are configured in the Configuration module. For more information, contact your system administrator.
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2. Click the Lookup magnifying glass icon displayed in the Keywords section.
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3. Select the desired lookup if more than one lookup is available.
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The Lookup dialog box is displayed.
Note:
For example purposes, this documentation refers to the Lookup dialog box, but the actual title of the dialog box is configured by your OnBase administrator.
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4. In the Search dialog box, enter any known Keyword Values in the Keywords pane and click Find.
AutoFill Keyword Sets that match the search criteria are displayed in the Results pane.
5. Select the appropriate AutoFill Keyword Set and click Select.
Note:
For example purposes, this documentation refers to the Select button, but the actual name of the button is configured by your OnBase Administrator.
The Lookup dialog box is closed and the Keywords section of the indexing context is updated with the Keyword Values from the selected AutoFill Keyword Set.
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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, 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.
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If the Multi-Instance Keyword Type Group is displayed in a collapsed state, click the down arrow next to the first Keyword Type to show the entire group:
Common Keyword Types for Document Type Groups and
Multiple Document Types
If you select a Document Type Group or multiple Document Types, Keyword Types common to all Document Types in the group display in the Keywords section.
For example, if you select two Document Types, one with Keyword Types of Customer Name and Account #, and the other with Customer Name and Address, only the Customer Name
Keyword Type field appears in the Keywords section.
Enter Keyword Values for which to search. If you do not enter Keyword Values, the system returns documents regardless of the Keyword Values associated with the documents. In most cases, advanced Keyword Operators can be used to further define your search.
Note:
If multiple Document Types are selected that use different Cascading Data Sets, OnBase ignores Cascading Data Sets and their associated Keyword Values are not available. If the
Keyword Type in the Cascading Data Set was configured to use a Keyword Data Set, Keyword
Values from this Keyword Data Set will be available. If the Keyword Type in the Cascading Data
Set was not configured to use a Keyword Data Set, no Keyword Values will be available.
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Add Another Value to a Keyword
You can double-click the Keyword Type name to add another instance of the Keyword Type, or place the cursor inside the Keyword Value field and press F6.
Note:
You cannot add additional instances of Keyword Types that are part of a Cascading Data
Set.
Multi-Instance Keyword Type Groups
If you double-click on the name of a Multi-Instance Keyword Type Group, another instance of the entire Multi-Instance Keyword Type Group will be added.
Keywords with Drop-Down Select Lists
The fields for some Keyword Types may contain a drop-down select list:
Select any value from this list as criteria for document retrieval.
When the cursor is in the Keyword Type’s field, you can press F5 to open the drop-down list if one exists. You can use the up and down arrow keys to select from the Keyword Values displayed in the drop-down list. When you have selected the appropriate Keyword Value, press
Enter
.
If you type a partial value before pressing F5 or opening the drop-down list, the drop-down list will begin with those values that match the partial value.
Your system administrator determines if a drop-down list appears for a Keyword Type, and what values will be in the list.
Note:
You are only able to view the first 100 entries in a drop-down list. To reduce the values displayed in a drop-down list, type several characters into the field before expanding the dropdown 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.
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 double-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.
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To change the logical operator in use, click the logical operator button, which scrolls through the available options:
Operator
And
Or
To
Description
Searches for documents containing the Keyword Values preceding and following the logical operator.
Searches for documents containing either the value preceding the logical operator or the value following the logical operator.
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.
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Adding Multiple Values to a Keyword Type
You can add additional values to a Keyword Type when retrieving documents or indexing:
• Double-click the Keyword Type name, or
• Place the cursor inside the Keyword Value field and press F6
Multiple values of a Keyword Type will be saved with documents only if Keyword Type values are populated (e.g., 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 will be removed.
If you cannot add an additional Keyword Values, your Keyword Types may be in a Keyword Type
Group. To be able to add additional Keyword Values to Keyword Types in Keyword Type Groups, the Keyword Type Group must be Multi-Instance Keyword Type Group. Additional values also cannot be added if the Keyword Type is part of a Cascading Data Set.
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 entries for the same document can be returned in a Document Search Results list. This occurs because of the query that OnBase runs when attempting to search for multiple Keyword
Values.
For example, a document has two values for a Keyword Type; Value A and Value B. When retrieving documents that have Value A OR Value B, the Document Search Results list contains two instances of the same document. This is because the query does not include a DISTINCT clause, meaning that results are not limited to show one instance of a document. This is done because a large query with a DISTINCT clause could potentially cause performance issues with the OnBase database.
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Re-Indexing
Re-indexing provides the ability to change Keyword Values, Document Date, and Document
Type.
Note:
Some Document Types are configured to require Keyword Values to be entered in order to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, Import, and Add/Modify
Keywords.
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
.
1. Save any changes that you have made to a document before re-indexing.
Note:
If you open a document in the Document Viewer and select Re-Index, a lock is applied, and the document cannot be re-indexed from the Document Search Results list.
2. From an open document or from a selected document in a Document Search Results list, right-click and select Re-Index or click Re-Index on the Document tab.
Tip:
In a Document Search Results list, you can select multiple documents and re-index them in the order in which they were selected.
3. The Re-Index pane is displayed.
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.
Note:
The Document Type of a Unity Form file type document cannot be changed during reindexing.
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4. Select a Document Type from the Document Type drop-down select list. All Document
Types that you have rights to create are displayed.
Tip:
You can select a new Document Type by typing the name of the Document Type.
To filter this list, you can first select a Document Type Group from the Document Type
Group
drop-down select list.
Tip:
You can select a Document Type Group by typing the name of the Document Type Group.
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
.
Caution:
When switching between Document Types that share a MIKTG, and there are different values for each Document Type, the Default Values of the new Document Type are appended. If you switch back to the original Document Type, the Default Values of the initial Document Type are not appended unless they have been changed. If you delete all values from the MIKTG before switching Document Types, the second Document Type’s Default Values are used.
5. Change the File Type, if needed.
• Select another file format available from the File Type drop-down select list.
• You can easily change the file format by re-indexing the document instead of rescanning 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.
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6. 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
.
To select a date with a calendar, hover over the right edge of the Document Date field and click the down arrow.
7. Change Keyword Values as desired. When you modify a Keyword Value, the modified
Keyword Value turns blue. 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 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 a field in the Re-Index pane before you click the Re-Index button. This will trigger any AutoFill Keyword Sets that may have been affected by the Keyword Value change. If you changed the primary Keyword Value in the AutoFill Keyword
Set, press the Tab key to trigger the AutoFill Keyword Set. If the primary Keyword Value is associated with multiple AutoFill Keyword Sets, you are prompted to select an AutoFill Keyword
Set. You may select an AutoFill Keyword Set by double-clicking. See your system administrator for information regarding your system's AutoFill Keyword Set configuration. Click Close to cancel changes if you get undesired results.
Note:
If the document is still required after re-indexing, it is recommended that the document is closed and reopened. Doing so ensures that the privileges associated with the new Document
Type are respected.
8. To add a new Keyword Type field of the same Keyword Type to the document, place the mouse 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 double-click 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. If you are re-indexing an image or PDF file, the Split button is displayed. Click it to open the Document Separation window, where the document can be edited and separated into multiple documents.
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11. 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.
Note:
If the Re-Index pane has not finished loading, the Re-Index button will be unavailable.
Keywords with Drop-Down Select 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. You can use the up and down arrow keys to select from the Keyword Values displayed in the drop-down list. When you have selected the appropriate Keyword Value, press
Enter
.
• Filter values available from the drop-down select 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 dropdown 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.
Re-Indexing Document Revisions
You can re-index a document revision that is not the latest revision. For example, if a document has three revisions with the third being the most recent, you can re-index the first revision.
The revision process is the same as
Re-Indexing Documents on page 168 , only you would
access documents from the Document Results Search List using the Revisions/Rendition option from the right-click menu. When the Revisions/Renditions dialog box is displayed, select the oldest revision and re-index as needed. All options are available during a regular reindexing, including the ability to change the file type.
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Considerations for Re-Indexing Documents and Adding or Modifying Keyword Values
Ensure you understand the effects of re-indexing documents and adding or modifying Keyword
Values before proceeding with either task. Documents are re-indexed in the Re-Index pane.
Keyword Values are added or modified in the Add/Modify Keywords pane.
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.
Note:
You cannot re-index documents in the Add/Modify Keywords pane.
• 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.
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• 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.
If the user closes the Re-Index pane before clicking the Re-Index button, or if the
Secondary Keyword Values are changed in the Re-Index pane after the new
Document Type is selected, the user-modified values are saved.
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 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 autofoldering process.
• Alter the contents of Dynamic folders
Because Dynamic Folders contain documents according to their Keyword Value, reindexing a document or adding or modifying Keyword Values may dynamically move the document from its current folder to another folder.
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• 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.
When re-indexing documents, the following keyboard shortcuts are available:
Keyboard Shortcut Action
Esc
Closes the Re-Index pane.
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Separating Image and PDF Documents
PDFs and documents assigned the default Image File Format or a custom file type based off of an image file type can be separated into multiple new documents using the Document
Separation
layout. In addition to separating documents, you may drag pages between documents, copy pages within documents, or append documents together in the Document
Separation window.
Note:
To use PDF documents in the Document Separation layout, your workstation must be licensed for PDF Framework. For additional information, contact your system administrator.
Note:
Password-protected PDF documents cannot be sent to the Document Separation layout.
Note:
Image Rendered PDF documents sent to the Document Separation layout are read-only.
The document or its pages may be copied to create a new document of a different file type. For more information about read-only documents, see
Working with Locked and Read-Only
Documents in the Separation Workspace on page 184
.
In the above diagram, the area labeled A is the ribbon menu. The area labeled B is the
Separation Workspace (seen here in Document Display Mode). The area labeled C is the Page
Holder
.
Note:
In order to use ad hoc Document Separation, the user group must have the Advanced
Document Splitter
client based product privilege and the Separate User Group privilege. For additional information, contact your system administrator.
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The original documents brought into Document Separation are called source documents. In
Document Display Mode, source documents display the icon of the Document Type.
Source documents can be added to the ad hoc Document Separation window through the following methods:
• Navigating to the Re-Index pane and clicking the Split button.
• Navigating to the Image tab on an open document and clicking the Edit Pages button.
• Right-clicking an open document or document(s) in a document retrieval hit list and selecting Send To | Document Separation.
• Clicking Send To | Document Separation from the ribbon menu of an open document.
• Dragging and dropping from a document retrieval hit list into a previously-opened
Document Separation window.
Only one instance of a document may be added to the Document Separation window at a time.
If a duplicate document is dragged and dropped into the Document Separation window, a warning is displayed and the document is not added.
Note:
If a document is configured to be revisable, only the latest revision of the document can be split. Earlier revisions are displayed in the Document Separation window as read-only.
Depending on your system configuration, revisions are created in Document Separation when a document is modified.
Note:
If open, the Re-Index pane or the Add/Modify Keywords panel will be closed when the document is sent to the ad hoc Document Separation window.
See the following topics to learn about the available features in the Document Separation window:
•
The Separation Workspace on page 177
•
Viewing and Editing Page Details in Document Separation on page 186
•
Creating and Editing Documents in the Separation Workspace on page 187
•
Importing a New Document in the Separation Workspace on page 199
The Separation Workspace
Documents are separated, appended, reordered, and indexed in the Separation Workspace within Document Separation. The Workspace can be used with two display modes: Document
Display Mode
and Page Display Mode.
To switch between display modes, click the Group by Document button in the ribbon:
For more information on the two display modes, see the sections below.
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Document Display Mode
Document Display Mode
is enabled when the Group by Document button in the toolbar is selected:
In Document Display Mode, each document is displayed in a row of the Separation Workspace.
Rows are labeled in the Document Header with the name of the document and the page count:
To expand a row of the Separation Workspace in order to see additional pages that belong to the document being worked with, place your mouse pointer over the row’s border, and click and drag:
Note:
Expanded documents may return to default size if scrolled out of view.
To collapse a specific document completely, click the Collapse Row button in the Document
Header:
To expand a collapsed document, click the Expand Row button in the Document Header:
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You may also use the Expand / Collapse button in the View ribbon group to expand and collapse documents in Document Display Mode:
Note:
This button is not available in Page Display Mode.
You may also maximize the main Client window and resize it to fit across multiple monitors.
Collapse the Page Holder to view more page thumbnails horizontally.
Page Display Mode
Page Display Mode
is enabled when the Group by Document button in the toolbar is not selected:
Page Display Mode displays all document pages at once in the Separation Workspace.
The first page of each document is bordered in green. Subsequent pages display no border:
Select a page in the Separation Workspace by left-clicking. Select multiple pages by holding
Ctrl
and left-clicking. Selected pages are highlighted in light blue. The active page is bordered in dark blue:
Navigate between documents and pages quickly in Page Display Mode by using the arrow keys on the keyboard.
You may also maximize the main Client window and resize it to fit across multiple monitors.
Collapse the Page Holder to view more page thumbnails horizontally.
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Tree Display Mode
Tree Display Mode is only available within batch Document Separation. For more information on Tree Display Mode, see the Document Imaging module reference guide.
Adjusting Thumbnails in the Separation Workspace
The thumbnails viewed in either Document Display Mode or Page Display Mode can be adjusted to fit your needs. You can adjust the size of the thumbnails and enable or disable thumbnail
zooming
.
Thumbnails can be automatically zoomed when you hover over the thumbnail image with your mouse. When you move the mouse away from the thumbnail image, the enlarged view will shrink back to normal thumbnail size. This temporary enlargement of thumbnails allows you to quickly distinguish between pages without having to leave the layout.
To adjust the thumbnails:
1. Click the Thumbnails Settings button:
2. Select the size of the thumbnail in the Thumbnail Settings options dialog box:
Choices include:
• Small (200 x 200 pixels)
• Medium (300 x 300 pixels)
• Large (400 x 400 pixels).
• Custom - Set your own custom size for thumbnails by selecting Custom and inputting your own dimensions. Width (pixels) and Height (pixels) on Custom thumbnail sizes can range from 100 to 1000 pixels.
Note:
Values entered into the Custom fields are saved even if you select a different Thumbnail
Size.
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3. Select Zoomed Thumbnails if you would like to enable thumbnail zooming.
4. If you selected Zoomed Thumbnails in Step 3, you may also adjust the Zooming Delay by inputting the desired delay (in seconds).
Zooming Delay is the amount of time you must hover over a thumbnail before it is enlarged.
5. Click Save to save changes and close the dialog box, or click Cancel to close the dialog box without saving changes.
Note:
Thumbnail settings are saved and persist across OnBase sessions.
Note:
Changes made to thumbnails apply to both the Separation Workspace and the Page
Holder.
Selecting Documents in the Separation Workspace
Selecting entire documents in the Separation Workspace differs slightly between display modes. Selection of pages and documents persists across display modes.
In all display modes, click Select All Documents to select all documents in the Separation
Workspace:
Note:
If the Select All Documents option has been selected and a new document is added to
Document Separation, the Select All Documents button will become unselected. The newly added document is not selected in the Separation Workspace. Selecting the Select All
Documents
button again will select all documents, including the newly added document.
When selecting pages, hold Ctrl to select a page without deselecting previously selected pages.
If a page is selected and the Shift key is held while selecting another page, all pages between the two selected pages will be selected.
Selecting Documents in Document Display Mode
To select the entire document in Document Display Mode, click the Document Header.
The check box next to the name of the document in the Document Header will also select the entire document.
If the document is already selected, clicking the check box will deselect the document.
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If, when using Document Headers, you would like to add a document to the selection without deselecting the previously selected document(s), hold Ctrl as you select the new document.
To select multiple page ranges in multiple documents, hold Ctrl + Shift as you select pages.
Selecting Documents in Page Display Mode
To select an entire document in Page Display Mode, click the check box on the first page of the document:
If the document is already selected, clicking the check box will deselect the document.
Note:
Left-clicking on a page will select the page only. Selected pages are highlighted in yellow. If you attempt to select a single page within a document that is already selected via the check box, the document will become deselected.
Reordering Documents in the Separation Workspace
Note:
Documents cannot be reordered when working in Page Display Mode.
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To reorder documents, click the Document Header of the document you would like to move and drag the document to an empty space in the Separation Workspace. A red bar appears between documents to show where the selected document will be placed when the mouse button is released, as shown in the Document Display Mode example below:
Using the Page Holder
Document Display Mode and Page Display Mode in the Document Separation layout both offer a Page Holder to the right of the workspace area:
Pages can be dragged and dropped into the Page Holder for later use. Pages in the Page Holder can be organized by dragging them.
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To remove a page from the Page Holder, click and drag the page into a document in the
Separation Workspace or click and drag it to an empty space within the Separation Workspace to create a new document. Multiple pages can be dragged at once.
If you change your mind and decide that you would like pages in the Page Holder to return to their original documents, you can click the Page Holder Actions button:
Clicking this button reveals the following Page Holder Options:
• Return Selected Held Pages - Clicking Return Selected Held Pages will return highlighted pages within the Page Holder to their original documents.
• Return All Held Pages - Clicking Return All Held Pages will return all pages within the Page Holder to their original documents.
To collapse the Page Holder, click the arrow displayed on the left border of the Page Holder.
When collapsed, click the arrow again to expand the Page Holder.
Note:
The Page Holder automatically collapses if the Add/Modify Keywords panel is displayed.
Working with Locked and Read-Only Documents in the
Separation Workspace
Locked and read-only source documents can be brought into the ad hoc Document Separation window, but these locked documents can not be edited in the same fashion as unlocked documents are. Pages dragged out of a locked document will be copied to their destination.
The original source document will remain intact and unchanged within the Document
Separation layout. Pages cannot be dragged into a locked document.
If attempting to append an unlocked document to a locked document by performing a
Partition/Append task on the last page of the locked document, the unlocked document’s pages will not be moved into the locked document.
In Document Display Mode, locked documents are labeled with a lock icon in the Document
Header:
Hovering over this icon will display who holds the lock on this document.
In Page Display Mode, pages of locked documents are bordered in black and display a lock icon in the corner:
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Saving Documents
Click the Save and Close All button in the Apply ribbon group to save all documents in the
Document Separation layout to OnBase and close the Document Separation layout.
Note:
If no changes have been made to documents or keyword values since opening the
Document Separation layout or since you last saved, this button will be disabled.
Do not save until all desired modifications have been made to a particular document (if selecting Save Selected) or to all documents in the Separation Workspace (if selecting Save
and Close All
). The document(s) will be removed from the Document Separation layout and imported into OnBase after saving. All modifications including copying pages, clicking and dragging pages, appending, splitting, and reindexing documents are saved at this time.
Source document modifications, such as deleting pages, deleting the entire document, reordering pages, flipping, rotating, and re-indexing are saved along with documents created in
Document Separation.
Click the bottom portion of this button to reveal the Save Selected option. Clicking Save
Selected
will save and close only new documents created in Document Separation that have been selected in the Separation Workspace.
Note:
Source documents cannot be saved using Save Selected.
If attempting to exit the Separation Workspace without saving, you will be prompted to save any unsaved changes.
Tip:
If you want to make source document modifications, such as re-ordering pages, but keep the original copy intact, copy the source document (Copy Document) immediately after opening the Document Separation layout. Treat the copy of the source document as you would the source document. When you are finished modifying the copy of the source document, click
Save and Close All
to keep the original document intact and save any modifications to the copy of the source document.
Note:
If the user has the delete privileges, removing all pages from the source document(s) and clicking Save and Close All will result in the document(s) being deleted from OnBase. If the user does not have delete privileges, the last page will be copied. The copy will remain in the source document so that it cannot be deleted.
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Depending on how the Document Type is configured, you may be prompted to enter a comment after clicking Save and Close All.
Note:
All buttons in the ribbon menu are disabled while saving. Documents being saved are unselected and cannot be interacted with while saving.
Viewing and Editing Page Details in Document
Separation
Double-clicking the thumbnail image will open a full size version of the page in a Detailed View.
In this view, you may perform the following actions using the buttons in the ribbon menu:
Option Button Description
Zoom In
Zoom Out
Rotate Left
Zooms in on the page currently open in Detailed View.
The keyboard shortcut for this action is Ctrl + Mouse Wheel
Up.
Zooms out on the page currently open in Detailed View.
The keyboard shortcut for this action is
Ctrl + Mouse Wheel
Down.
Rotates the page 90 degrees counterclockwise.
The keyboard shortcut for this action is
Ctrl + Left Arrow.
Rotate Right
Flip
Horizontally
Rotates the page 90 degrees clockwise.
The keyboard shortcut for this action is
Ctrl + Right Arrow.
Flips the page horizontally.
Note: PDF documents cannot be flipped.
Flip
Vertically
Flips the page vertically.
Note: PDF documents cannot be flipped.
Modifications made in Detailed View are applied to the document in the Separation Workspace.
When you are finished viewing and editing the page, close the Detailed View.
Saving a document in the Workspace saves the changes made in the Detailed View.
You may also use the Modify options found in the ribbon of the Separation Workspace to edit selected pages without entering Detailed View.
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Creating and Editing Documents in the Separation
Workspace
In addition to editing page details, you can edit documents themselves by adding or removing pages. New documents can also be created using these same processes. There are several ways to create a new document or edit source documents in the Separation Workspace:
• Adding pages through browsing and acquiring
• Clicking and dragging pages
• Joining documents
• Splitting documents
• Copying the document or individual pages within the document
• Deleting pages or documents completely
Caution:
Removing all pages from a new document created in the Separation Workspace will delete the document.
Note:
If the source document belongs to a batch, the new document is added to the same batch.
Adding New Pages to the Separation Workspace
Pages can be added to documents from within Document Separation. Pages can be added by browsing to the appropriate image file on your computer, or by acquiring image files through a device such as a scanner or camera.
Page acquisition options are displayed in the Page ribbon group:
Adding Pages by Browsing
Note:
PDF Documents cannot be selected when adding pages by browsing.
Browse
imports page(s) from a drive accessible from your workstation.
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To add pages by browsing:
1. Select the document to which you would like to add pages.
2. Click Browse.
3. The standard Windows Open File dialog box is displayed.
4. Locate the page(s) to import. Pages must be image files.
5. Select the desired page(s).
6. Click Open to add the selected documents as pages.
Adding Pages by Acquiring
Acquire
scans in the page(s) using a scanner, or imports the image(s) from a scanner, digital camera, or other supported digital storage device.
To add pages using the Acquire option:
1. Select the document to which you would like to add pages.
2. Click Acquire.
Note:
The Acquire button is enabled when a device is connected to your workstation.
Note:
If more than one device is connected to your workstation, you are prompted to select an imaging device.
If you select a scanner:
1. The device’s scanning interface is displayed.
2. Select the desired scan settings, such as image resolution and page size.
Tip:
Depending on your scanning interface, you can receive help by clicking the Help button, or clicking the Windows Help button in the upper-right corner and then clicking the setting.
3. Click Scan to add the scanned images as pages.
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If you select a camera:
1. The Windows Image Acquisition (WIA) Get Pictures interface is displayed.
Note:
If the camera is not detected, ensure that the Windows Imaging Service is enabled and started. For information on the Windows Imaging Service, consult the Windows help files.
2. Select the images to import.
3. Click Get Pictures to add the images as pages.
Clicking and Dragging Pages in the Separation Workspace
Documents can be created and edited by clicking and dragging pages. This operation behaves differently depending on which display mode you are using. In Document Display Mode, it is possible to both create and edit documents when clicking and dragging pages. In both Page
Display Mode and Tree Display Mode, it is only possible to edit existing documents when clicking and dragging pages.
If pages are selected to be dragged from multiple different documents, they will be moved into the destination in the order in which they appear in the Separation Workspace.
Note:
Pages dragged out of a locked document will be copied to their destination. The original source document will remain intact and unchanged within the ad hoc Document Separation window. Pages cannot be dragged into a locked document.
Note:
If the user has delete privileges, dragging all pages from the source document(s) and clicking
Save and Close All
will result in the document(s) being deleted from OnBase. If the user does not have delete privileges, the last page will be copied. The copy will remain in the source document so that it can not be deleted.
Clicking and Dragging Pages in Document Display Mode
Documents can be created and edited by clicking and dragging in Document Display Mode.
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To create a new document, click and drag the page(s) from the original document(s) to an empty space in the Separation Workspace. The possible new insertion point is represented by a red line in the Separation Workspace:
The new document must be indexed after you have finished making changes.
Click and drag the pages, then hold Ctrl to copy the pages to the new location instead of dragging the pages away from the existing documents.
Note:
A document that is created by clicking and dragging will inherit the indexing information from the source document that it was taken from. If the document is created using pages from multiple documents, no indexing information will be inherited.
To edit an existing document, click and drag the page(s) from one document to another. A red line will appear at the point of insertion:
Edited source documents must be saved by clicking Save and Close All.
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Clicking and Dragging Pages in Page Display Mode
To edit a document by clicking and dragging in Page Display Mode:
1. Click and drag the page(s) from one document to the right of the desired leading page.
A red line will appear at the point of insertion. For example, in this image, Page 5 is being dragged to be added to the right of Page 1:
2. If the destination suits your needs, release the mouse button and the page(s) will be added to the point of insertion.
3. Edited source documents must be saved by clicking Save and Close All.
If a page is dropped to the left of the first page of a new document, it will be inserted as the new first page of that document.
Joining Documents in the Separation Workspace
Documents can be edited by joining pages to them. There are three methods of joining.
When you click the Join button in the Modify ribbon group, the three join options are presented:
• Merge Documents
• Join Pages
• Append After Page (also available as the paperclip icon in the Separation
Workspace)
This section covers each Join option.
Merge Documents
Clicking Join | Merge Documents will combine two or more selected documents into one document. Pages will be added to the topmost selected document in the Separation
Workspace in the order that the documents appear in the Separation Workspace.
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For example, if a Merge Documents operation was performed to the selected documents in the below image, pages from Check 1301 would be added after the page in Check 1101. The pages in Check 1411 would be added after the pages for Check 1101 and Check 1301:
Join Pages
Clicking Join | Join Pages will combine selected pages from many different documents. This operation will move all selected pages in the Separation Workspace to the right of the first page selected. Pages will be joined in the order in which the pages were selected.
Note:
This option is not available in Document Display Mode.
If a page is selected from a locked document and a Join Pages operation is performed, the page from the locked document will be copied and joined to the right of the page from the unlocked document. If the locked page is selected first, the pages from the unlocked documents will be added to the right of a copy of the locked page.
Append After Page
Click Join | Append After Page to append the next document in the Separation Workspace to the selected final page of a document. The Append After Page option is only available when the last page of a document (other than the last document) is selected.
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For example, if an Append After Page operation was performed to the documents in the below image, all pages in Check 1301 would be added after the pages in Check 1411:
Appending can also be performed by using the paperclip icon. To use the paperclip icon, place your mouse pointer to the right of the last page of the document to which you wish to append the next document in the Separation Workspace. A dotted line with a paperclip icon will appear:
Clicking this paperclip will append the next document in the Separation Workspace to the document in which you clicked.
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Splitting Documents in the Separation Workspace
Documents can be created and edited by splitting them. Splitting separates the pages of a document to create one or more new documents. There are two splitting options.
When you click the bottom portion of the Split button in the Modify ribbon group, the two splitting options are presented:
• Split (also available as the scissors icon in the Separation Workspace)
• Break into Documents
Use Split when making one document into two documents. Split allows you to select the exact page on which you would like to separate the documents. Use Break into Documents when separating a single document into many documents. Break into Documents might be used if you scanned many documents of a common length at once and it was brought into OnBase as one large document. This section covers each Split option.
Split
To create a new document in the Separation Workspace by using the Split option:
1. Select the page in the document that will become the first page of the new document.
Note:
The first page of the document cannot be selected.
2. Click Split:
3. The new document will appear below the document from which it was split in the
Separation Workspace.
In addition to using the Split button in the ribbon, you can also use the scissors icon to separate documents. To use the scissors icon, place your mouse pointer between pages in a document so that a dotted-line and scissors icon appears between the pages:
Click this dotted-line to split the document. Pages after the dotted-line will become a new document. This new document will appear below the document from which it was split in the
Separation Workspace.
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Using the Break into Documents Option
New documents can be created by clicking Split | Break into Documents. When you click Split |
Break into Documents
, four options are available:
• Every Page
• Every Other Page
• Every Three Pages
• Custom
Each of these options designates where a break will occur in a selected document. For example, clicking Every Page will cause every page in a document to become its own new document. Clicking Every Other Page will separate the document after every other page and
Every Three Pages
will separate the document after every third page.
Clicking Custom allows you to select a custom interval for splitting documents. This can be set in the Break into Documents dialog box:
To open the Break into Documents dialog box and input a custom interval:
1. Click Split | Break into Documents | Custom. The Break into Documents dialog box is opened.
2. Input the number of pages after which you would like to break the documents. The number must be greater than or equal to 1 and must also be less than the number of pages in the document. For example, if a document has four pages, you could input 1, 2, or 3. If a document has six pages, you could input any number from 1 to 5.
3. Click OK to break documents into the custom interval.
Copying Pages and Documents in the Separation Workspace
Documents can be created and edited within the Separation Workspace by copying. Entire existing documents or select pages can be copied.
When you click the bottom portion of the Copy button in the Modify ribbon group, three options are presented:
• Copy Document
• Copy Pages to a New Document
• Copy Pages in Place
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Clicking the main portion of the Copy button will perform a Copy Document operation.
A document that is created by clicking Copy Document or Copy Pages to New Document will inherit the indexing information from the source document that it was copied from. If the new document is created using pages from multiple documents, no indexing information will be inherited.
Copy Document
Click the Copy Document button to copy the entire selected document. The top portion of the
Copy
button also performs this operation:
Note:
If no documents are selected or if only individual pages are selected, the top portion of the Copy button will be unavailable.
The new document is displayed in the Separation Workspace below the source document.
Note:
A document that is created by clicking Copy Document will inherit the indexing information from the source document that it was copied from.
Copy Pages to New Document
Click Copy Pages to New Document to copy individual selected pages to a new document.
Pages can come from one or more documents.
The new document is displayed at the bottom of the Separation Workspace.
Note:
A document that is created by clicking Copy Pages to New Document will inherit the indexing information from the source document that it was copied from. If the new document is created using pages from multiple documents, no indexing information will be inherited.
Copy Pages in Place
Click Copy Pages in Place to copy selected pages within the same document. The duplicate page will appear to the right of the existing page.
Multiple pages from different documents can be copied in place at once.
Deleting Documents or Pages in the Separation Workspace
To delete content in the Separation Workspace, you can mark selected documents for deletion or enter Delete Mode.
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To mark pages and documents for deletion select the page(s) and document(s) to be deleted and then click the Delete Selected button in the Delete ribbon group:
Pages marked for deletion will display a red X:
After clicking Delete Selected, you may select additional pages and documents to be marked.
Click Delete Selected again to mark these additional pages.
If you select a document already marked for deletion and a document not yet marked and then click Delete Selected, the unmarked document will be marked while the marked document will go unchanged - the previously marked document will not be unmarked by this action. To unmark documents, select only marked documents and click Delete Selected.
To enable Delete Mode, click the Delete Mode button in the Delete ribbon group:
A banner will be displayed to indicate that Delete Mode is enabled.
Left-click pages you would like to mark for deletion. A red X is displayed on all pages that will be deleted.
To retain the page(s) that were marked for deletion, click the page(s) again while in Delete
Mode.
Select Browse or Acquire to import new documents. Select a document, and select Browse or
Acquire to import additional pages.
In Document Display Mode, select the key icon in the Document Header to modify Keywords.
For revisable documents, select the comment icon in the Document Header to create or modify comments.
Note: All other actions are disabled while in Delete Mode.
In both Delete techniques, the marked pages and documents will be deleted after saving.
Undoing and Redoing Actions in the Separation Workspace
Specific actions performed in the Separation Workspace can be undone. Undone actions can then be redone.
The following actions can be undone:
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• Append
• Merge Selected Documents
• Merge Selected Pages
• Split
• Break into Documents
• Copy Documents
• Copy Selected Pages
• Drop to Create a New Document
• Mark Page(s) for Deletion
• Rotate
• Flip
• Browse
• Acquire
To undo an action, click the Undo button:
To undo all qualifying actions performed, click Undo | Undo All.
To redo the most recently undone action, click the Redo button:
Note:
The Redo button only becomes available after an action has been undone.
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Importing a New Document in the Separation Workspace
After you have finished creating a new document, the document must be saved and uploaded to OnBase. Before saving and uploading, a document must be indexed. To index and save a document created in the Separation Workspace:
1. Select the desired document and click the Keywords button in the ribbon menu:
Document and Keyword Type fields are displayed in the Import pane. These fields are used to index the newly-created documents that are created in the Separation
Workspace.
Note:
Depending on your system’s configuration, one or more Keyword Values may be displayed as read-only and/or a masked value.
Note:
The Keyword panel may display automatically if there is a document with invalid keywords in the Separation Workspace.
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Item Description
Document Type Group
This drop-down list is used to select the Document Type Group of the currently selected document.
Document Type
This drop-down list is used to select the Document Type of the currently selected document.
File Type
This drop-down list is used to select the File Type of the currently selected document.
Choices include Image File Format or PDF.
Note: The File Type of the document will initially be set to the default
File Type of the Document Type that is chosen.
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Item
Document Date
Keywords
Description
This field is used to determine the Document Date of the currently selected document.
Click the arrow at the right end of this field to display a calendar from which the date can be selected.
The Keyword Type fields are displayed once a Document Type has been selected from the
Document Type drop-down list. Use the keyboard or the mouse to enter data into these fields.
Indexing information from the original document automatically populates these fields for new documents created from the original document. If necessary, this data can be modified or removed.
Note:
Keyword Values are only applied to the newly created document(s) if the Keyword Type is associated with the new document’s Document Type.
2. To save Keyword modifications to the document and remove it from the Separation
Workspace, click Save and Remove. If you would like to return to the Separation
Workspace without removing the document, click Close.
Note:
Clicking Save and Remove in the Separation Workspace does not change the document status. To mark a document as indexed, you still must index it outside the Separation
Workspace.
Depending on how the Document Type is configured, you may be prompted to enter a comment after clicking Save and Remove.
Adding or Modifying Keywords on a Source Document in the Separation Workspace
Note:
The Modify Keyword privilege is required to add or edit keywords in Document
Separation. For more information, contact your system administrator.
Note:
The Keyword panel may display automatically if there is a document with invalid keywords in the Separation Workspace.
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Keywords on source documents can be added or modified from the Document Separation window. To add or modify keywords on source documents:
1. Select the desired document and click the Keywords in the View ribbon group:
Document and Keyword Type fields are displayed in the Add/Modify Keywords pane.
These fields are used to re-index the original document(s).
Note:
Depending on your system’s configuration, one or more Keyword Values may be displayed as read-only and/or a masked value.
2. Add or edit keywords as needed. Modified fields are highlighted in blue. For more information on editing keywords within an Add/Modify Keywords pane, see Add /
Modify Keywords on page 1 .
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3. To re-index the source document with the modified or newly-added keywords, click the
Close
button. The Add/Modify Keywords panel is hidden and documents will be reindexed when saved.
Working with Comments on Revisable Documents in the
Separation Workspace
If a document that allows revisions is brought into the Separation Workspace, you may be able to enter comments on it if the Document Type is configured to allow or require comments when edited and saved. Comments can be entered in both Document Display Mode and Page Display
Mode. This section outlines adding and editing comments in these display modes.
Working with Comments in Document Display Mode
Revisions viewed in Document Display Mode will display one of three comment bubble icons that depict the comment status:
Icon Comment Status Description
Comment Required
Comments must be entered before saving.
Comment Allowed
Comments may be entered before saving, but are not required.
Comments have been entered.
Comment Entered
If there is no comment bubble, the document is not configured to allow comments on revisions.
To enter comments or edit previously entered comments in Document Display Mode:
1. Click the comment bubble icon in the Document Header:
Clicking a blue comment icon will allow you to view or edit unsaved comments previously entered in the Separation Workspace.
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2. Enter the desired comment in the comment text box or edit the existing comment:
3. Click anywhere in the Document Separation layout to exit the comment text box.
If the comment icon was previously red (indicating that a comment is required) or white
(indicating that a comment is allowed), the icon will become blue (indicating that a comment has been entered).
If a document that requires a comment is saved before a comment has been entered, a dialog box displaying the text Please enter a comment for [Document Name] is opened:
The document cannot be saved until a comment has been entered and you have clicked OK.
Note:
Depending on your configuration, if a document that allows revisions is split in the
Separation Workspace, you may be prompted to add a comment for the original document and/ or the newly created document.
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Working with Comments in Page Display Mode
Revisions viewed in Page Display Mode will not display an indication that a comment is required, allowed, or entered. However, when saving a document that requires comments, a dialog box displaying the text Please enter a comment for [Document Name] is opened:
Enter the necessary text and click OK.
To view the comment bubble icons, switch to Document Display Mode.
Note:
Depending on your configuration, if a document that allows revisions is split in the
Separation Workspace, you may be prompted to add a comment for the original document and/ or the newly created document.
Keyboard Shortcuts for the Separation Workspace
When working in the Separation Workspace, the following keyboard shortcuts are available:
Shortcut
Delete
Esc
Ctrl + S
Ctrl + H
Ctrl + .
Ctrl + ,
Ctrl + J
Alt and +
Action
Deletes selected pages.
Exits the Document Separation layout without saving changes.
Saves selected documents.
Flips selected pages horizontally.
Rotates selected pages right.
Rotates selected pages left.
Joins selected documents.
Note: This operation is only used in Page Display Mode.
Copies selected document.
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Shortcut
Ctrl and +
Ctrl and Shift and +
Ctrl + C
Ctrl + X
Ctrl + V
Shift + Click
Ctrl + Click
Ctrl + Drag
Ctrl + Shift
Ctrl + Delete
Alt + Home
Unity Client
Usage
Action
Copies selected pages in new document.
Note: This operation is not used in Tree Display Mode.
Copies selected pages in place.
Note: This operation is not used in Tree Display Mode.
Copies individual pages to the clipboard.
Cuts individual pages.
Note: When pasted elsewhere, these pages will be removed from the original document.
Pastes individual pages.
Note: When pasting pages from a document that is read-only, the pages in the clipboard will be pasted into a new document.
Note: This operation is not used in Tree Display Mode.
Selects all pages between two selected pages. Shift must be held while clicking.
Selects or deselects a page without deselecting other pages or documents.
Copies the page being dragged and dropped instead of moving the page to the new insertion point.
Note: This operation is not used in Tree Display Mode.
Selects multiple page ranges in multiple documents. These buttons must be held while clicking.
Note: This operation is only used in Document Display Mode.
Enters Delete Mode.
Scrolls to the first selected page of a document, if not already in view.
Note: This operation is not used in Tree Display Mode.
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Shortcut
Up Arrow / Page Up
Action
Scrolls up in the Separation Workspace.
Note: This operation is only used in Document Display Mode.
Down Arrow / Page Down
Scrolls down in the Separation Workspace.
Note: This operation is only used in Document Display Mode.
Ctrl + Mouse Wheel Up
Zooms in on the page open in Detailed View.
Ctrl + Mouse Wheel Down
Zooms out on the page open in Detailed View.
Ctrl + Left Arrow
Ctrl + Right Arrow
Rotates the page open in Detailed View 90 degrees counterclockwise.
Rotates the page open in Detailed View 90 degrees clockwise.
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Folders
OnBase folders allow users to view and organize documents electronically, as they would with a folder of paper documents, but with the added benefits and security of OnBase. Users can access related documents in a way that is familiar, logical, and easy to use. Folder structures can be automatically created and populated based on business needs without user interaction.
OnBase folders allow users to store a document once and retrieve it from a familiar folder interface that can be configured to a department’s or user’s need. Because each document can reside in multiple folders, departments that prefer different folder structures can access the same document in different locations. Because there is only one actual document, changes to the document are reflected in all locations, even when the document resides in many folders.
Both folder creation and population can be automated to ensure that the folder structure is maintained and file sorting is accurate. This automation protects against accidental folder creation or documents being misfiled.
Folders can be sent to other OnBase users by clicking Send To | Mail Recipient (As Link) if
Unity Pop Files or Unity Pop links are configured. Recipients must have permissions to view the
Folder Type and must also be a part of a user group that has access to the File Cabinet.
Folder Definition
Folders provide an additional interface for grouping documents for easy retrieval. This interface consists of file cabinets that contain folders.
• Each folder is based on a Folder Type. Folder Types determine a folder’s setup, which includes the documents it can contain, whether documents are pulled into the folder automatically, and the folder’s Keyword information.
• Folders are assigned Keyword Types by your system administrator. You can search for folders by Keyword Value.
• A folder can contain documents from multiple Document Types.
• A document can reside in multiple folders. Because the document resides in OnBase, it retains all permissions, properties, Keyword Values, document handle, and rightclick menus (among other features).
• Folders can be configured to automatically store documents based on Keyword
Values as they enter OnBase.
• Depending on your privileges and how Folder Types are configured, you can create and delete folders and change their Keyword Values.
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Folder Hierarchy
A folder’s position in the folder tree is defined by its parent-child relationships. A folder that contains other folders is a parent folder. The folders residing within a parent are called child folders. Child folders can also be parent folders to the folders they contain.
In the illustration above, a folder named HR - Employees is the parent to the Employee Record for ANDREW LINCOLN folder, which is the parent to the Employee Documents folder. The
Employee Documents folder is the child to Employee Record for ANDREW LINCOLN, and
Employee Record for ANDREW LINCOLN is the child to HR - Employees. Notice Employee
Record for ANDREW LINCOLN is both a parent and a child folder, depending on the context.
Folder Contents
Folders are classified based on their contents, which can be static, dynamic, or both. A static folder’s contents must be manually added or removed from the folder. A dynamic folder’s contents are automatically added based on common Keyword Values assigned to the folder.
File cabinets can contain a combination of both static and dynamic folders. To determine whether a folder is static, dynamic, or both, check the status bar at the top of the folder window. For more information about static and dynamic folders, see their definitions later in this section.
Static Folder
Static folders allow users to manually add and remove documents as needed for a custom organizational hierarchy.
• You can add OnBase documents to a static folder using the OnBase Client, Web
Client, and Unity Client.
• Adding a document to a folder does not physically move the document. Rather, the folder provides another way for users to easily access the document.
• You can drag documents from outside of OnBase into a folder using the OnBase
Client.
Documents imported using this method can be automatically indexed with the static folder’s Keyword Values, provided that the folder’s Keyword Types also exist on the
Document Type.
• Documents residing in a static folder do not have to share the same Document Type or Keyword Values.
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Dynamic Folder
Dynamic folders allow users to automatically store documents in folders based on Keyword
Values.
• A dynamic folder contains all documents that match specified Keyword Value criteria and Document Types. Whenever the folder is opened, its contents are updated automatically.
• Documents that are automatically pulled into a dynamic folder are not physically moved. The folder just provides another way for users to easily access the document.
• For documents to be added manually to a folder from within OnBase, the Folder Type must be static or both static and dynamic.
If a folder is both static and dynamic, documents containing Keyword Values not matching the folder Keyword Values can be added manually. If a folder is dynamic only, documents cannot be manually placed in or removed from the folder from within OnBase.
• You can drag documents from outside of OnBase into a folder.
Documents imported using this method can be automatically indexed with the dynamic folder’s Keyword Values, provided that the folder’s Keyword Types also exist on the Document Type. You can change these values in the Import Document dialog box, but if you change a Keyword Value the folder uses to dynamically store the document, then the document will not be dynamically stored in the folder. If the folder can contain static contents, then the document will be statically stored in the folder.
Auto-Foldering
Auto-foldering can automatically create OnBase folders when documents are imported or created in Document Types that are set up for auto-foldering. Re-indexing, modifying Keyword
Values, and updating AutoFill Keyword Set information will also create auto-folders if the
Document Type is properly configured.
Auto-foldering should be used for folder creation whenever possible, because it removes the need to manually create folders and reduces the potential for human error. Auto-foldering also helps ensure that folder structures are consistent and logical.
If a folder is dynamic or static and dynamic, then all documents that meet the folder’s dynamic criteria are pulled into the folder.
Opening File Cabinets and Folders
File cabinets contain folders, which contain documents that are placed in the folder from the
OnBase Unity Client interface, or that are automatically pulled into the folder according to
Keyword Type values (dynamic folders).
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In the Unity Client, you can view documents in folders, and in some cases, you can delete documents in folders. Folders are accessed in the Unity Client from the Home ribbon.
Your system administrator configures the file cabinets and Folder Types that folders are based on. You may not have access to file cabinets and folders, depending on your system's configuration. You must have appropriate rights to view, modify, add documents to, or remove documents from folders.
To access folders from the Unity Client:
1. Click File Cabinets in the Home ribbon.
2. The Browse Folders and File Cabinets layout displays all available file cabinets and folders:
Tip:
To resize folder panes, place your cursor over the border between two panes, and then click and drag the border to the new height or width.
3. To view the contents of file cabinets and folders, click the triangle to the left of the file cabinet or folder, or select the folder.
4. Folders are displayed in the Folder Tree pane.
Note:
Depending on the Folder Type configuration, the Documents pane may list all static documents residing in the selected folder’s child folders. Static documents are those that have been manually added to a folder. See your system administrator for information about your folder system’s configuration.
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5. Select a folder to open it.
To collapse all opened child folders under a parent folder, right-click the parent folder and select Clear List. This is different than clicking the triangle next to an opened parent folder, which only hides an expanded folder list.
• The Child Folders pane lists all child folders of the selected folder. This pane is collapsed by default.
• The Related Folders pane lists all related folders of the selected folder. This pane is collapsed by default if there are no available related folders the user can access.
• The Documents pane lists all documents in the selected folder.
• The first document in the selected folder may be displayed in the document viewer, depending on your system’s settings.
• If the folder is configured to display its child folders as tabs, the first child folder is opened.
Tip:
To refresh a folder pane’s contents, right-click within the pane select Refresh.
A pop-up list or search dialog box may be displayed, prompting you to specify the child folder to open. This behavior varies depending on the folder’s configuration. See the following topics for more information:
•
Accessing Folder Search by Clicking a Folder on page 214
•
Working with Folder Pop-up Lists on page 215
6. To open a folder from the Child Folders or Related Folders pane, use one of the following methods:
• Double-click on the folder.
• If child folders are displayed as tabs (in the right pane), click the tab to open the folder.
7. To open a document, select it from the Documents pane.
Opening Multiple Folders Windows
You can open multiple Folders windows from the OnBase Unity Client. This feature lets you work in multiple folders concurrently and compare different folders side-by-side. To open another Folders window, click Open In New Window from the Unity Client’s Home ribbon.
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Moving Up a Level from a Folder Tab
If both the current folder and its parent folder are displayed as tabs, then you cannot select the parent folder by clicking it in the folder tree.
To select the parent folder, click the up-level tab located above the child folder tabs.
You can select the parent folder also by collapsing it in the folder tree.
Scrolling Through Folder Tabs
If a folder contains too many child folder tabs to display on the screen, you can scroll through available tabs using the scroll buttons at the bottom of the tabs pane.
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Accessing Folder Search by Clicking a Folder
Some Folder Types are configured to display the Find Folder dialog box when a folder of that
Folder Type is selected. The Find Folder dialog box allows you to search for child folders of the selected folder. Once you retrieve a folder, the folder is inserted into the Folder Tree pane for the current session only.
For more information about folder searching, see
Searching for Folders on page 217 .
To close the dialog box without searching, click anywhere outside of it, or press ESC.
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Working with Folder Pop-up Lists
Upon selecting a folder or file cabinet, you may see a pop-up list displaying child folders of the selected folder.
To close the pop-up list, click anywhere outside of it, or press ESC.
1. To filter the folder list, type characters in the filter bar above the list.
For example, to find records for a customer whose name begins with W, you could type
Records for W
.
The filter bar may be prepopulated with the static characters in the child folders’ Auto-
Names, depending on the selected Folder Type. This feature is useful when all child folder Auto-Names start with the same prefix or description. Characters that can vary in the folders’ Auto-Names, such as the folder date, are not prepopulated.
Note:
If no folders are displayed, begin typing the name of the folder you need. The text above the filter bar indicates the number of characters required (excluding prepopulated static characters) before folders are displayed. After you’ve typed the number of characters required,
OnBase displays all folders matching your criteria. The minimum number of characters required is configured by your system administrator.
2. Double-click a folder to open it. The folder is added to the Folder Tree pane.
3. Repeat these steps for each child folder you need to view. Each subsequent folder is added to the Folder Tree pane, making it easy to work back and forth between them.
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Retrieving Related Folders
If configured, related folders allow you to quickly access related information stored in different branches of the folder tree. Related folders and their availability vary per system. See your system administrator for information about your system’s folder configuration.
1. Select a folder in the Folder Tree or Child Folders pane.
2. Any related folders are listed in the Related Folders pane.
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Searching for Folders
You can search for folders using the Find Folders pane, which is displayed when you initiate a folder search from the Folders window or when you open a folder that is set up for child folder searching.
Tip:
Depending on your system configuration, you may be able to search for certain Folder
Types using Custom Queries. For more information, see
Retrieval Using Custom Queries on page 59 .
To initiate a folder search:
1. Right-click in the Child Folders, Related Folders, or Folder Tree pane and select Find
Folder
, or click the Find button from the Folder ribbon:
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2. The Find Folders pane is displayed.
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3. From the Folder Type drop-down select list, select a Folder Type. The Find Folder pane displays any Keyword Types assigned to the selected Folder Type.
4. Enter Keyword Values as necessary. If a Folder Type requires a Keyword Value to be provided (not left blank), the required Keyword Type is displayed in red.
Note:
You can use all Keyword functionality when searching folders, including adding additional instances of a Keyword Type or Keyword Type Group, or using Wildcard or Boolean operators to narrow the search. For more information, see the related Help topics.
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5. Click Find or press Enter to find all folders matching the criteria. Folders are displayed in the Results list:
If only one folder is returned, that folder is opened and displayed in the Folder Tree pane.
Note:
A folder search may return the same folder multiple times if the folder is indexed with multiple instances of a Keyword Type Group and each instance contains the same value for the
Keyword Type you searched on.
6. Double-click a folder to display its documents in the Documents pane.
Depending on the Folder Type, the first document may be displayed in the Document
Viewer.
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7. If desired, click Clear Keywords to clear all entered values and start a new folder search.
8. Click Close to close the Find Folder pane.
Show Folder Locations
Use the Show Folder Locations option to view the folders where a document resides.
From a Document Search Results list or an open document, right-click and select Show Folder
Locations
.
• If the document resides in only one folder, then the folder is opened in the File
Cabinets layout.
• If the document resides in multiple folders, then the folders are listed in the following dialog box. To open a folder, either double-click it, or select it and click OK.
• If no container folders can be found, then No documents found is displayed.
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Keyword Considerations for Show Folder Locations
The Show Folder Locations command uses the document’s Keyword Values to dynamically associate the folder to the document. Missing values will affect whether the correct folders are returned. In the following examples, suppose that two Keyword Types are used to dynamically link a document to a folder.
• If one value is left blank on the document, but not on the folder, the command returns the folder, even though the document doesn’t reside in it.
• If one value is left blank on the folder, but not on the document, the command does not return the folder, even though the document dynamically resides in it.
• If a folder is indexed with multiple instances of a Keyword Type Group, the Show
Folder Locations
command will retrieve the folder only from documents indexed with values that are in the same instance of a Keyword Type Group on the folder.
This behavior occurs only if Keyword Types in the folder’s Keyword Type Group are used to dynamically link the document to the folder, and if the Keyword Types are not in a Keyword Type Group on the document.
Applying Folder Filters
Note:
Users without rights to certain filters will not see those filters displayed.
You can filter and sort documents in a folder using folder filters. Folder filters let you perform the following tasks:
• Organize and sort documents by Keyword Value, name, or date. Filters display information about each document in columns that you can use for sorting.
• Display only documents that have a specific Keyword Value. Filters that use forms let you filter the documents by submitting Keyword Values on the form.
• Display only documents within a subset of Document Types. For example, you may have a dynamic folder with multiple Document Types assigned to it, but you need quick access only to specific Document Types on a regular basis.
Filters are similar to another function of folders called folder templates. Both can display a subset of documents within a folder, but templates and filters perform different tasks. When choosing between a filter or template, consider what you want to accomplish. Whereas folder templates help ensure that a folder has a complete set of documents, folder filters let you quickly see information about documents organized in sortable columns.
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A folder template and a folder filter cannot be applied to a folder simultaneously. If you apply a filter to a folder with a template applied, the template is removed before the filter is applied. If you apply a template to a folder with a filter applied, the filter is removed before the template is applied.
Some folders may have a default filter applied when the folder is opened. When a filter is applied, the Documents pane is divided into columns with headers at the top of the pane. To determine which filter is applied, click the Filter button in the Folder Ribbon. The applied filter has a check mark next to its name. To remove the filter, select <No Filter>. Removing the filter may be necessary to display all the documents in a folder.To apply a folder filter:
1. With the Folder tab selected, click the Filter button from the Folder ribbon.
Note:
The Filter button is only available if you have configured Folder Filters.
2. Select a filter.
3. If a form is displayed in a separate window, type the Keyword Values to filter the folder by, and submit the form.
Note:
The maximum number of documents that can be returned in a folder filter query is 2,000.
4. To sort the filtered list of documents, click the header above the column you want to sort by.
For example, if one column contains the Document Date, click the header to sort documents in ascending chronological order; click the header again to sort documents in descending chronological order.
Applying a Folder Template
Folder templates help you navigate a folder’s contents by doing the following:
• Filtering the view of folder contents when you open the folder. A template can be configured to display documents in a certain order by Document Type, or to display only documents of a certain Document Type by default.
• Providing a visual indicator of documents missing from the folder. For example, if a
Patient Information folder should contain the patient’s Driver’s License, a folder template may display an error message if the Driver’s License Document Type is missing from the folder.
• Identifying whether documents are missing certain Keyword Values, which may have been unavailable when the documents were indexed.
• Sorting documents so they are displayed in a consistent sequence.
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To apply or remove a template:
1. With the Folder tab selected, click the Template button from the Folder ribbon.
2. Select a template. If the folder has a template applied and you want to remove it, select
<<No Template>>
to display all the contents of the folder. Contents are displayed according to the configured Document Type order of the folder.
Note:
Depending on the template configuration, all contents of the folder may be displayed when a template is applied. If this is the case, template documents are displayed first, followed by documents that do not meet the template criteria.
The Documents pane displays any applicable documents or information.
Note:
A folder template and a folder filter cannot be applied to a folder simultaneously. If you apply a filter to a folder with a template applied, the template is removed before the filter is applied. If you apply a template to a folder with a filter applied, the filter is removed before the template is applied.
Adding, Uploading, and Removing Documents
The following topics describe how documents are added to, uploaded to, and removed from folders.
•
Adding Documents to Dynamic Folders on page 223
•
Adding Documents to Static Folders on page 224
•
Uploading and Indexing Documents Using Folders on page 224
•
Removing Documents from Folders on page 226
Adding Documents to Dynamic Folders
You cannot add a document to a dynamic folder by dragging the document A dynamic folder contains Document Type and Keyword value criteria that OnBase will use to find Documents.
When you open a dynamic folder, documents that match the criteria populate the folder automatically. Each time the folder is opened, the query will be run again, finding any new documents that match the criteria for the folder.
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Adding Documents to Static Folders
If you have sufficient privileges, you can add documents residing in OnBase to a static folder by dragging the documents to the File Cabinets layout. A single document can reside in multiple folders, because folders contain pointers to documents rather than actual copies.
1. Ensure that the File Cabinets layout is open in a separate window.
2. From an open document or from a list with one or more documents selected, press and hold the left mouse button to hook the document(s).
3. Drag the document(s) to the Folder Tree or Documents pane and release the mouse button. The Documents pane displays the added document(s).
Note:
You may not be able to manually add documents to all folders. You cannot manually add documents to dynamic folders because their contents are dynamically determined based on
Keyword Values. See your system administrator if you have questions about static and dynamic Folder Types.
If OnBase will not let you add the document to a folder, see the following section,
Cannot Add a Document to a Folder
.
If You Cannot Add a Document to a Folder
You may be unable to add a document to a folder under any of the following conditions:
• You have insufficient privileges to add documents to the folder.
• The folder’s Folder Type is dynamic. Dynamic folders are populated automatically based on document Keyword values. Documents cannot be added to dynamic folders manually unless the folder is both static and dynamic.
• The folder’s Folder Type is set up to only contain other folders.
• The document already resides in the folder. A document cannot be added twice to the same folder.
• The folder is locked by another OnBase user, process, or module. For example, if a user is modifying the folder’s Keyword values in the OnBase Client, then you cannot add a document to the folder.
Uploading and Indexing Documents Using Folders
Depending on your privileges, you can upload documents to OnBase using existing dynamic or static folders. When you upload a document to OnBase using a folder, the document is added to the folder.
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Uploading a document to OnBase using a folder can be useful, for instance, when a template is applied to a dynamic folder and one or more placeholders are displayed for documents that have not yet been added to the folder. If the document exists and resides outside of OnBase, you can simultaneously upload it to OnBase and add it to the folder using the folder’s indexing information.
To upload a document to OnBase using a folder:
1. Open the appropriate folder.
2. Right-click the folder and select Keywords to check the Keyword Values assigned to the folder. Enter Keyword Values for the folder, if necessary.
3. Ensure the correct folder is selected in the Folder Tree pane.
4. Do one of the following:
• Select a file to upload from outside of OnBase. This includes Outlook emails or email attachments. Drag and drop the file to the folder in the Folder Tree pane or to the
Documents
pane.
• Right-click within the Documents pane.
Tip:
When uploading to a dynamic folder, select and right-click the document or template placeholder in the Documents pane that represents the Document Type of the document you would like to upload. That Document Type is then automatically selected when the Import layout is displayed.
Select Import.
5. The Import layout is displayed.
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6. Select the appropriate Document Type and any other selections.
• If the folder is dynamic, only Document Types assigned to the Folder Type are available.
• If no Document Types are available, then you do not have privileges to any Document
Type assigned to this Folder Type. In this situation, you cannot upload the document into OnBase.
Note:
For more information on uploading documents, see
Importing Documents on page 272 .
7. Any Keyword Types shared with the folder are populated with the folder’s corresponding
Keyword Values.
If the folder contains the Primary Keyword Value of an AutoFill Keyword Set that is assigned to the Document Type, its Secondary Keyword Values are not populated until you press the Tab key from within the Primary Keyword Type field.
8. Click Import. The document is uploaded to OnBase and added to the folder.
Note:
To drag and drop multiple files into the Import queue, you must be licensed for EDM
Services. Files dragged and dropped in this manner will be queued in the Import layout in the order in which they were selected in Windows Explorer. This order is influenced by which file you click and hold to drag the group of files. For example, if files 1, 2, 3, 4, and 5 were selected in Windows Explorer and you clicked on file 3 to drag them into the Import layout, the files would be organized in the Import queue as follows: 3, 4, 5, 1, 2.
Removing Documents from Folders
If you have sufficient rights, you can remove static documents from static folders. Select the document from the Documents pane, right-click, and select Remove From Folder.
Note:
You cannot remove a Certificate of Destruction from a folder. For more information on
Certificates of Destruction, see the Records Management module reference guide.
If a document is removed from a folder, it will not be removed from OnBase, just that folder.
You cannot manually remove documents from a folder that is dynamic. Dynamic folders automatically pull in documents based upon Keyword Value criteria. You also cannot manually remove documents that reside dynamically in a folder that is both static and dynamic.
Adding and Deleting Folders
These topics describe how to add and delete folders:
•
•
Note:
You must have appropriate User Groups and Rights for folders.
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Adding a Folder
1. In the Folder Tree pane, select the folder (or file cabinet) into which you want to place the new folder.
2. Right-click and select New Folder. The New Folder pane is displayed:
3. Select a Folder Type for the new folder. Folder Types define the following folder characteristics:
• Static or dynamic properties (how documents are filed)
• Assigned Keyword Types (used for searching and organization)
If no folders are available for you to create, then the message No folder types available is displayed under the drop-down.
4. Index the new folder.
• If a Folder Type requires a Keyword Value to be filled in (not left blank) the Required
Keyword Type is displayed in red. You must supply a Keyword Value to create and save the new folder.
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• If the folder uses a Multi-Instance Keyword Type Group, you can add another instance of the Keyword Type Group by double-clicking the Keyword Type Group’s name.
5. Change the Folder Date if desired.
6. Click Create. The new folder is added to the Child Folders pane.
Deleting a Folder
You can delete folders by using a right-click option. Deleting a folder does not remove its documents from OnBase. The documents remain available through other Document Retrieval methods.
Your ability to delete a folder depends on your privileges to the folder and the child folders it may contain. If you attempt to delete a folder that contains a child folder, and you do not have privileges to delete that child folder, then you cannot delete the parent folder or the restricted child folder(s). Child folders you have privileges to delete are deleted.
If your solution uses the Records Management module, you cannot delete managed folders or folders that contain managed folders using this method. If you attempt to delete a folder that contains both managed and unmanaged folders, the unmanaged folders you have privileges to delete will be deleted.
Note:
Managed folders require a Records Management license.
Note:
Deleted folders can only be restored from Folder Maintenance in the OnBase Client by your system administrator.
To delete a folder from the Browse Folders and File Cabinets layout:
1. From the Child Folders, Related Folders, or Folder Tree pane, select the folder you want to delete.
2. Right-click and select Delete.
3. You are prompted to confirm that you want to delete the selected folder and all of its child folders. Click Yes. The selected folder is removed.
Changing Folder Keyword Values
If you have the appropriate user rights, you can change the Keyword Values assigned to a folder.
Note:
Depending on the Folder Type of the folder (Static or Dynamic), changing its Keyword
Values may change the contents of the folder, removing existing documents and adding new documents to the folder. Ensure you understand the ramifications of changing Dynamic Folder
Type Keyword Values before proceeding. See your system administrator for additional information.
1. From the Folder Tree pane, select the folder.
2. Right-click and select Keywords.
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3. The Folder Keywords pane displays the Keyword Types and values for the selected folder along with the Folder Type, folder auto-name (based upon the Keyword Values), and the Folder Date, which by default is the folder creation date.
• Depending on your system configuration, one or more of the values may be masked or read-only. Keyword Values may be read-only because another user or process is working with them, or because you lack privileges to modify them.
• If the folder uses a Multi-Instance Keyword Type Group, you can add another instance of the Keyword Type Group by double-clicking the Keyword Type Group’s name or by clicking in a Keyword Type field and pressing F6.
For information about working with Keyword Types, see
.
4. Edit the Keyword Values.
5. When finished, click Save Keywords. The Keyword Values are changed.
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Modifying Keyword Values on a Folder, Child Folders, and
Documents
Throughout a business process, the Keyword Values associated with a folder or folder tree may change. To modify Keyword Values on all folders and documents in a folder tree, use the Folder
Contents | Keywords
right-click options.
You can modify only one Keyword Value at a time, which prevents folder contents from inheriting values for all of the folder's Keyword Types. If the folder uses Multi-Instance Keyword
Type Groups, all values in a group can be modified simultaneously. For information about
modifying Keyword Values in Multi-Instance Keyword Type Groups, see page 232.
Note:
As a best practice, use the Folder Contents | Keywords options only when the folder and its contents use the same Keyword Types.
If you have insufficient privileges to modify Keyword Values on all of a folder’s contents, values are modified only on child folders or documents you have privileges to modify. If you lack rights to modify Keyword Values on a folder, then no values are modified on the folder’s contents.
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To modify Keyword Values on a folder and its contents,
1. From the Folders layout, select the folder whose Keyword Values you want to modify.
2. Right-click and select one of the following options from the Folder Contents | Keywords menu:
Option Description
Folders and Documents Modifies the Keyword Values on the selected folder and any documents residing directly within that folder. Keyword Values on the folder’s child folders and their documents are not modified.
Folders and Child
Folders
Modifies the Keyword Values on the selected folder and its child folders. Keyword Values on documents residing within the folder or its child folders are not modified.
Folders, Child Folders, and Documents
Modifies the Keyword Values on the selected folder, its child folders, and any documents residing within the folder or its child folders.
The Modify Folder Keywords dialog box is displayed:
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3. Select the Keyword Type to modify from the Keyword Type drop-down select list.
If the Keyword Type is in a Multi-Instance Keyword Type Group, you can modify values on all Keyword Types in the group.
Caution:
Ensure you understand how modifying Multi-Instance Keyword Type Groups will affect Keyword values on folder contents. For more information, see
Keyword Type Groups on page 232 .
4. Type the new value for the folder and the contents you selected in step 2. The selected contents will have the same number of instances of the Keyword Type and the same values for each instance.
• If you add another instance of the Keyword Type (by pressing F6), the new instance and its Keyword Value is added to the folder and selected contents. If you remove an instance of a Keyword Value, the Keyword Value is removed from the folder and selected contents.
• If the selected Keyword Type is part of a Cascading Data Set, changing the Keyword
Value will not update the child values that depend on it. For example, if you change the State value, then the City Keyword Type will retain its current value on the folder and its contents. Be sure to update any child values on folders and documents as needed.
5. Do one of the following:
• Click Save to save the modified Keyword Values and close the Modify Folder
Keywords
dialog box.
• Click Apply to save the modified Keyword Values and keep the Modify Folder
Keywords
dialog box open to modify additional Keyword Values.
• Click Cancel to cancel any changes that have not been applied.
Modifying Multi-Instance Keyword Type Groups
If the folder or its contents use a Multi-Instance Keyword Type Group, ensure you understand how Multi-Instance Keyword Type Groups are affected before using the Folder Contents |
Keywords
options.
The following examples describe how the Folder Contents | Keywords options are applied when folders or contents use Multi-Instance Keyword Type Groups. The tables display examples of folder and content Keyword Values before and after the Keyword Values are modified. These examples use ID and Color as Keyword Types.
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Example 1: Folder and contents use the same Multi-Instance Keyword Type Group
If the folder and contents use the same Multi-Instance Keyword Type Group, the Keyword
Values on the folder are duplicated exactly on the contents. Contents will inherit the same number of instances and the same values for the Multi-Instance Keyword Type Group on the folder.
Before Modification
After Modification
Folder Keywords
ID:
111
Color:
Red
ID:
444
Color:
Green
Content Keywords
ID:
222
Color:
Blue
ID:
444
Color:
Green
Caution:
If a folder has only one instance of the Multi-Instance Keyword Type Group, but the contents had two or more instances before the values were modified, then the contents will have only the instance of the Multi-Instance Keyword Type Group used by the folder. See the example below.
Before Modification
After Modification
Folder Keywords
ID:
111
Color:
Red
ID:
444
Color:
Green
Content Keywords
ID:
222
Color:
Blue
ID:
333
Color:
Yellow
ID:
444
Color:
Green
Example 2: A folder Keyword Type is in the Multi-Instance Keyword Type Group of the content
The ID is modified in each instance of the Multi-Instance Keyword Type Group on the contents.
Before Modification
Folder Keywords
ID:
111
Content Keywords
ID:
222
Color:
Blue
ID:
333
Color:
Yellow
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After Modification
Folder Keywords
ID:
444
Content Keywords
ID:
444
Color:
Blue
ID:
444
Color:
Yellow
Example 3: Contents use a Keyword Type in the Multi-Instance Keyword Type Group of the
Folder
The contents’ Keyword Values are not affected by any changes to the folder's Keyword Values.
Before Modification
After Modification
Folder Keywords
ID:
111
Color:
Red
ID:
444
Color:
Green
Content Keywords
ID:
222
ID:
222
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,
. Then, proceed to the following topics:
•
Viewing and Sorting Folder Notes and Bookmarks on page 236
•
Adding a Folder Note or Bookmark on page 237
•
Viewing a Bookmarked Document on page 239
•
Editing an Existing Note or Bookmark on page 240
•
Deleting a Note or Bookmark on page 241
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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.
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Viewing and Sorting Folder Notes and Bookmarks
The following steps describe how to view notes and bookmarks on folders within the current branch of the folder tree. If folder notes are unavailable from the folder you are viewing, ensure the
Folder Notes Requirements on page 235 are met.
1. Open the folder containing notes or bookmarks.
2. Click Notes from the ribbon’s Folder tab to display the Notes and Bookmarks pane. This pane displays all notes residing on any folder in the current branch of the folder tree.
Note:
Two parent folders for folder notes can exist within the same branch of the folder tree. In this scenario, the higher-level parent folder does not display notes residing on folders within the lower-level parent. The lower-level parent folder acts as an isolated container for the notes residing on it and its child folders. This configuration allows multiple sets of notes to exist within a single folder structure. For information about how your folder solution is configured, contact your system administrator.
To search for specific text contained in the folder’s notes, enter text in the Find field. The Notes
and Bookmarks
pane automatically displays any notes matching your search criteria. To clear search criteria, click the X in the Find field. Wildcards do not function in this field.
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To sort the folder’s notes, click the following button:
The following sort options are available:
Sort Option Action When Selected
Created By (Ascending)
Created By (Descending)
Created Date (Ascending)
Created Date (Descending)
The folder’s notes are sorted by the name of the user that created the note, in ascending order.
The folder’s notes are sorted by the name of the user that created the note, in descending order.
The folder’s notes are sorted by the date and time that the note was created, in ascending order.
The folder’s notes are sorted by the date and time that the note was created, in descending order.
Modified Date (Ascending)
The folder’s notes are sorted by the date and time that the note was last modified, in ascending order.
Modified Date (Descending)
The folder’s notes are sorted by the date and time that the note was last modified, in descending order.
Note Type (Ascending)
Note Type (Descending)
The folder’s notes are sorted by the Note Type, in ascending order.
The folder’s notes are sorted by the Note Type, in descending order.
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.
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3. Click New Note from the ribbon’s Folder tab 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 Note dialog box is displayed.
Note:
If you select a bookmark Note Type, but no document is displayed in the viewer, then you are prompted to create a note without a bookmark. Choose Yes to proceed, or choose No to cancel note creation.
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 OK. The new note is added to the top of the Notes and Bookmarks pane. To access this pane, see
Viewing and Sorting Folder Notes and Bookmarks on page 236 .
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Viewing a Bookmarked Document
To quickly retrieve a bookmarked document, click the Go to Page button from the bookmark in the Notes and Bookmarks pane. This button is available only on bookmarks; it is not available on standard folder notes.
You can also navigate to a bookmarked document by selecting the bookmark and clicking the
Go To Bookmark
button from the Folder ribbon.
Note:
If an error is displayed, the document may have been removed from the folder or deleted from OnBase, or you may lack privileges to the document.
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Editing an Existing Note or Bookmark
To edit a note, click in the text field under the note’s name and timestamp. Then, type to edit the text as needed. Click on an area outside the note. The note text is saved.
If the text field does not have a border, as shown in the following example, then you lack sufficient privileges to edit the note.
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Deleting a Note or Bookmark
The following steps describe how to delete a note or bookmark from a folder.
1. Select the note in the Notes and Bookmarks pane.
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2. Do one of the following:
• Right-click on the note (anywhere except the note’s text field), and select Delete
Note
.
• Click the Delete Note button on the Folder tab in the ribbon.
3. Click Yes when prompted.
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Folder Properties
The Folder Properties window provides information about a selected folder, including its content type, creation date, folder date, date range, and creator. Folder properties are available only to users with sufficient privileges.
1. Select the folder from the File Cabinets layout.
2. Right-click and select Properties. The folder’s properties are displayed.
Properties are described in the following table. For more information about your folder configuration, contact your system administrator.
Property
Folder Name
Folder Number
Batch
Description
The folder’s Auto-Name.
The internal number assigned to the folder when it was created.
The number of the batch that imported the document that created the folder. Batches of documents are imported through OnBase’s processing modules, such as COLD/ERM.
If the folder was not created through a batch, this number is
0.
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Property
Folder Type Name
Folder Type Number
Usage
Contents
Folder Date
Date Created
Created By
Date Range
Folder Start Date
Folder End Date
Description
The name of the Folder Type on which the folder is based.
The internal number of the Folder Type.
The usage type of the Folder Type.
The content type of the Folder Type. The content type determines whether the folder contains documents and how any documents are stored.
Possible values include
Folders Only, Static, Dynamic, Static/Dynamic,
Static/Child Contents, and Dynamic Group.
Static/Child Contents is displayed for folders that display the static contents of child folders.
The date assigned to the folder when it was created. The folder date can be modified to suit your business needs.
The date the folder was created. This value cannot be modified.
The name of the user who created the folder or who ran the process that created the folder.
The date range assigned to the Folder Type.
Possible values include None, Daily, Weekly, Monthly, Quarterly,
Biannually, and Yearly.
The start date of the folder’s date range. This property has no value if the
Folder Type has no date range.
The end date of the folder’s date range. This property has no value if the
Folder Type has no date range.
Note:
File cabinet properties display only the properties of the file cabinet, not the properties of the folders it contains.
Viewing the History of a Folder
A folder’s history provides information about actions that have been performed on the folder.
1. Select the folder from the File Cabinets layout.
2. Right-click and select History. The Folder History window displays actions that have been performed on the folder, including when the action was logged and who performed the action.
Note:
Your User Group must have the Folder History product right in order to access Folder
History. For additional information, see your system administrator.
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Sending and Receiving Mail
If you have appropriate privileges, you can send internal mail to communicate with other
OnBase users and to send them OnBase documents and folders. You can read messages from other users from your OnBase inbox. If you need to send documents to non-OnBase users, you can use external mail to send OnBase documents or links to documents to an email address.
• To send documents and messages to another OnBase user, see
.
• To check your OnBase inbox, see
Checking Internal Mail on page 249 .
• To email documents or links to documents externally, see
Links to Documents on page 254 .
Send To | Internal User
Internal Mail is useful for sending a message to another OnBase user. When you attach documents to an internal email message, the system attaches a pointer to the actual document within OnBase. Because both the email message and attachments are part of OnBase, documents retain all their system attributes (for example, permissions, keywords, etc.). Internal
Mail messaging also provides the ability for multiple users to view a particular document.
Note:
You must have the Internal Mail privilege assigned in order to use Internal Mail.
Depending on your configuration, you may be notified about new Internal Mail messages when you log on to OnBase, or when a user sends you new mail, by a You have # unread message(s) notification:
Sending OnBase Documents to Other OnBase Users
1. From the Document Search Results list:
• Select one or more documents and click Send To | Internal User on the Document tab.
• Select one or more documents, right-click, and select Send To | Internal User.
From an open document:
• Click Send To | Internal User on the Document tab.
From an open image or text document:
• Click Send To | Internal User on the Document tab.
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• Right-click and select Send To | Internal User.
Note:
You can only send documents that you have rights to send as mail. If you send a document to a user that does not have rights to view the document, the document is not attached to the email that this user receives.
2. A new message is displayed:
The Attachments field displays the attached document(s). Double-click a document to view it directly from the message.
3. You can add recipients manually or from the address book.
4. To add recipients manually: a. Type the name of a user or user group in the To: field, separating multiple recipients with a semicolon. Enclose user groups with angle brackets (<>). For example, <User
Group>.
b. On the Message tab, in Names, click Check Names to check the user or user group names that you have typed.
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c. If no matches or multiple matches were found, the following screen is displayed: d. Select the recipient to use and click OK.
5. To add recipients from the address book: a. On the Message tab, in Names, click Address Book, or select the To drop-down list:
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b. The address book is displayed:
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Users and user groups are listed in Available Recipients. User groups are enclosed with angle brackets (<>).
c. Select a user or user group, or multiple users/user groups by holding down the Ctrl or
Shift
keys while clicking.
d. Click Add Selected Items to add the selected user(s)/user group(s) to the Selected
Recipients
list.
Click Add All Items to add all user(s)/user group(s) to the Selected Recipients list.
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e. To remove users/user groups from the Selected Recipients list, select them from the
Selected Recipients
list and click Remove Selected Items.
To remove all users/user groups from the Selected Recipients list, click Remove All
Items
.
6. The To: field displays the selected user(s)/user group(s):
7. Type a Subject of up to 100 characters.
8. On the Message tab, in Tracking, select Read Receipt Requested to request a read receipt.
9. Type a message of up to 250 characters.
Note:
Each space is treated as a single character, each new line counts as two characters.
When replying and forwarding, the right angle brackets (>) in the message field count as a single character and the Fw: counts as four characters in the subject field.
10. Click Send.
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Checking Internal Mail
1. On the Home tab, in Internal Mail, click Mailbox:
2. The Mailbox layout is displayed:
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3. Messages are grouped based on the date they were received:
Group
Today
Description
These messages were received today.
Yesterday
These messages were received yesterday.
Earlier This
Month
These messages were received earlier in the month.
Last Month These messages were received last month.
Older
These messages were received prior to last month.
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4. The following columns display message properties:
Column
Icon
Description
Displays whether the message has been read.
Messages that have not been read are denoted by the following icon:
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Messages that have been read are denoted by the following icon:
Messages that have not been read and have an attachment are denoted by the following icon:
Messages that have been read and have an attachment are denoted by the following icon:
From
Subject
Date
Displays the OnBase user that sent the message.
Displays the message subject.
Displays the date the message was sent.
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5. The following buttons are available on the Mailbox tab and the Mailbox layout’s rightclick menu:
Actions Description
Open opens the selected message. You can also double-click a message to open it.
See Viewing Internal Mail on page 252 for more information.
New creates a new message.
Delete deletes the selected message(s). Click Yes to confirm that you want to delete the message.
Respond Description
Reply lets you reply to the OnBase user who sent you the selected message.
Reply with Attachments lets you reply to the OnBase user who sent you the selected message while retaining any attachments.
Forward lets you forward the selected message and attachment(s) to other OnBase users.
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Options Description
Mark as Read marks the selected message as read
Refresh Messages refreshes the list of messages.
Viewing Internal Mail
Internal mail messages are displayed in a separate window:
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To view an attached document, click the document’s Auto-Name string in the Attachments field:
Attachments are displayed in a separate window.
The following buttons are available on the Message tab:
Respond Description
Reply lets you reply to the OnBase user who sent you the message.
Reply with Attachments lets you reply to the OnBase user who sent you the message while retaining any attachments.
Forward lets you forward the message and attachment(s) to other OnBase users.
Actions Description
Delete deletes the message. Click Yes to confirm that you want to delete the message.
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Emailing Documents and Links to Documents
Note:
Emailing a document or a link to a document requires that you have a functional
Microsoft Outlook, IBM Notes, or Novell GroupWise email client or Gmail account. You cannot email documents or links to documents in the Unity Client with any other email client.
Note:
If using Microsoft Outlook as your email client, Outlook must be running as the same account type as the Unity Client. For example, if Outlook is running in administrator mode
(accessed by right clicking the executable file and selecting Run as administrator), the Unity
Client must also be running in administrator mode.
Note:
When Microsoft Outlook and Novell GroupWise are installed on the same machine, using
GroupWise as the Default Mail Client for the Unity Client may result in unexpected behavior and is not supported.
Single documents, a list of multiple documents, folders, Custom Query results, E-Form and
Unity Form Creation pages can all be sent as Unity Pop links or Unity Pop Files. Unity Pop Links and Unity Pop Files are available, depending on your configuration, as Mail Recipient (as Link).
If you are configured to use DocPop, clicking Mail Recipient (as Link) will allow you to send a single document or a list of multiple documents.
You must have user rights to email a document or a link to a document. User rights are managed by your system administrator.
Certain characters are not allowed in file names. If these characters appear in the document’s
Auto-Name string, they are substituted with other characters that are allowed. Substitutions are as follows:
*
?
<
>
|
"
Auto-Name Character
:
\ and /
!
]
[
'
!
+
;
-
Replaced With
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To email a document:
1. From the Document Search Results list:
• Select one or more documents and click Send To on the Document tab.
• Select one or more documents, right-click, and select Send To.
From an open image or text document:
• Click Send To on the Document tab.
• Right-click and select Send To.
2. Select Mail Recipient (as Attachment) to email the document(s) as an attachment.
Select Mail Recipient (as Link) to email a link to the document(s).
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3. If you selected Mail Recipient (as Link), OnBase displays a blank email message containing a link to each selected document.
If OnBase has been configured to use DocPop or Unity Pop URI links, a single link to all documents is generated. A hit list of all documents selected will be opened when the link is clicked. Proceed to step 11.
If you selected Mail Recipient (as Attachment), and the document is not an image or text document, you may be prompted to select an email template in the Send to Mail pane. If the Email Template drop-down list is displayed, proceed to step 6. If the Email
Template
drop-down list is not displayed, proceed to step 10.
If you selected Mail Recipient (as Attachment), and the document is an image or text document, or you selected multiple documents including an image or text document, the Send to Mail pane is displayed:
Note:
If you selected multiple documents, including documents that are not image or text documents, the documents will automatically be sent in their native format. Depending on your configuration, you may be able to select an email template in the Send to Mail pane. If the
Email Template
drop-down list is displayed, proceed to step 6. If the Email Template dropdown list is not displayed, proceed to step 10.
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If you are using Gmail as your external mail client, the Send to Mail pane may prompt you to log into Google or, if you are already logged in, will feature the profile icon you chose within Google.
Tip:
Hover over the Google profile icon to see which Google user is logged in.
Note:
If a Google account is already logged in and you would like to switch users, you can click the profile icon and select Log out from Google to log the Google account out of OnBase. You will also need to log out of Google from your web browser to log out fully.
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4. Select one of the following from the File Format of Attachment drop-down list:
File Format of
Attachment
Default/TIFF Format
Description
Unencrypted PDF
Native Format
Sends the document as a TIFF file.
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
Sends the document as a PDF file.
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
Sends the document in the format in which it is stored in OnBase (e.g.,
OLE documents such as Word documents and PDFs, uncompressed text documents, most image documents).
Overlays are not applied.
Note: This Content Type is only available if the selected documents can be successfully mailed in their native format.
Text Format
Saves the document as a .txt file.
Available for documents with compressed text file formats. This includes documents imported with COLD or documents with the with the .ctx file type.
If you are sending an encrypted PDF, you are required to type an encryption password in the Password field, which is displayed below the File Format of Attachment field in the
Send to Mail
pane. This password is case-sensitive and can include alphanumeric or special characters. It cannot contain Unicode characters.
Caution:
If you lose or forget the encryption password, it cannot be recovered.
5. Select one of the following from the Settings drop-down list:
Settings
Send All Pages
Description
All pages in the selected document will be sent.
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Settings Description
Send Custom Range
The page(s) specified in the Pages field will be sent. Enter page numbers and/or page ranges, separated by commas. For example: 1,3,5-12.
6. Depending on your configuration, the Email Template drop-down list may be displayed in the Send to Mail pane. The template you select will change the default text in the subject and body of your email message.
Note:
If the template you select contains a Keyword Type that does not exist on the document, that Keyword Value is replaced with a blank space.
7. If you are sending a document containing notes or annotations, the Note Options dropdown list is available. Select either of the following:
Option
Annotation and/ or Note Icon On
Document
Note Text On
Document
Description
The document is emailed with any annotations and note icons displayed on the document. If you move a note before emailing the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.
The document is emailed 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 emailing the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.
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8. When sending multiple image or text documents, the Apply Settings to Subsequent
Documents
check box is available:
When it is selected, the File Format of Attachment selection is applied to all subsequent documents. The Settings drop-down list and Pages field are not available.
The Note Options drop-down list is only available if the first selected document contains notes.
When it is not selected, you are required to repeats steps 4 through 7 for each document. Navigate through the documents using the Next Document button:
Note:
You are only able to select an email template for the first document.
9. Click Send:
Note:
If Gmail is configured as your external mail client, you may be prompted to accept Unity
Client Checkout Account Permissions
after clicking Send.
10. OnBase displays an email message with the selected document(s)/page(s) attached. If you selected an email template in step 6, the email message includes text from that template. If you did not select an email template, the email message is blank.
Depending on your system’s configuration, the file name for the attachment may be based on the document’s Auto-Name string, or it may be an automatically generated attachment ID.
If an attachment’s name is not unique, for example, because you are sending two files with the same Auto-Name string, then OnBase makes the name unique by appending _
(underscore) followed by a number.
Note:
If you are sending multiple OnBase documents or Unity Pop files with IBM Notes, a ZIP file containing all documents or files is attached to the email message.
11. Enter the recipient(s) of the message.
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12. Type the body of the message.
13. Send the message.
Attachment Display Considerations
If the document you are sending has an overlay, the overlay is displayed on the attachment only if the overlay is displayed by default when you open the document in OnBase.
If you are sending an XML document, the XML stylesheet is applied to the document and it will be converted to HTML.
If you are sending an E-Form, the E-Form is sent as HTML.
If you are sending a Lotus Notes document with a stylesheet, the stylesheet is applied to the document and it will be converted to HTML. Lotus Notes documents without configured stylesheets are sent in their native format.
Sending Folders as Unity Pop Links and Unity Pop Files
In addition to documents, folders may also be sent to users by clicking Send To | Mail
Recipient (as Link)
if OnBase is configured to use Unity Pop Links or Unity Pop Files.
Recipients of the sent folder must have the user group privilege to view the File Cabinet and must also have permission to view the Folder Type.
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Using the OnBase Mail Message Dialog Box
The OnBase Mail Message dialog box is only displayed when using Novell GroupWise or SMTP in Unity Client.
Note:
SMTP is currently not supported in the Unity Client.
To display the Bcc field, select View | BCC.
The Format menu displays message formats available for your Native Mail System. To make the selected format the default format for future messages, select Set as default.
The buttons in the Mail Message toolbar are described in the following table.
Tip:
To change the way the toolbar is displayed, click View and select Large Toolbar to display large toolbar buttons or Small Toolbar to display small toolbar buttons.
Button Description
Send - Click to send the mail message.
This feature is also available by selecting File | Send.
Save - Click to save the mail message.
This feature is also available by selecting File | Save.
Cut - Click to cut highlighted text in the message field.
This feature is also available by selecting Edit | Cut.
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Button Description
Copy - Click to copy highlighted text in the message field to the clipboard.
This feature is also available by selecting Edit | Copy.
Paste - Click to paste text in the message field that was copied to the clipboard.
This feature is also available by selecting Edit | Paste.
Check Names - Click to verify names and email addresses entered in the To field from your Address Book.
This feature is also available by selecting Tools | Check Names.
Address Book - Click to open the Address Book and add email addresses to the
Message Recipients text boxes by selecting the Name, then clicking the To, Cc, or
Bcc buttons. To remove names, double-click on the name in the Message Recipients list and it will return to its original location.
This feature is also available by selecting Tools | Address Book.
Note: If you are using a large Novell Groupwise address book (more than 15,000 entries), all recipient names may not be available in the Select Names dialog box.
Spell Check - Click to spell check text entered in the message field.
This feature is also available by selecting
Tools | Spell Check.
Note: Spell check is only supported for workstations with Microsoft Word installed.
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Checking Names and Addresses
Clicking the Check Names button resolves the recipient’s name to the address book by looking for contacts configured as either First Name-Last Name or Last Name-First Name (including middle initial, if applicable). The following rules apply:
Note:
Novell GroupWise users need to use a wildcard character, *, when resolving an incomplete name.
• When address book has multiple cases where a name being resolved can be both a
First Name or Last Name (e.g., James), the Check Names dialog box prompts the user to select the appropriate recipient.
• When you type an entire recipient name as <First Name Middle Initial Last Name>, you must use the correct punctuation for the middle initial (e.g., Betty A. Jones) for the name to be resolved to the address book.
• When you type a recipient name as <Last Name First Name Middle Initial>, you must use the correct punctuation; a comma must follow the Last Name. When a Middle
Initial is included, you must follow it with a period (e.g., Jones, Betty A.).
Note:
If Novell GroupWise users enter an SMTP address (i.e., [email protected]) into the
To
, CC, or BCC fields, the address is resolved and is displayed as the SMTP address, not as the user’s name as it is recorded in the GroupWise address book.
Viewing Unity Pop Files and Links
Note:
The Unity Client must be installed on workstations in order to view Unity Pop files and links. The installed instance of the Unity Client must be running in Service Mode to view Unity
Pop files and Unity Pop links. If Unity Pop links or Unity Pop files are to be viewed, you will need the Unity Pop Automation Service Mode feature enabled. Contact your system administrator for more information. For more information on Email Templates, contact your system administrator.
Depending on your configuration, email messages that you create by selecting Send To | Mail
Recipient (as Link)
may contain either Unity Pop files or Unity Pop URI links.
Unity Pop files are XML files that are references to content in OnBase. When a Unity Pop file is opened, the Unity Client is launched in order to display the content of the Unity Pop file.
Unity Pop URI links are links to content within OnBase. When a Unity Pop link is clicked, the
Unity Client is launched in order to display the content of the Unity Pop link.
With both Unity Pop files and Unity Pop links, multiple documents may be sent at once. When a link or file to multiple documents is clicked, a hit list containing all linked documents is opened.
Folders can also be sent by both Unity Pop methods. When a link or a file to a folder is clicked, the folder is opened in the File Cabinet layout.
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E-Forms and Unity Forms may also be sent as Unity Pop files and Unity Pop links. When the file or link is opened, the form creation page is opened. For more information on sending and receiving Unity Pop files and Unity Pop links containing E-Forms and Unity Forms, see the E-
Forms
module reference guide and the Unity Forms module reference guide.
If you are already logged on to the Unity Client when you click on a Unity Pop file or link, the content is opened in the existing instance of the Unity Client. If you are not logged on to the
Unity Client, you are required to do so before viewing the Unity Pop content. After logging in, the
Unity Client is launched in the system tray and the content is displayed.
Because you are required to log on to OnBase in order to view Unity Pop files and link, if you do not have rights to view the content in OnBase, you will not be able to view the content via Unity
Pop.
Note:
A Concurrent Client license is consumed while viewing Unity Pop files and links.
Note:
If multiple Unity Pop files were sent to you with Lotus Notes, a ZIP file containing the
Unity Pop files is attached to the email message. To view the Unity Pop files, open the ZIP file using a ZIP utility.
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Using Envelopes
Envelopes provide a way to bundle documents together for easy access, or to easily email the group of documents at one time.
Envelopes are similar to folders from a document retrieval perspective. However, there are some key differences:
• Only the user that created an envelope can see its contents.
• Folders are based on Folder Types configured by your system administrator.
• Some Folder Types are designed to automatically pull documents in based upon
Keyword value and Document Type. Documents residing in envelopes require no common characteristics.
• Some Folder Types do not allow users to manually add documents to them, whereas envelopes do.
• A system administrator must configure the file cabinet in order for a user to be able to create folders.
• Not all Folder Types are user-creatable. This is determined by your system administrator. If you have proper privileges, you can create envelopes.
• Some documents automatically create the folder structure as they are imported into
OnBase.
• You cannot search for envelopes based upon Keyword Value.
Envelope
You can place any documents you want into an envelope, regardless of whether they have anything in common. When an envelope is opened, it displays a list of documents that have been placed in it.
Envelopes provide you with a way to group documents together for easy access. Only the envelope’s creator can view that envelope. Envelopes are an alternate way to retrieve documents; the documents remain accessible through standard document retrieval methods.
• Because the entry in an envelope is actually a pointer to the document stored in its
Document Type Group, deleting a document from an envelope will not delete the document from OnBase.
• Similarly, adding documents to envelopes does not duplicate the document in
OnBase.
• There is no limit to the amount or type of documents that can be placed in one envelope.
• You can add a document to more than one envelope.
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Creating and Deleting Envelopes
This topic describes how to create and delete envelopes.
Note:
You must have appropriate privileges to use and delete envelopes. The only envelopes available to you upon login are the envelopes you created.
Creating a New Envelope
1. On the Home tab, click Envelopes.
2. The Envelopes layout is displayed:
3. On the Envelopes tab, click Create Envelope, or right-click in the Envelopes pane and select Create Envelope.
4. Type the name of the new envelope in the text field.
Note:
Envelope names must be unique and cannot be left blank.
5. Click OK.
6. OnBase creates the new envelope and lists it in the Envelopes pane.
Deleting an Envelope
1. On the Home tab, click Envelopes.
2. The Envelopes layout is displayed.
3. Select the envelope(s) you want to delete.
4. On the Envelopes tab, click Delete Envelope(s), or right-click on an envelope in the
Envelopes
pane and select Delete Envelope(s).
5. The selected envelope(s) is deleted and removed from the Envelopes pane.
Note:
Deleting an envelope does not remove its documents from the system. They will still be available through other document retrieval methods.
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Sharing an Envelope
If you have sufficient privileges, you can share envelopes with other OnBase users.
1. Ensure that you are in the Envelopes layout.
2. From the Envelopes pane, select the envelope you want to share.
3. On the Envelopes tab, click Share Envelope, or right-click in the selected envelope and select Share Envelope.
4. The following screen is displayed:
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5. Select the users you want to share the envelope with from Available Users, and then click the Add button.
To share the envelope with all available users, click the Add All button.
Note:
User permissions are respected when sharing an envelope. For example, if you share an envelope with a user who does not have permission to Document Types in the envelope, the envelope will appear empty to that user. If the envelope contains both documents the user does and does not have rights to, the Document Types the user can view are still displayed.
6. To grant envelope permissions to a specific user, select the user in the Selected Users list and grant any of the following permissions:
Permission
Full Control
Description
Allows the selected user to do the following:
• Share the envelope.
• Add documents to the envelope.
• Remove documents from the envelope.
• Delete the envelope.
Note: When you delete an envelope that is shared with other users, the envelope is only deleted from your view. Other users will still be able to see this envelope.
View Envelope
Add to Envelope
Remove from
Envelope
Allows the selected user to view the envelope.
Allows the selected user to add documents to the envelope.
Allows the selected user to remove documents from the envelope.
To grant the same envelope permissions to multiple users, select multiple users in the
Selected Users list and grant any of the permissions listed in the above table.
7. Click OK.
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Adding or Removing Documents from Envelopes
This topic describes adding documents to envelopes and removing documents from envelopes.
Adding Documents to Envelopes
You can add an open document to an envelope, or one or more documents to an envelope from a Document Search Results list.
1. Right-click and select Send To | Envelope, or click Send To on the Document tab and select Envelope
2. The Envelope pane is displayed:
3. Select the envelope that the document(s) should be added to and click Add.
4. The document(s) is added to the envelope and the pane closes.
Removing Documents from Envelopes
1. On the Home tab, click Envelopes.
2. The Envelopes layout is displayed:
3. Select an envelope. OnBase displays a list of the envelope's documents.
4. Select one or more documents to be removed.
Tip:
You can select one document by clicking it, or select multiple documents by using standard Shift + Click and Ctrl + Click techniques.
5. Right-click and select Remove From Envelope to remove the document(s).
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Opening Existing Envelopes
To open an existing envelope:
1. On the Home tab, click Envelopes.
2. The Envelopes layout is displayed:
3. From the Envelopes pane, select an envelope.
4. OnBase displays a list of the envelope’s documents in the Documents pane. Envelope contents display in the same format as a Document Search Results list.
Note:
To refresh an envelope’s contents, double-click the name of the envelope in the
Envelopes
pane.
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Importing Documents
You can use the Unity Client to import documents to OnBase.
Note:
If importing a Microsoft Excel document, remove the Shared Workbook setting from the document in Excel before importing.
Note:
Some Document Types are configured to require Keyword Values to be entered in order to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, Import, and Add/Modify
Keywords.
Note:
Unless otherwise noted, OnBase does not support the import of files larger than 2 GB.
To begin the Import process:
1. On the Home tab, click Import.
2. Select one of the following input methods:
Import Description
Browse imports the document from a drive accessible from your workstation.
Refer to the below section on Importing Documents by Browsing for additional information.
Acquire scans in the document using a scanner, or imports the document image from a scanner, digital camera, or other supported digital storage device.
Refer to the below section on Importing Documents by Acquiring for additional information.
Drive allows you to access documents stored in your Google Drive account and to import them to OnBase.
Refer to the below section on Importing Documents from Google Drive for additional information.
You can also drag and drop a file into the Preview pane. For more information, see
Documents by Dragging and Dropping on page 278
.
Importing Documents by Browsing
Browse
imports the document from a drive accessible from your workstation.
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To import documents by browsing for them:
1. In the Create ribbon group on the Home tab, click Import:
2. The Import layout is opened. In the Import ribbon group, click Browse:
3. The standard Windows Open File dialog box is displayed.
4. Locate the document(s) to import.
5. Select the desired document(s).
6. Click Open.
7. To preview, edit, and index the new imported document(s), see
.
Importing Documents by Acquiring
Acquire
scans in the document using a scanner, or imports the document image from a scanner, digital camera, or other supported digital storage device. To import documents using the Acquire option:
1. In the Create ribbon group on the Home tab, click Import:
2. The Import layout is opened. In the Import ribbon group, click Acquire:
Note:
If more than one device is connected to your workstation, you are prompted to select an imaging device unless Hide Scanner Settings has been enabled in the Options drop-down of the Import pane.
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If you select a scanner:
1. The device’s scanning interface is displayed.
2. Select the desired scan settings, such as image resolution and page size.
Tip:
Depending on your scanning interface, you can receive help by clicking the Help button, or clicking the Windows Help button in the upper-right corner and then clicking the setting.
3. Click Scan.
4. Continue to the steps outlined in the Completing the Import Process section to preview, edit, and index the newly imported document(s).
Note:
Black and white images are stored as Group 4 compressed TIFF images in OnBase. Color and grayscale images are stored as JPEG images.
If you select a camera:
1. The Windows Image Acquisition (WIA) Get Pictures interface is displayed.
Note:
If the camera is not detected, ensure that the Windows Imaging Service is enabled and started. For information on the Windows Imaging Service, consult the Windows help files.
2. Select the images to import.
3. Click Get Pictures.
4. Continue to the steps outlined in the Completing the Import Process section to preview, edit, and index the newly imported document(s).
Importing Documents from Google Drive
Documents created and stored in Google Drive, if a download or export link is available, may be imported into OnBase.
Note:
Your workstation must be configured to use Google Services. Contact your system administrator for additional information.
Note:
Google Forms cannot be viewed within OnBase.
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Some documents created in Google Drive cannot be imported into OnBase in their native file formats.
The files are converted into their Microsoft file equivalents before import. The table below outlines the file conversion for each Google document type:
Google Application File
Document
Spreadsheet
Presentation
Drawing
Converted File Format
.docx
.xlsx
.pptx
.png
Caution:
Due to the file conversion process, formatting differences may occur. Similar formatting differences can be seen when you download Google documents to your desktop.
To upload documents from Google Drive:
1. In the Create ribbon group on the Home tab, click Import:
2. The Import layout is opened. In the Import ribbon group, click Drive:
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3. The Select File dialog is opened. If you have not already logged into your Google account, you will be prompted to do so. Click Log in to Google:
Note:
If a Google account is already logged in and you would like to switch users, you can click the profile icon and select Log out from Google to log the Google account out of OnBase. You will also need to log out of Google from your web browser to log out fully.
4. If you clicked Log in to Google, a Google login page is opened. Enter the Email and Password associated with your Google account, then click Sign in.
5. If it is your first time accessing Google Drive through OnBase, you may be asked to confirm that the application has permission to view and manage your Google account information.
Click Accept.
Note:
If Cancel is clicked, permission to the application will be denied. You must close and re-open the Google Drive upload dialog to accept the permissions.
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6. After you have signed in to your Google account and accepted the checkout permissions, the
Select File
dialog is populated with a list of documents contained within your Google Drive:
7. Select a document for import by left-clicking the document name:
8. Click OK. The document is featured in the Import layout.
9. Continue to the steps outlined in the Completing the Import Process section to preview, edit, and index the newly imported document(s).
Importing Documents from Third-Party Google Applications
Files created by third-party Google applications may not properly import into OnBase. This is because third-party applications do not always provide download or export links and cannot be converted into a compatible file format. An error message will be shown if a file created by a third-party Google application is unable to be imported into OnBase:
The remote server returned an error: (401) Unauthorized.
As with any document imported from Google Drive, files from third-party applications may be subject to formatting errors upon import.
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Importing Documents by Dragging and Dropping
You can import a document, including Microsoft Outlook emails or email attachments, by dragging and dropping it onto the Import or Preview panes:
When you drag-and-drop documents, you can only queue one document for import at a time, unless you are licensed for EDM Services.
Note:
Files dragged and dropped in this manner will be brought into the Import dialog in the order in which they were selected in Windows Explorer. This order is influenced by which file you click and hold to drag the group of files. For example, if files 1, 2, 3, 4, and 5 were selected in Windows Explorer and you clicked on file 3 to drag them into the Import dialog, the files would be organized in the Import dialog as follows: 3, 4, 5, 1, 2.
Note:
If you are in the process of importing a document and attempt to drag-and-drop import a document with a different file extension, you are prompted that you have not imported your original document. Click Yes to remove the original document and import the new document.
Click No to retain the original document and continue importing it.
To preview, edit, and index the new imported document(s), see
Completing the Import Process on page 278
.
Completing the Import Process
When you upload multiple image documents with the same file extension (i.e., .tif images), you are prompted to combine these image documents into one document. Click Yes to create and import a single multi-page document. Click No to import each document separately using the
Queued files for import
pane.
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When you upload multiple documents with different file extensions, the Queued files for import pane displays the names of these documents:
1. The document, or a hyperlink to the document, is displayed in the Preview pane if the
File Type is compatible with the Preview pane:
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Note:
When an OLE document is displayed in the Preview pane, the document can be edited.
Modifications are saved when the document is uploaded. Modifications are not saved if you cancel the upload. Any changes you make in the Preview pane are not saved to the original document.
Note:
Preview eligibility is dependent on File Type. Preview of other File Types is handled by
Internet Explorer and installed applications.
If you are importing an image file, a thumbnail viewer is displayed. The following actions are available:
Pages Description
Move Up moves the selected page up one position.
Move Down moves the selected page down one position.
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Pages Description
Remove removes the selected page.
Remove All removes all pages.
Transforms Description
Rotate Left rotates the document 90 degrees counterclockwise.
Rotate Right rotates the document 90 degrees clockwise.
2. From the Document Type Group drop-down list, select the Document Type Group to be assigned to the document by OnBase. After selecting a Document Type Group, OnBase automatically filters the available Document Types in the Document Type drop-down list.
Note:
When <All> is selected, Document Types from all Document Type Groups are available for selection from the Document Type drop-down list.
3. From the Document Type drop-down list, select the Document Type to be assigned to the document by OnBase. After selecting a Document Type, OnBase automatically displays fields for Keyword Types that are used to index documents of that type.
Note:
If you select a different Document Type during upload, entered Keyword Values are cleared. Default values for common Keyword Types are either updated or cleared when selecting a different Document Type, depending on whether the selected Document Type has default values for those Keyword Types.
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4. If OnBase can associate the file extension with a file type (format), that file type is automatically selected from the File Type drop-down list. For example, if you import a file whose extension is .tif, OnBase will select Image File Format.
If OnBase has not selected the file type, select the appropriate type from the File Type drop-down list.
Caution:
Contact your system administrator before selecting the Image Rendered PDF file type, as selecting this file format without the proper system specifications can cause unexpected behavior.
5. Select a Document Date.
6. Type Keyword Values in the Keywords pane, or verify that any Keyword Values in the
Keywords
pane are accurate.
Depending on your system’s configuration, some Keyword 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.
Note:
Red Keyword text warnings are not available in Unity Briefcase.
You can use the Tab key to move to the next Keyword Value field.
Note:
If the primary Keyword you enter is associated with multiple AutoFill Keyword Sets, the
Select Keyset
dialog box will appear when the Tab key is pressed. In the Select Keyset dialog box, you can select an available AutoFill Keyword Set to populate the Keywords pane. For more information about AutoFill Keyword Sets, please refer to the AutoFill Keyword Sets documentation.
Note:
When uploading documents of two different Document Types which contain a common keyword, if the common keyword has a default value on the Document Type, the default value is cleared for the second Document Type. Only keywords modified by the user will be remembered.
You can clear Keyword Values by clicking the Clear Keywords button:
Note:
Depending on the module, the Keyword Values may be read-only.
7. Expand the Options pane. Depending on your system’s configuration, one or more of the following check boxes may be available:
• Open Document After Import - Select to open the document after it is uploaded.
Note:
If you are uploading a text rendition of an image document and you select Open
Document After Import
, the image rendition of the document will be displayed in the Document
Viewer. This is because the image rendition is the original rendition of the document.
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• Delete Files After Import - Select to delete the document from its original location after it is uploaded.
• Hide Scanner Settings - Select to hide the scanner settings dialog when ad-hoc scanning. You will not be prompted to select a device.
8. Click Import to import the image, or click Cancel to cancel the import.
After clicking Import, an indicator displays import progress. When the import is complete, a message is displayed near the system tray stating:
Your file has been imported successfully
.
If you are using drag-and-drop upload to import multiple documents, repeat steps 1 through 8 to import remaining documents.
If more information is needed to complete the import, a message displays the appropriate instructions.
You may be presented with additional options if you are importing a rendition or revision of a document. If you are prompted to import another image, click Yes to import another image, or click No to close the WIA interface.
Note:
Importing a revision of a document that is of a different file type than the original document is not supported in Unity Briefcase.
If you are licensed for EDM Services and are uploading an image document to a revisable image document type, you can append the new image document as a page of the revisable document. For more information, see the EDM Services documentation.
Note:
Before importing the document, OnBase checks its file size against the maximum size allowed for imports. If the document is too large, you will be notified that the import failed.
Note:
If you receive an Import Failed message, contact your system administrator.
Multi-Page TIFF Images
If you are using a Windows 7 operating system or later, you can import multi-page TIFF images in any compression format.
Note:
When attempting to import a multi-page TIFF image with Group IV Fax compression, the thumbnails displayed in the Preview window may behave erratically. This is an indication that the multi-page TIFF image cannot be imported into OnBase. As a workaround, click Cancel to cancel image import. Separate the multi-page TIFF into multiple single-page files using an imaging application, or convert the multi-page TIFF to a different file format (e.g., PDF). Repeat the above steps to successfully import the file(s) into OnBase.
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Appending Pages to an Existing Document
During the import process, you can append a file to an existing document in the same
Document Type with the same File Type and Keyword Values. For Document Types with a default file format of Image File Format, when you upload a document that contains the same indexing information as another document already residing in OnBase, the Document
Revisions
dialog box is displayed. From this screen, you can either append the document to an existing document, or you can save the document as a new document in OnBase.
Note:
Depending on your configuration, the Document Revisions dialog box may also display when you attempt to upload a document containing the same indexing information as another document, and the document type is configured to be revisable. For information about saving a document as a revision of an existing document, see the EDM Services documentation.
To append the document to an existing document:
1. Upload a document containing the same indexing information as another document already residing in OnBase. The Document Revisions dialog box is displayed.
2. Select the document from the list of documents.
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3. The selected document is displayed:
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4. The existing document’s Keyword Values are displayed in the Keywords pane.
5. Click one of the following buttons:
Button
Append Page(s)
Description
Appends the document to the existing document in OnBase.
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Button
Save as New Document
Cancel
Description
Saves the document as a new document in OnBase.
Cancels the import process. No new pages or documents have been added.
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Printing
This section describes how to print documents using the OnBase Unity Client.
Printing Documents
is available from the Document tab’s Send To menu if you have the appropriate user rights.
1.To print a document, perform one of the following actions:
• From a Document Search Results list, select one or more documents, right-click and select Send To | Print.
• From an open document, click Send To on the Document tab and select Print.
• From an open image or text document, right-click and select Send To | Print.
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2. The Print pane is displayed:
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Usage
Note:
Depending on your configuration, printing an Electronic Form (E-Form) or HTML document from the Document Viewer will print the document using Internet Explorer instead of
OnBase.
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3. In Copies, type or select the number of copies you want to print.
Note:
When printing several copies of a multi-page document to XPS or PDF Creator, some print jobs may combine.
4. Select one of the available printers from the Print To... drop-down list.
Note:
Click the Printer Properties hyperlink to configure options specific to the selected printer. See the documentation for your printer for more information on these options. This hyperlink is not available when printing to a print queue.
5. Select a print format from the Print Format drop-down list. Print formats determine the appearance of the selected documents. When you select a print format, its settings are used as defaults for subsequently printed documents of the same Document Type. If a batch is selected, or your system administrator has not associated a print format with the Document Type, the settings is <Default>. To override the print format defaults, change the settings in the Print pane.
When printing multiple items with varying document types, select <Use Doc Type
Default>
from the Print Format drop-down list. This selection will allow each document to print using the print format configured for each Document Type.
Caution:
If using the <Use Doc Type Default> setting, do not use the Printer Properties option.
A conflict between assigned options may occur and result in unexpected output. If you have used the Printer Properties option and have also changed a standard setting (such as
Orientation
) that may conflict with the Document Type default print settings, the <Use Doc
Type Default>
setting overrides any options set in the Printer Properties dialog.
Note:
You cannot apply a print format when printing PDF or OLE documents.
6. Select from the following Settings drop-down lists:
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Setting
Print Range
Orientation
Description
Print All Pages: Prints all pages of the document(s).
Print Custom Range: Prints a range of pages from the image or text document. Type a range of pages in the Pages field. If you type a complex range into this field, the pages will be printed in the appropriate order. For example, you could enter 5, 1-3, 9. In this case, page 5 of the document would be printed first, followed by pages 1, 2, 3, and 9.
Note: When printing multiple documents, the Print Custom Range setting is only available if the first document selected supports printing a range of pages.
It is not available when the first document selected does not support printing a range of pages, or when printing documents that do not support page range selection.
Print Current Page: Prints the current page of the document.
Note: The Print Current Page setting is not available when printing a document from a document Search Results list.
Note: The Print Current Page setting is not available when printing HTML documents, XML documents, E-Forms, Unity Forms, multiple documents, or when printing documents that do not support page range selection.
Note: This setting is not supported when printing PDF documents.
Portrait Orientation: Prints the top of the page on the shortest side of the paper.
Landscape Orientation: Prints the top of the page on the longest side of the paper.
Auto Orientation: Prints the page according to its dimensions. For example, if the height of the page is greater than the width,
Portrait Orientation will be used. If the width of the page is greater than the height,
Landscape
Orientation will be used.
Note: This setting is not supported when printing PDF or OLE documents.
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Setting
Print Overlay
Description
No Overlay: Prints the document without the associated overlay.
Print Overlay: Prints the document with the associated overlay. The overlay that is printed may be different than the overlay that is displayed, depending on the configuration of the Document Type.
Fax Compatible Overlay: Select this option if you are printing to a fax machine. OnBase arranges the overlay image in a way that faxing software can properly interpret. The overlay that is faxed may be different than the overlay that is displayed or printed, depending on the configuration of the Document
Type.
Note: This setting is not supported when printing PDF or OLE documents.
Color Options
Grayscale: Prints the document in black and white.
Color: Prints the document in color, if a color printer is available.
Note:
Depending on your installed print drivers, these options may not be respected with certain printers.
Note Options
Note Icon/Annotation on Document: Prints the note icon/annotation
(graphical representation of a note) on the document.
Note: This setting is not supported when printing PDF or OLE documents.
Note Text on Document: Prints the note text on the document.
Note: This setting is not supported when printing PDF or OLE documents.
Note Text After Document: Prints the text of the document notes in the specified page range on a separate page.
Note: Depending on your system’s configuration, some note icons or text may not be printed no matter what
Notes Options you have selected. See your system administrator if you have questions.
Print Revision
These options are only available if your database is licensed for EDM Services.
For more information, see the EDM Services module reference guide.
Image Scaling
Best Fit Scaling: Prints image to fit, with scaling as necessary.
One to One Scaling: Prints image actual size/scale (1:1 in terms of inches).
Note: This setting is not supported when printing PDF or OLE documents.
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Setting Description
Job Settings
Single Job: If multiple documents are highlighted, Single Job instructs the system to combine the selected documents into a single Windows print job, rather than printing each separately.
Continuous Flow: If multiple documents are selected and are formatted for a multi-image layout on the page, the Continuous Flow option instructs the system to continue filling the page with images from the next document, filling the existing multi-page format before proceeding to the next page.
Example of Continuous Flow: If you select three two-page documents for printing and choose a print format configured to print two rows and two columns, your output would be three pages, each of which is a single document. If you select Continuous Flow, your output would be two pages, the first page having two documents and the second page having the third document.
Set as Default
When selected, this option will use the selected settings as the default print settings. The settings will remain selected by default on the workstation for all document types until this option is deselected. If a setting is changed or
Set as
Default is deselected, the settings will remain selected until the user changes them, prints, or closes the
Print pane.
7. Click Print.
Note:
When printing multiple documents, the documents are printed in the order in which you selected them.
File Format not Supported for Printing
If you see the following error message upon trying to print one or more documents from a
Document Search Results list, the File Format is not supported for printing, or the page range is not valid. See your system administrator for additional information regarding file formats.
“The following documents cannot be printed and will be skipped”
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Reports
Creating List Reports
Note:
To create list reports, a user must have the Create List Report privilege.
Note:
List reports cannot be generated from Full Text Search result lists.
List reports are text documents that can contain the date the report was created; the time the report was created; the user who created the report; the configured Auto-Names of documents selected within a Document Search Results list, a batch queue, or a Workflow life cycle; the total number of documents; and the total time spend processing the report. These reports are stored in the SYS List Contents Report Document Type.
An example of a list report is shown below.
The header at the top of the report displays who created the report and when. Below the header is the report summary (if one was entered when the report was created), followed by the Auto-
Name strings of the reported documents. The end of the report lists the total number of documents in the report and the total processing time.
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Document Search Results Lists and Batch Queues
To create a List Content Report for document(s) in a Documents Search Results list or a batch queue:
1. Right-click on selected document(s) and select Create List Report.
2. Choose options in the List Report Options dialog box.
Option
All Items
Selected Items
Generated Page Headers
Generate Summary Info
Report Summary
Description
This option generates information about all documents in the list.
Note: Although the Document Search Results list is limited to display 65,535 documents, the report will contain information for all documents that meet search criteria, even if the number of documents is greater than 65,535.
This option generates information about the selected item(s) only.
This option generates the following header on the first line of every page of the report:
LSTRPT055PAGE: page #
This option generates the Total Documents and Total
Processing Time at the end of the report.
This option allows you to add up to 80 characters of text to the report.
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3. Click OK. The List Contents Report will display containing a report on the selected criteria. The header of the report contains the Date, Time and the User Name of the creator of the report. When you create a List Contents Report from a Document Search
Results list, it also contains a Search Results Title that identifies the Document Type or
Document Type Group used to create the list.
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C
LIENT
A
DMINISTRATION
Introduction
This chapter details information necessary to perform administrative activities in the OnBase
Unity Client.
The following areas are covered in this chapter:
•
•
User Administration on page 303
•
User Option Policy Administration on page 314
•
Personal Page Tile Group Administration on page 338
•
Troubleshooting Layout on page 350
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Managing Locks
OnBase allows you to manage document, Disk Group, or process locks using the Manage Locks dialog box:
To open the Manage Locks dialog box, click the Unity Client File menu. Then, select
Administration | Manage Locks
.
The Manage Locks dialog box contains the Locks and Checkouts tabs.
Each row on the Locks tab contains the following information:
Column
User
Description
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.
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Column
Type
Details
Description
Displays one of the following types of locks:
• Document - A document lock.
•
Disk Group - A Disk Group lock.
•
Process - A process lock.
• BPMN Collaboration Diagram - This lock is specific to the BPMN Modeler.
•
BPMN Process - This lock is specific to the BPMN Modeler.
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.
For information on the Checkouts tabs, see the EDM Services documentation.
Document Locks
When working in OnBase, you may see a message saying that the document you want to view or retrieve has a "lock" on it. There are several types of these locks, including:
• Locks caused by the system not closing properly in a previous session.
• Locks caused when trying to modify a document or its Keyword Values if the document is currently in use by another user or by you from a previous session.
See Keyword Locking on page 302 for more information.
If OnBase closes unexpectedly while a document is being modified, the next time OnBase is launched, the following dialog box will prompt you to view or remove any currently open locks assigned to you:
Clicking Yes will open the Manage Locks dialog box. Clicking No will close the dialog box and continue to open OnBase. The Manage Locks dialog can be accessed at a later time.
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Any user can view a “locked” document, but only the first user can modify it. When the first user is finished viewing or modifying a document, the document is “unlocked” automatically.
Caution:
Removing locks when a document is currently being accessed by a user may cause document changes to be lost. Locks should only be removed if the user’s session is closed and the lock remains.
Note:
Image documents are locked if opened by a user with the Save Rotation User Group privilege.
Keyword Locking
To preserve data integrity, OnBase protects against situations where multiple users can change a document’s Keyword Values at the same time. A document is rendered as read-only for additional users viewing the document if:
• The initial user accesses a document’s Keyword Values from the Add/Modify
Keywords
pane.
• The initial user accesses a document’s Keyword Values from the Re-Index pane.
• The initial user opens the document in any viewer.
When a user accesses a document’s Keyword Values from the Add/Modify Keywords or Re-
Index
panes, OnBase locks the values so that only the user who accessed them first can modify them. If any other users attempt to access the document’s Keyword Values, the Keyword
Values will be read-only, and the users will be unable to modify them. When the first user closes the document, the lock is released, and other users can modify the document’s Keyword
Values.
Documents are also locked when opened. For example, Keyword Values are locked when a user opens an E-Form. Because Keyword Values can be edited on the E-Form itself, the lock is created when a user opens the E-Form.
Disk Group Locks
A Disk Group lock can occur in OnBase when modifying Disk Group configuration in the OnBase
Configuration module.
Process Locks
A process lock occurs if a process is configured for printing, indexing, committing, purging, platter management, re-indexing, caching, or document management. The process lock is removed when the process is finished.
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If OnBase closes unexpectedly while a Workflow process is occurring, the next time OnBase is launched, the following dialog box will prompt you to view or remove any abandoned Workflow process locks assigned to you:
Clicking Yes will open the Manage Locks dialog box. Clicking No will close the dialog box and continue to open OnBase. The Manage Locks dialog can be accessed at a later time.
If the completed process did not remove a lock, you can manually remove it using the Manage
Locks
dialog box.
Before removing the lock, ensure the user is not using the process.
User Administration
Users with administrative rights can perform user administration from the Users layout. For rights required to access this context, see the following topic,
Required Administrative Rights on page 303
.
Required Administrative Rights
To open the Users layout, you must have one of the following:
• User Account Admin configuration right
• User Update Admin configuration right
• Password Admin configuration right
Each of these rights provides access to different options in the Users layout, as shown in the following table:
User Account Admin
Lock Account
Unlock Account
Reset Password
Security Keywords
Delete User
Create User
User Update Admin
Lock Account
Unlock Account
Reset Password
Security Keywords
Password Admin
Unlock Account
Reset Password
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Additionally, the Usergroup security configuration right is required to enable the User Groups button in the Users layout.
For more information about these rights, see the OnBase Configuration help.
User Administration Overview
If you have rights to user administration activities, then you can access the Users layout.
To access the Users layout, click the Unity Client’s Application button. Then, select
Administration | User Administration
.
The Users layout is displayed:
The Users layout includes the following:
Column
ID
Name
Real Name
Last Logon
Institution
Disabled
Description
The number assigned to the OnBase user.
The OnBase user name.
The OnBase user’s real name.
The OnBase user’s email address.
The date when the user last logged in to OnBase.
The user’s institution.
Note: This column is only available when using an institutional database.
Shows whether the user is disabled. Yes indicates that the user is disabled. No indicates that the user is not disabled.
The Users layout includes the Users tab. The buttons that are available on this tab depend on your user rights. For more information on this tab, see
.
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Users Tab
The Users tab allows you to manage OnBase users.
Actions Description
Refresh Users refreshes the list of users in the Users layout.
Create User allows you to create and configure a new user.
See Creating Users on page 306 for more information.
Edit User allows you to add or modify the user’s Real Name or Email Address.
Note: You can also double-click a user to modify the user’s Real Name or Email
Address.
See
Editing Users on page 308 for more information.
Reset Password allows you to reset the password for the selected user.
See Resetting User Passwords on page 308
for more information.
Lock Account allows you to lock a user account.
See Locking and Unlocking Users on page 309
for more information.
Unlock Account allows you to unlock a user that was locked.
See Locking and Unlocking Users on page 309
for more information.
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Actions Description
Delete User allows you to delete a user.
See Deleting Users on page 310
for more information.
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Security Description
User Groups allows you to configure the User Group assignment for the selected user.
See Changing User Group Assignments on page 310 for more information.
Security Keywords allows you to configure Security Keywords for the selected user.
See Assigning Security Keywords to Users on page 312 for more information.
Creating Users
As a user administrator, you can create a new OnBase user at any time, provided you can supply the user name and password to log the new user in. You can provide additional information about the user at the time of creation, or at any time thereafter.
1. Ensure you are in the Users layout.
2. Click Create User.
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3. The following dialog box is displayed:
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4. In the User Name field, type the user name that the new user will log on to OnBase with.
5. In the Real Name field, type the real name of the new user (or any other text string you want to use for identification).
6. (Optional) In the Email Address field, type the user’s email address.
7. In the Password field, type the password for the user name.
8. Type the same password in the Verify Password field.
9. If you are using an institutional database, select an institution from the Institution dropdown list.
10. Click OK. The user is created.
The new user will automatically be selected in the Users list.
Note:
If OnBase is unable to create the new user, it will display a dialog box with an error message explaining the reason for failure (e.g., the User Password does not satisfy the password requirements of your OnBase solution). You can resolve the problem by editing the field and then clicking OK again.
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Editing Users
Users can be edited by a user administrator. To change a user’s Real Name or Email Address:
1. Click the Edit User button.
Note:
You can also double-click a user to modify the user’s Real Name or Email Address.
2. Modify the user’s Real Name and/or Email Address in the Edit User dialog box.
3. Click OK to save your changes and to close the Edit User dialog box. Click Cancel to close the Edit User dialog box without saving your changes.
Resetting User Passwords
You can change, or reset, the login password for a user at any time.
1. Ensure you are in the Users layout.
2. Click Reset Password.
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3. The following dialog box is displayed:
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4. Type a new password in the New Password field.
5. Type the same password in the Verify Password field.
6. Select Require Password Change on Next Login to require a password change the next time the user logs in.
7. Click OK.
8. The user's password is changed. A confirmation message is displayed near the bottom of the screen.
Locking and Unlocking Users
When a user account is locked, the account cannot be accessed. In other words, no one can use that account to log in to the system. User accounts may be locked automatically by the system for a variety of reasons; a common reason is that the user repeatedly attempts to log in with the wrong password.
You can lock or unlock the account of any user for whom you have administrative responsibilities.
To lock a user account:
1. Ensure you are in the Users layout.
2. Select a user.
3. Click Lock Account.
4. The system locks the selected account.
To unlock a user account:
1. Ensure you are in the Users layout.
2. Select a user.
3. Click Unlock Account.
4. The system unlocks the selected account.
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Deleting Users
You can delete existing users from the OnBase at any time. Once deleted, a user can no longer log on to OnBase.
To delete a user:
1. Ensure you are in the Users layout.
2. Select a user.
3. Click Delete User.
4. You are prompted to confirm that you want to delete the selected user. Click Yes to delete the user. Click No to retain the user.
5. OnBase deletes the user and displays a confirmation message near the bottom of the screen.
Changing User Group Assignments
User Groups are configured by the system administrator and users are typically assigned to
User Groups in the Configuration module. With the appropriate rights, you can also assign users to User Groups.
1. Ensure you are in the Users layout.
2. Select a user.
3. Click User Groups.
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4. The following screen is displayed:
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The Available User Groups list displays the User Group(s) to which the user does not belong. The Selected User Groups list displays the User Group(s) to which the user belongs.
5. To add a user to a group:
• Double-click the group name in the Available User Groups list; or
• Select the group name in the Available User Groups list and click Add Selected
Items
.
• Click Add All Items to add all user groups to the Selected User Groups list.
6. To remove a user from a group:
• Double-click the group name in the Selected User Groups list
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• Select the group name in the Selected User Groups list and click Remove Selected
Items
.
• Click Remove All Items to remove all user groups from the Selected User Groups list.
7. When you are finished changing User Group assignments, click OK. The system makes the specified changes, and displays a confirmation message near the bottom of the screen.
Assigning Security Keywords to Users
Normally, the ability to retrieve documents is determined by the Document Types that a user's user group is granted retrieval rights to. In other words, a user can retrieve all documents whose Document Types can be retrieved by any user group that the user belongs to.
You can use Security Keywords to define specific limitations on an individual's document retrieval rights. Security Keywords restrict retrieval by Keywords. For example, an employee could be restricted to retrieving documents from the Human Resources department.
Furthermore, that same clerk could be prevented from retrieving documents related to the
Accounting department.
When you assign a Security Keyword, you must specify whether the document Keyword Value is to be Equal or Not Equal to the Security Keyword Value.
• Equal means that the user can retrieve only documents with the specified Keyword
Value.
• Not Equal means that the user can retrieve all documents except those with the specified Keyword Value.
Note:
Security Keywords do not enable a user to retrieve documents that the user does not have user rights to retrieve. For example, if the user does not have retrieval rights to Human
Resources documents, then that user cannot retrieve those documents no matter what Security
Keywords are assigned.
Your system administrator determines which Keyword Types can be used for Security
Keywords, and may also establish other validation rules.
Once you have created Security Keywords for a user, you can add new ones or delete existing ones at any time.
To assign Security Keywords:
1. Ensure you are in the Users layout.
2. Select a user.
3. Click Security Keywords.
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4. The following window is displayed:
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5. From the Keyword Types drop-down list, select the Keyword Type to be used for security.
6. In Condition, select one of the following:
• Equal enables the user to retrieve documents whose Keywords match the specified value.
• Not Equal prevents the user from retrieving documents whose Keywords match the specified value.
7. In Keyword Value, select one of the following:
• Static Value - Select to enter an unchanging value for this Security Keyword.
• Username - Select to configure this Security Keyword to restrict documents for each user based on that user’s personal user name. Username is only available if the selected Keyword Type is alphanumeric.
8. If you selected Static Value, type the Keyword Value in the Keyword Value field.
Note:
The Keyword Value is limited to the allowable values for the Keyword Type previously configured in the Keyword Type Settings dialog box.
If you selected Username, the Keyword Value field is automatically populated with <<
USERNAME >>
.
9. Click Add. OnBase displays the added value in the Security Keywords list.
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10. For each additional Security Keyword to be assigned to the current user, repeat steps 5-
9.
The following example illustrates what OnBase displays after several Security Keywords have been added for a user:
To delete a Security Keyword, click the X to the left of the Security Keyword.
11. When you finish assigning Security Keywords to this user, click OK. The system saves the Security Keyword assignments and displays a confirmation message near the bottom of the screen.
The Security Keywords will be in effect the next time the user logs into the system.
User Option Policy Administration
Note:
The User Management product right and the Usergroup Security configuration right are needed to view the User Option Policy Administration layout. To assign a User Option Policy to a User Group, the User Group Configuration right is needed. For additional information, see the
System Administration
module reference guide.
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User Option Policies allow an Administrator to set and enforce User Options for designated
User Groups. The User Options that can be set include the User Options accessed by clicking
User Options
in the File menu, the users’ Home Layout, and the Thumbnail Settings found in the Document Separation layout. User Option settings are applicable only in the Unity Client.
Note:
For more information on User Options, see
User Options on page 47 . For more
information on Document Separation, see
Separating Image and PDF Documents on page 176
.
User Options can be enforced, which means that they cannot be changed by users. Or, they may be non-enforced, which means that they can be changed by users.
If a user has already adjusted a User Option for themselves, the User Option Policy overrides that setting.
Changes made to a User Option Policy take effect upon user login.
Note:
If an Administrator is part of a User Group that has a User Option enforced by a User
Option Policy, the User Option in question will not be enforced for the Administrator when working within the User Option Policy layout. This is to ensure that an Administrator who configures User Option Policies and is also part of a User Option Policy is not locked out of the modification of User Option Policies.
Example of a User Option Policy:
A company makes use of the Notes feature within OnBase.
Important information concerning hiring decisions is often conveyed within notes placed on resume documents. It is crucial that all members of the HR User Group view all notes placed on documents or they may miss information concerning a potential employee. So, to ensure that all members of the HR User Group are shown notes immediately upon opening a document, the
Hide Notes
User Option can be enforced to be set as false for the HR User Group. Users within this User Group will be unable to select the option to hide notes themselves in the User Options dialog since it is enforced by the policy.
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The User Option Policy Administration layout is accessed by clicking Administration | User
Option Policy Administration
in the File Menu.
In the above diagram, the area labeled A is the ribbon menu. The area labeled B is the list of configured User Option Policies, which are organized alphabetically. The area labeled C is the
User Option Policy Summary
, which displays the General Settings, configured User Options, and assigned User Groups for the selected User Option Policy.
Adding a User Option Policy
To create a new User Option Policy:
1. In the File menu, click Administration | User Option Policy Administration:
2. The User Option Policy Administration layout is opened:
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3. In the New ribbon menu group, click Create Policy:
4. The General Settings dialog is opened:
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Enter a Name for the policy in the Name field. The name must be unique from existing
User Option Policy names.
Enter a Description for the policy, if desired.
5. Click Continue.
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6. The User Options dialog is displayed:
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Select a User Options category from the Categories drop-down select list. Options include:
• General Options
• Document Import
• Retrieval Date Options
• Document
• Revision Control
• Workflow
• Printing
• WorkView
• Document Separation
• Signatures
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• Imaging
• Plan Review Viewer
Note:
For more information on these categories, refer to
.
7. After a category has been selected, the available settings for each category will be listed below the Category drop-down:
These settings can be reordered by clicking the Name or Configure column headings.
Click the Configure button next to the setting you would like to configure:
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8. The Edit User Option [Setting Name] dialog is displayed:
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Configure the setting as necessary.
If Enforce User Option is selected, that User Option setting will not be changeable by users. If Enforce User Option is not selected, user will be able to adjust that setting.
Enter a Description, if desired.
9. Configure additional User Options as necessary. Complete steps 6-8 as needed for each option.
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10. When you are finished configuring User Options, click Continue. The Assign User
Groups to Policy
dialog is displayed:
11. Move a User Group from the Available User Groups column to the Assigned User
Groups
column to assign a User Group to the policy. User Groups can be moved from one column to another by double-clicking them or by using the arrow control buttons.
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12. When you are finished assigning User Groups to the policy, click Continue. The Set
Priority
dialog is displayed:
The name of the policy is featured in bold above the list of existing policies. Click and drag the new policy to a spot in the priority order list. The placement of the policy determines which user option takes precedence when applied to a user. This feature helps determine which User Option Policy is applied when a user is assigned to more than one User Option Policy with conflicting options configured.
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13. Once the new policy has been placed in the list, you can reorder the policies using the
Up and Down arrows on the left:
In the above example, HR New Employees takes precedence before HR Policies. HR
Policies
takes precedence above Guest Users.
14. Click Finish when you are done adjusting the policy.
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15. The new User Option Policies is added to the User Options Policies list:
Viewing the Resultant Set of User Options
After User Group Policies have been created, you can review the settings for each User Group by viewing the Resultant Set. The Resultant Set dialog allows you to view which options are configured for each User Group. To view the Resultant Set:
1. In the File menu, click Administration | User Option Policy Administration:
2. The User Option Policy Administration layout is opened. Click the View Resultant Set button in the Resultant Set ribbon group:
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3. The Resultant Set dialog is displayed:
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When no User Groups are selected, the settings displayed are the default User Options and their values.
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4. From the User Groups column, select the User Group(s) for which you would like to see the Resultant Set:
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5. When the required User Groups have been selected, click Refresh. The Resultant Set column will display the User Options selected and the values for each User Group:
Values with a green checkmark next to them have been set in a User Option Policy.
Values with a lock icon next to them have been set as Enforced in a User Option Policy.
6. Hover over a green checkmark to see which User Option Policy set the value:
7. When you are finished viewing the Resultant Set, close the Resultant Set dialog.
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Changing a User Option Policy
User Option Policies can be updated after their creation. Certain aspects of changing the User
Option Policy require different methods of editing. This section covers:
•
Changing the Name and Description of a User Option Policy on page 328
•
Changing the Configured User Options of a User Option Policy on page 330
•
Changing the Assigned User Group of a User Option Policy on page 334
•
Changing the Priority of a User Option Policy on page 335
Changing the Name and Description of a User Option Policy
To change the name or description of a User Option Policy:
1. In the File menu, click Administration | User Option Policy Administration:
2. The User Option Policy Administration layout is displayed.
In the User Options Policies list, select the User Option Policy you would like to change the name and/or description of:
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3. In the User Option Policy Summary area of the layout, click Edit in the General Settings section:
Or, you may click the General Settings button in the Edit ribbon group:
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4. The General Settings edit dialog is displayed:
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Change the Name and Description as needed.
5. Click Finish to apply your changes and to close the General Settings dialog.
Changing the Configured User Options of a User Option Policy
To change, add, or remove the User Option settings of a previously configured User Option
Policy:
1. In the File menu, click Administration | User Option Policy Administration:
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2. The User Option Policy Administration layout is opened.
In the User Options Policies list, select the User Option Policy you would like to change the configured User Options of:
3. In the User Option Policy Summary area of the layout, click Edit in the User Options section:
Or, you may click the User Options button in the Edit ribbon group:
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4. The User Options edit dialog is displayed:
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Select a User Options category from the Categories drop-down select list.
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5. After a category has been selected, all of the available settings for each category will be listed below the Category drop-down select list:
If the option displays a check mark in the Configure column, settings for that option have been previously configured.
Click Configure to edit the settings for any option.
Click the red X next to the Configure button on previously configured options to remove the option configuration from the policy.
6. Click Finish to apply your changes and to close the General Settings dialog.
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Changing the Assigned User Group of a User Option Policy
To change the assigned User Group of a User Option Policy:
1. In the File menu, click Administration | User Option Policy Administration:
2. The User Option Policy Administration layout is displayed.
In the User Options Policies list, select the User Option Policy you would like to change the assigned User Group for:
3. In the User Option Policy Summary area of the layout, click Edit in the User Groups section:
Or, you may click the User Groups button in the Edit ribbon group:
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4. The Assign User Groups To Policy edit dialog is displayed:
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Move a User Group from the Available User Groups column to the Assigned User
Groups
column to assign a User Group to the policy. User Groups can be moved from one column to another by double-clicking them or by using the arrow control buttons.
5. Click Finish to apply your changes and to close the Assign User Groups To Policy dialog.
Changing the Priority of a User Option Policy
To change the priority of a User Option Policy:
1. In the File menu, click Administration | User Option Policy Administration:
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2. The User Option Policy Administration layout is displayed.
In the User Options Policies list, select the User Option Policy you would like to change the priority of:
3. Click the Priority button in the Edit ribbon group:
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4. The Set Priority edit dialog is displayed:
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Re-order the User Option Policies as needed.
5. Click Finish to apply your changes and to close the Set Priority dialog.
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Deleting a User Option Policy
To delete a User Option Policy:
1. Select an existing User Option Policy from the User Option Policies list:
2. In the Delete ribbon group, click User Option Policy:
3. You are asked: Are you sure you want to delete the selected User Option Policy? Click
Yes
to delete the policy and to remove it from the User Option Policy Administration layout.
Personal Page Tile Group Administration
Note:
The Templates for Personal Pages privilege and Usergroup Security configuration right are needed to create and configure templates for Personal Pages and to share them with other
User Groups. The Personal Page Configuration privilege is needed to add and edit tiles on the
Personal Page. For additional information, see the System Administration Module Reference
Guide.
Users with Administrative rights can distribute required and recommended tiles to specified
User Groups. Tiles intended for distribution are contained within Tile Groups. These Tile Groups can be viewed and updated from your Personal Page. The following sections cover creating and editing Tile Groups, adding tiles to Tile Groups, and designating User Groups to each Tile
Group.
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Creating a Tile Group
To create a named Tile Group to distribute to users:
1. In the File menu, click Administration | Tile Group Administration.
2. The Tile Group Configuration dialog is opened. Click Add New in the Tile Group
Configuration ribbon menu:
3. The Create Tile Group dialog is displayed:
Enter the desired Tile Group name into the name field.
Note:
Tile Group names cannot exceed 255 characters and must be unique.
4. Click OK to create the new Tile Group and to close the Create Tile Group dialog.
Renaming a Tile Group
Tile Groups created in the Unity Client can be renamed at a later time. To rename a Tile Group:
1. In the File menu, click Administration | Tile Group Administration.
2. The Tile Group Configuration dialog is opened. Select an existing Tile Group from the
Tile Groups
list:
.
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3. In the ribbon menu, click Edit Tile Group Name:
4. The Rename Tile Group dialog box opens. Change the value in the name field:
Note:
Tile Group names cannot exceed 255 characters and must be unique.
5. Click OK. The Tile Groups list will refresh and display the new name.
Deleting a Tile Group
Tile Groups created in Tile Group Administration can be deleted. Deleted Tile Groups will be removed from all Personal Pages associated with the Tile Group. To delete a Tile Group:
1. In the File menu, click Administration | Tile Group Administration.
2. The Tile Group Configuration dialog is opened. Select an existing Tile Group from the
Tile Groups
list:
3. In the ribbon menu, click Delete:
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4. When asked, “Are you sure you want to delete the tile group ’[Tile Group Name]’ and all
associated tiles?
” click Yes:
5. The Tile Group is removed from the Tile Groups list.
Assigning a Tile Group to a User Group
In order for Tile Groups to be pushed out to users, a User Group must be associated with the
Tile Group. To assign a User Group:
1. In the File menu, click Administration | Tile Group Administration.
2. The Tile Group Configuration dialog is opened. Select an existing Tile Group from the
Tile Groups
list:
3. In the ribbon menu, click Edit User Groups:
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4. In the Assign User Groups dialog box, assign the appropriate User Group(s) and move them from the Available User Groups column to the Assigned User Groups column:
User Groups in the Assigned User Groups column will be presented with the Tile Group on their Personal Page.
5. Select Required if you would like the Tile Group to be read-only for the User Group:
Users will not be able to delete or change the contents of the Tile Group if this is selected. If you do not select Required, users will be able to delete and edit the Tiles contained within the Tile Group.
Note:
If a user is part of two User Groups and the Tile Group is assigned as Required for one of the User Groups, and not Required for the other, the Tile Group will be presented as not
Required to the user. These tiles will be shown in the My Tiles section of their Personal Page.
6. Click OK to save your changes and to close the Assign User Groups dialog.
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Adding Tiles to Tile Groups
Many items within OnBase that can be used on the Personal Page can also be added to a Tile
Group. The following can be added to a Tile Group:
• OnBase Layouts
• Documents
• Folders
• Custom Queries
• Custom Query Results
• Document Knowledge Transfer Reading Groups
• Document Tracking folders and folder lists
• E-Forms/Unity Forms
• Full Text Search (Full-Text Indexing Server for Autonomy IDOL)
• Workflow document queues
• Workflow Combined Inboxes
• Internal Mailbox (with a list of unread messages)
• Individual Document Templates
• WorkView Applications
• Import Tiles with specified Document Types
• Dashboards and Dashboard items
Note:
Non-document Workflow queues cannot be added to Tile Groups.
A tile can belong to more than one Tile Group. Tiles will be added automatically to users’
Personal Pages.
Note:
Tiles added to non-required Tile Groups are displayed in the My Tiles group on a user’s
Personal Page. Only required Tile Groups are automatically displayed.
If you attempt to add an item to a Tile Group before any Tile Groups have been created, you will be prompted to create a new Tile Group. Refer to
Creating a Tile Group on page 339
.
The sections below cover adding documents, folders, and individual items, folders, layouts, and
Custom Query results to Tile Groups.
Adding Documents, Folders, and Individual Items to Tile
Groups
Generally, individual items can be added to Tile Groups by right-clicking the item you wish to add and selecting the Send To | Tile Groups option or, if the item is open, by clicking the Send
To
button in the ribbon menu and clicking Tile Groups. After you have selected this option, you will be prompted to select the appropriate Tile Group(s) in the Tile Group selection list.
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Adding a Layout to Tile Groups
To add a Layout to Tile Groups:
1. With the layout you wish to add to the Tile Group displayed, navigate to the Home tab and click the bottom part of the Personal Page button located in the Favorites group.
2. Click Add this layout to Tile Groups:
3. The Add To Tile Groups dialog is displayed:
Select the appropriate Tile Group(s).
4. Click OK to add the layout to the Tile Group(s) and to close the Add to Tile Groups dialog.
Adding Custom Query Results to Tile Groups
To add a Custom Query results tile to Tile Groups:
1. Click the drop-down button on the Custom Query tab:
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2. Click Add to Tile Groups:
3. The Description dialog is displayed. Enter a description for the Custom Query:
4. Click OK when a description has been entered.
5. The Add To Tile Groups dialog is displayed:
Select the appropriate Tile Group(s).
6. Click OK to add the Custom Query results to the Tile Group(s) and to close the Add to
Tile Groups
dialog.
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Adding Import Tiles with Specified Document Types to Tile
Groups
To add an Import layout tile with a Document Type to Tile Groups:
1. In the Create ribbon group, click the Import button.
2. The Import layout is displayed. Select a Document Type in the Import pane.
3. After a Document Type has been selected, navigate to the Home tab.
4. From the Favorite ribbon group, click the bottom portion of the Personal Page button.
5. Select Add this layout to Tile Groups.
6. The Add To Tile Groups dialog is displayed:
Select the appropriate Tile Group(s).
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7. Click OK to add the Import tile to the Tile Group(s) and to close the Add to Tile Groups dialog.
8. The tile is added to the Tile Group(s). The name of the tile reflects the Document Type specified.
Note:
To add an Import tile without a specified Document Type, add the layout to your Personal
Page before selecting a Document Type.
Managing and Configuring Tiles in Tile Groups
Tiles that have been added to a Tile Group can be configured and managed to suit your needs.
To configure a tile:
1. Click the Configure button on the tile you want to configure:
2. The General Options dialog box is displayed. The following configurable options are available:
Option Tab
General
Option
Title
Description
Color
Description
Modify the title that is displayed on the tile.
Modify the description that is displayed on the tile.
Modify the color of the tile displayed on the Personal
Page.
When you are finished configuring the tile, click Save to save your changes. Click
Cancel
to cancel.
The following sections describe additional options that can be configured for some tiles in Tile
Groups:
•
Custom Query Results Tiles on page 348
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Custom Query Results Tiles
The following additional items can be configured on the Custom Query Results tile configuration screen:
Option Tab
Custom Query
Description
This screen allows you to modify the form field values that are used when returning the Custom Query result displayed on the tile. You can add, modify, or remove search terms.
Note:
You can include additional instances of a Keyword Type, or use
Wildcard or Boolean operators to narrow the search.
When you are finished modifying form field values, click
Search to run the
Custom Query and validate the results. Click OK to confirm the results and return to the Tile Group Configuration layout.
Removing Tiles from a Tile Group
Tiles previously added to a Tile Group can be removed. Tiles will be removed from user’s
Personal Pages when the users next navigate to their Personal Page. The tile will be deleted as long as it is not an altered suggested tile. Altered suggested tiles cannot be deleted by an administrator - only required and unaltered suggested tiles may be deleted.
To remove a tile from a Tile Group:
1. In the File menu, click Administration | Tile Group Administration.
2. The Tile Group Configuration dialog is opened. Select an existing Tile Group from the
Tile Groups
list:
.
3. Right-click on the tile you want to delete from the Tile Group.
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4. Select Delete Tile from the right-click menu:
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5. When asked if you are sure you would like to remove this tile, click Yes:
Click No to cancel and keep the tile in the Tile Group.
6. The tile is removed from the Tile Group.
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Troubleshooting Layout
Note:
The Troubleshooting layout is intended for use by your first line of support or users trained to interpret various troubleshooting messages.
The Troubleshooting layout is accessible from within the File menu. To access this layout, click the Application icon and select Troubleshooting:
This layout shows Troubleshooting Messages, Connection Information, Message Sources,
Rendering Information
, Performance Counters, Client Side Locks, Memory Usage, and SQLCE
Information
. You can also create Bug Reports from this layout.
Troubleshooting Messages
The main pane within the Troubleshooting layout is the Troubleshooting Messages pane. This pane displays the Timestamp, Type, and Message for each entry.
To export the contents of the Troubleshooting Messages pane, click Save to File.
Exporting the messages to file is useful when communicating with support. The resulting file, which is a Log file (.log), is saved to your workstation for later use.
To clear the contents of the pane, click Clear Log.
Note:
The Troubleshooting Messages log is limited to 20 MB.
Creating Bug Reports
Bug Reports
can be created from the Troubleshooting layout. Bug Reports generate zipped files that include documents containing relevant Messages, Exceptions, Logging Service information, the Timestamp of the creation time and date of the Bug Report, and, if selected, a screenshot. The file can be provided to a system administrator or solution provider when registering your issue.
Note:
Bug Reports are not a substitute for a formal reporting mechanism within your organization.
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To create a Bug Report:
1. Right-click within the Troubleshooting Messages pane and select Create Bug Report.
2. The Create Bug Report dialog is opened.
3. Enter your name and email into the Name and Email fields.
4. Select Include Screenshot if you would like to add a screenshot of the active layout to your report.
5. In the field at the bottom of the dialog, include a detailed description of the bug you encountered.
6. Click Save To Desktop. The Bug Report file will be found on your workstation Desktop.
Send this file to your OnBase system administrator.
Using the Request Profile Diagram
The Request Profile Diagram layout is used for monitoring latency in Service Requests.
Requests that fail, timeout, or return an exception are visible in this layout.
Note:
In order to see Service Request timing results, the Application Server must have service-
profile
diagnostics enabled.
To access the Request Profile Diagram layout, click the Application icon and select
Troubleshooting | Request Profile Diagram
:
Press Record to begin profiling actions performed:
A live graph of requests made to the server is available in this view.
The information collected in this layout can be saved as an .URP file by clicking Save. These saved files can be opened again at a later time by clicking Open and selecting the previously saved .URP file.
Note:
Saved .URP files can only be opened in the same version of OnBase in which they were created.
Note:
Only data can be exported to file. The graph itself cannot be saved.
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Tracer Requests, which can be sent by clicking Send Tracer, may help diagnose environmental issues.
The information displayed in the Request Profile Diagram can be cleared by clicking Clear.
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ONFIGURATION
Custom Query Configuration
The following sections describe Custom Query configuration settings that can only be used with the Unity Client. For further information on Custom Query configuration, see the System
Administration documentation.
Grouping Columns
Custom Queries that have been configured with display columns can be configured to automatically group results by a display column.
Note:
Custom Written SQL Custom Queries cannot be configured for column grouping.
To configure Custom Query column grouping:
1. Select a Custom Query in the OnBase Configuration module’s Custom Query dialog box.
2. Click Group Columns.
3. The Query Results Group Columns dialog box is displayed:
4. Double-click a column in the Available Columns list, or select it and click Add.
5. The selected column is displayed in the Selected Columns list.
6. Repeat steps 4 and 5 to add additional columns.
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7. Order the columns in the Selected Columns list by selecting them and using the Move
Up
and Move Down buttons.
8. Click Save.
Filtering Columns
Custom Queries that have been configured with display columns can be configured to allow a user to filter the Custom Query results set by criteria in various display columns.
Note:
Custom Written SQL Custom Queries cannot be configured for column filtering.
To configure Custom Query column filtering:
1. Select a Custom Query in the OnBase Configuration module’s Custom Query dialog box.
2. Click Filter Columns.
3. The Query Results Filter Columns dialog box is displayed:
4. Double-click a column in the Available Columns list, or select it and click Add.
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5. The Filter Type Configuration dialog box is displayed:
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6. Select one of the following Filter Types:
Filter Type
Instance
Text
Pinch
Description
This filter is displayed as a list of values with the number of instances of that value.
Tip: Use an instance filter for any data which has a narrow range of discrete values, such as a Keyword Data Set.
Note: Instance filters are only available for alphanumeric Keyword Type Data
Types, as well as the Document Name, Author, Document Type, Workflow
Queue, Note Contents, and Note Type columns.
This filter is displayed as a text box.
Note: Text filters are available for all Keyword Type Data Types and columns.
This filter is displayed as a slider, with two thumbs beneath a sparkline.
Tip: Use a pinch filter for values with a moderate to large range, or when the user is unsure of specific range boundaries. Pinch filters should not be used for high precision or a small range of values.
Note: Pinch filters are only available for non-alphanumeric Keyword Type Data
Types, as well as the Document Date, Date Stored, Document Handle, Author ID,
Arrival Time, and Note Count columns.
7. Click Save.
8. The selected column is displayed in the Selected Columns list.
9. Repeat steps 4 and 8 to add additional columns.
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10. Order the filters in the Selected Columns list by selecting them and using the Move Up and Move Down buttons.
Note:
The order in which filters appear in the Selected Columns list is the order in which they will appear in the Unity Client’s Custom Queries pane.
11. Click Save.
Document Retrieval
The following sections describe additional Document Retrieval configuration settings that can be used with the Unity Client.
Document Retrieval Threshold
The appSettings node in the Application Server’s Web.config file contains the following settings which can be used to adjust the number of document results returned when retrieving a document, conducting a Custom Query, or opening a Workflow queue.
DocumentQueryWarningThreshold
This Unity Client setting controls the threshold of document results at which a warning is displayed to a user. For example, if this value is set to 500, a warning will be displayed to the user when their document retrieval search or custom query will return 500 or more results.
DocumentQueryLimit
This Unity Client setting controls the maximum number of document results which are returned when retrieving documents or conducting a Custom Query. The maximum value allowed is
10000.The Workflow queue inbox returns the results respecting the setting; however, a warning is displayed to the user.
Note:
Folders and cross-references do not respect this threshold limit.
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Configuring Google Services
To use Google Drive when importing and checking out documents and/or to use Gmail as your external mail client, you must first configure the functionality. The following sections outline how to enable and configure Google Services.
Note:
To use Google Services, a Google account with access to Gmail and Google Drive is required.
Note:
If Google Services is configured, documents will, by default, be displayed in the Google viewer.
Creating a Google API Project the Google Developers
Console
The following must be completed in the Google Developers Console (https:// console.developers.google.com/project) before configuration can occur:
• Create a new Project
• Acquire a Project ID
• Enable the Drive API and the Google+ API
• Create a Client ID with the following settings: Installed Application, with Other listed as the Installed Application Type
• Acquire a Client Secret
• Customize a Consent Screen
For additional information on completing these requirements, refer to Google’s documentation.
Enabling Google Services
To use Google Services, the integration must be enabled from within the Configuration module.
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To enable Google functionality:
1. In the Configuration module, navigate to Utils | Configure Google Services.
The Google Service Settings dialog is opened.
2. Select Use Google Services.
3. Click OK to save your changes and to close the Google Service Settings dialog.
Configuring the Client ID and Client Secret
The Client ID and Client Secret are obtained when creating the Google API project in the
Google Developers Console
(https://console.developers.google.com/project). These values, which are randomly generated series of numbers and letters, must be pasted into the Google
Service Settings
dialog in the Configuration module.
To configure the Client ID and Client Secret:
1. In the Configuration module, navigate to Utils | Configure Google Services.
The Google Service Settings dialog is opened.
2. In the Google Client ID field, paste the Client ID.
3. In the Google Client Secret field, paste the Client Secret.
4. Click OK to save your changes and to close the Google Service Settings dialog.
For additional information on obtaining the Client ID and Client Secret, refer to Google’s documentation.
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Configuring Gmail
To configure Gmail as the external mail client for the Unity Client, the Unity Client configuration file (obunity.exe.config) must be edited. Refer to
appSettings on page 363 for information on
how to configure this option.
Microsoft Office Web Application Server Integration
The OnBase Web Application Open Platform Interface (WOPI) Server integrates with the
Microsoft Office servers and provides users with integrated access to OpenDocument and
Microsoft Office documents within OnBase using the WOPI viewer.
The WOPI Server is a communication layer between the separately installed and configured
Microsoft Office server and the OnBase Application Server. It seamlessly displays Word, Excel, and PowerPoint documents to end users within the familiar OnBase client interfaces.
Refer to Unity Client module reference guide chapter on the Microsoft Office Web Application
Server Integration for information on installation and configuration.
The Unity Client Configuration File
The Unity Client configuration file (obunity.exe.config) is an XML file used to configure the
Unity Client and control its behavior and feature sets. The file contains plain text and resides in the same directory as the Unity Client executable (obunity.exe). To change features, edit the appropriate value, and save and close the file.
Note:
When using Unicode characters in the Unity Client Configuration File (such as in
DataSource names), ensure you are saving the file with Unicode encoding (e.g. UTF-8).
AD FS Configuration
For information on how to configure the Unity Client for AD FS, see
MRM Unity Client, and Office Business Application for AD FS on page 386
.
Hyland.Canvas.Client
The ServiceMode element is available in the Hyland.Canvas.Client section of the Unity Client configuration file.
This element controls whether the Unity Client runs in Service Mode or Interactive Mode.
When enabled is set to true, the Unity Client runs in Service Mode. This means that:
• Closing the Unity Client with the X in the top right corner minimizes it to the system tray, where it continues to run. The embedded document viewer is closed and you are prompted to save any changes.
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• The Log Out button is not available from the Unity Client File menu. The ability to log out of OnBase is available by right-clicking the Unity Client system tray icon.
• When allowExit is true, the Exit OnBase option is available from the system tray.
When allowExit is false, the Exit OnBase option is not available from the system tray.
• When autoLaunch is true, the Unity Client will launch in Service Mode when Windows starts.
When autoLaunch is false, the Unity Client will not launch in Service Mode when
Windows starts.
• The sendSessionID attribute is treated as false for Pop-Based Application Enabler contexts that use this attribute.
• The following features are available:
Feature Name
Unity Client
Application Enabler
Unity Client Automation
API
Virtual Print Driver
Unity Pop
Description
When
enabled is set to true, the Launch Unity Client option is available from the system tray. Double-clicking the system tray icon will launch the Unity Client.
When enabled is set to false, the Launch Unity Client option is not available from the system tray. Double-clicking the system tray icon will launch the Application Enabler toolbar if the
ApplicationEnabler feature is enabled.
When
enabled is set to true, the Application Enabler module can be used.
When
enabled is set to false, the Application Enabler module cannot be used.
When
enabled is set to true, the Unity Client Automation API, which is used by third-party applications to automate the Unity Client, can be used.
When
enabled is set to false, the Unity Client Automation API cannot be used.
When
enabled is set to true, the Virtual Print Driver module can be used.
When enabled is set to false, the Virtual Print Driver module cannot be used.
Whether Unity Pop is enabled.
When enabled is set to true, Unity Pop is enabled.
When
enabled is set to false, Unity Pop is not enabled.
Note: To specify what type of Unity Pop item is sent (
Unity Pop link or
Unity Pop file), refer to the emailLinkAs setting in
.
When enabled is set to true and the -deferredlogin command line switch is applied:
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• After the Unity Client starts, users are not prompted to log on. The Unity Client is minimized to the Windows system tray. Double-clicking the shortcut a second time will open the Client login.
• Users are required to log on to the Unity Client when performing the first Unity Client context with Application Enabler. Triggering subsequent contexts does not require users to log on to the Unity Client.
• Users are not required to log on to the Unity Client when performing OnBase Client,
Web Client, and Pop-Based Application Enabler contexts.
For more information about the -deferredlogin command line switch, refer to the
Application Enabler module reference guide.
When enabled is set to false, the Unity Client runs in Interactive Mode. This means that:
• The Unity Client cannot be minimized to a system tray icon.
• If Application Enabler is not licensed, any context event scraping is in Demo Mode.
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 the Unity Client. To help maintain a higher level of security, it is recommended that the AllowAllSSLCertificates setting is set to False.
ServiceLocations
Service Locations are pre-configured items that contain web service connection information.
They can be added and modified in the Unity Client configuration file.
Note:
Within the Unity Client, Unicode characters are only supported in data source names and
FriendlyName
contexts if the Unity Client configuration file is saved with Unicode encoding.
Setting Name
ServicePath
DataSource
FriendlyName
Description
The URL to the Service.asmx page of the Application Server.
For example,
http://[Application Server]/appserver/service.asmx.
Note: The Service Path URL must end in
.asmx. The Unity Client cannot be configured to use remoting as the transport protocol.
The data source name (configured at the Application Server) to connect to.
For example,
OnBase.
The "friendly name" of the service location. This name is displayed in the Unity Client’s title bar.
For example, OnBase.
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Configuration
Setting Name
UseNTAuthentication
DefaultDomain
Description
When set to true, the Unity Client is configured to use Active Directory or LDAP Authentication.
The name of the domain to use by default.
For example, mydomain.com.
Note:
The value of DefaultDomain is not case sensitive.
Note:
If no value is specified for DefaultDomain, the current domain of the user logging in is used as the default domain.
UseADFS
When set to true, the Unity Client is configured to use ADFS
Authentication.
Additional steps must be taken to configure ADFS Authentication in the Unity Client. See
for more information.
Note: If UseADFS is set to true, UseNTAuthentication must be set to false.
IdpPath
IdpSilent
The URL to the IDP server to be used for authentication.
A true or false value indicating if the user should be prompted with a web browser showing the IDP Path.
To configure multiple Service Locations for your OnBase solution, add an additional Service
Location prior to the </ServiceLocations> tag in the Unity Client configuration file. For example,
<add ServicePath="http://[name of server]/appserver/Service.asmx" DataSource="OnBase"
FriendlyName="OnBase" UseNTAuthentication="false" DefaultDomain="" UseADFS="false"
IdpPath="" IdpSilent="false"/>
.
Note:
The Unity Client will automatically login if there is only one entry in the ServiceLocations portion of the Unity Client configuration file, the UseNTAuthentication setting is true, and the
Core Services
Interactive User Authentication check box in the OnBase Configuration module is not selected.
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Configuration
appSettings
The following settings are available in the appSettings section of the Unity Client configuration file:
Setting Name mailclient
Description
The email client that will be used to email documents from the Unity
Client.
When set to outlook, Microsoft Outlook will be used.
When set to lotus, Lotus Notes will be used.
When set to
gmail, Google Gmail will be used.
When set to
groupwise, Novell GroupWise will be used.
Note: When sending messages with Novell GroupWise, Plain Text is the only format available.
Note: When Microsoft Outlook and Novell GroupWise are installed on the same machine, using GroupWise as the Default Mail Client for the Unity Client may result in unexpected behavior and is not supported.
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Configuration
Setting Name emailLinkAs
Description
Whether Send To | Mail Recipient (as Link) is enabled, and how links to documents will be sent. Possible settings are:
disabled,
docpop, upop-file, and upop.
When set to
disabled, Send To | Mail Recipient (as Link) is not available.
When set to
docpop, DocPop links will be sent via Send To | Mail
Recipient (as Link).
Note: To send DocPop links, the
Create Integration Hyperlink privilege is needed.
When set to
upop-file, Unity Pop files will be sent via Send To | Mail
Recipient (as link).
Note: To send Unity Pop files, the Unity Client must be running in
Service mode; Within the ServiceMode element, enabled must be set to true. Unity Pop must also be enabled within the ServiceMode section of the Unity Client configuration file.
When set to
upop, Unity Pop URI links will be sent via Send To | Mail
Recipient (as link).
Note: To send Unity Pop URI links, the Unity Client must be running in Service mode; Within the
ServiceMode element, enabled must be set to true. Unity Pop must be also enabled within the ServiceMode section of the Unity Client configuration file.
Note: To send Unity Pop links, the Create Integration Hyperlink privilege is needed.
docpopurl
MaxConcurrentAutoVue
Controls
The DocPop link used when emailing DocPop links from the Unity
Client.
Replace [servername]/[virtualdirectory] with the web server name and virtual directory.
This value specifies the maximum number of concurrent instances allowed for AutoVue controls. The default value is 3. This setting only applies to modules which utilize AutoVue controls.
Note: Increasing this value may decrease the performance of your system.
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Configuration
Setting Name
PlanReviewEngineeringV iewer
Description
This setting is used with the Electronic Plan Review module.
Caution: This setting should not be modified unless you have been directed to so by your solution provider.
Note: An Electronic Plan Review license is required to use Electronic
Plan Review in the Unity Client, for more information, see the
Electronic Plan Review Module Reference Guide or help file.
scanlog
This setting enables scan logging when set to true. The default value is
false.
Hyland.Canvas
The following settings are available in the Hyland.Canvas section of the Unity Client configuration file.
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 http://msdn.microsoft.com/en-us/library/ms533052(VS.85).aspx.
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>.
Note: Personal Page tile names are displayed in the language that the Unity Client interface was in at the time the tile was created. The OnBase database collation must support the writing script of tile names.
When the
<DisplayLanguage> tag is active, the language specified will display as the default language for the interface, regardless of the workstation’s Windows language settings. This also applies to ClickOnce deployments.
The language specified during the creation of the ClickOnce deployment in the ClickOnce installer will be forced on all deployments of the application.
To override the display language which was configured initially, you can modify the configuration file for each individual user’s workstation. The configuration file is located in the application directory inside of the ClickOnce application cache (e.g.,
C:\Users\[user
name]\AppData\Local\Apps).
Note: Each time you update or create a new ClickOnce deployment instance, these settings must be manually reconfigured.
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Configuration
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.
Application
The IsPersistentLogonEnabled attribute controls persistent logon. It can be configured manually, or through the Enable Persistent Logon check box in a Unity Client ClickOnce deployment.
When set to true, users can use persistent logon. The Remember me on this computer check box is displayed in the log on dialog box. When this check box is selected, the Unity Client stores the user’s credentials and uses them to automatically log on to OnBase during future sessions. Credentials are stored until the user manually logs off of OnBase using the File menu’s Log Out button.
Note:
If multiple Service Locations are configured, the Remember me on this computer check box will not be displayed even if the IsPersistentLogonEnabled attribute is set to true. This check box will only be displayed when one Service Location is configured for use with the Unity
Client.
When set to false, persistent logon is not available.
Note:
Credentials are not remembered when upgrading a Unity Client installation.
DefaultHomeLayout
The web sites and RSS or Atom feeds displayed in the Unity Client’s Home layout.
Web sites are included in the <Websites> node, and are defined in the following format:
<Website Name="[name of web site]" Url="[web site URL]"/>
Note:
The Name attribute is optional. The Url attribute is required. When the Name attribute is not specified, the URL is used as the web site’s name.
RSS or Atom feeds are included in the <Feeds> node, and are defined in the following format:
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<Feed Url="[RSS or Atom feed URL/>
When configuring the DefaultHomeLayout setting, ensure that you aware of the following:
• Users are still able to configure web sites and RSS or Atom feeds through the Unity
Client interface.
• If you completely remove the DefaultHomeLayout setting from the Unity Client configuration file, the default OnBase web sites and feed are used.
• If you modify the DefaultHomeLayout setting after using the Unity Client, you are required to delete the IsolatedStorage on the workstation before modifications are displayed in the Unity Client interface.
UserGroupTimeoutMode
The UserGroupTimeoutMode attribute controls how OnBase determines if a user is active.
If set to Request, timeout is detected through lack of requests to the Application Server.
If set to Windows, timeout is detected through lack of user interaction with any application within a Windows session.
Note:
This attribute is set to Request by default.
Note:
This setting is only checked when User Group Timeout is configured. For more information, refer to the System Administration documentation.
Hyland.Canvas.Automation.Services
The following setting is available in the Hyland.Canvas.Automation.Services section of the
Unity Client configuration file:
Setting Name
VPDMailslot
Description
When enabled is set to true, the Virtual Print Driver can be used with the Unity Client.
When
deleteAfterUpload is set to true, the Delete Files After
Import option is automatically selected in the Import pane. When set to
false, the Delete Files After Import option is not selected.
Users are able to select or clear the
Delete Files After Import option regardless of this setting’s configuration.
Note: For more information on using the Unity Client with the Virtual
Print Driver, see the Virtual Print Driver documentation.
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Configuration
Application Enabler
For Application Enabler to function, settings in the Unity Client’s configuration file must be configured. These settings can be configured manually. Some can also be configured during the Unity Client’s ClickOnce installation process.
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Configuration
The following attributes in the <ApplicationEnabler> tag are related to the Application Enabler module.
Attribute
EnableHandlingUnityClientEvents
Corresponding
ClickOnce Option
Unity Features -
Application
Enabler
Description
When set to true, the Unity
Client can receive scrape events from Application
Enabler.
When set to
false, the Unity
Client cannot receive scrape events from Application
Enabler.
Note: You must manually add this attribute to the
<ApplicationEnabler> tag.
When this attribute is not present, it is treated as
true.
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Attribute
DefaultConfigFile
Unity Client
Configuration
Corresponding
ClickOnce Option
Default
Configuration
File
Description
To automatically load a saved configuration when the Unity Client is opened, specify the full path to the file. The path to the configuration file can be a local path, UNC path, URL
(HTTP or HTTPS), or a URN.
When a default configuration is specified, the configured screen is enabled on startup. To start
Application Enabler, click
AppEnabler.
Note: When a URL is specified for a file, the file is downloaded to a temporary directory from its specified location and the temporary file is opened. Any time the configuration file on the server is modified, you must restart IIS or reset the cache of the OnBase Application
Server for changes to take effect.
Note: To specify a custom temporary directory, create environment variable
ONBASETEMP in the
Windows Environment
Variables configuration window, and enter the desired path in the
Variable
value field.
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Attribute
UsePersistentWindowForRetrieval
UsePersistentWindowForCustomQuery
UsePersistentWindowForEformCreation
Unity Client
Configuration
Corresponding
ClickOnce Option
Description
When set to
true, the
Application Enabler -
Retrieve Documents context uses the same window each time it is triggered. The window’s size and position are also retained.
When set to false, the
Application Enabler -
Retrieve Documents context uses a new window each time it is triggered. The window’s size and position are not retained.
When set to true, the
Application Enabler - Run
Custom Query context uses the same window each time it is triggered. The window’s size and position are also retained.
When set to false, the
Application Enabler - Run
Custom Query context uses a new window each time it is triggered. The window’s size and position are not retained.
When set to true, the
Application Enabler - Create
New E-Form context uses the same window each time it is triggered. The window’s size and position are also retained.
When set to
false, the
Application Enabler - Create
New E-Form context uses a new window each time it is triggered. The window’s size and position are not retained.
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Configuration
Attribute
UsePersistentWindowForFolderRetrieval
UsePersistentWindowForWorkflowRetrieval
Corresponding
ClickOnce Option
Description
When set to
true, the
Application Enabler -
Retrieve Folders context uses the same window each time it is triggered. The window’s size and position are also retained.
When set to false, the
Application Enabler -
Retrieve Folders context uses a new window each time it is triggered. The window’s size and position are not retained.
When set to true, the
Application Enabler -
Retrieve in Workflow context uses the same window each time it is triggered. The window’s size and position are also retained.
When set to false, the
Application Enabler -
Retrieve in Workflow context uses a new window each time it is triggered. The window’s size and position are not retained.
Note: In order for this attribute to work correctly with Workflow Retrieval, you must enable
Allow multiple instances of the Workflow
layout in the Unity Client’s
Workflow User Options.
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Unity Client
Configuration
Note:
Persistent windows are shared among all contexts. For example, the Application Enabler
- Retrieve Documents
and Application Enabler - Run Custom Query contexts are configured to use the same Unity Client window each time they are triggered. If you trigger the Application
Enabler - Retrieve Documents
context and then trigger the Application Enabler - Run Custom
Query
context, the Application Enabler - Run Custom Query context will use the same window that the Application Enabler - Retrieve Documents context previously used.
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.
HTTPS Automation
HTTPS Automation allows Application Enabler to expose an HTTPS endpoint to allow thirdparty applications to perform Application Enabler context events.
If HTTPS Automation is selected during installation, the location of the HTTPS certificate to be used must be specified in the obunity.exe.config file.
To specify the location of the HTTPS certificate:
1. Open the obunity.exe.config file.
2. In the
Hyland.Canvas.Automation.Services
node, locate
<HttpsAutomation enabled="false" port="15425" certificateLocation="" /> .
3. Set enabled
to
"true"
.
4. Change the port
setting, if required.
5. Set certificateLocation
to the file path of the HTTPS certificate.
6. Save and close obunity.exe.config.
Workflow
The Unity Client configuration file’s enableWorkflowDebugTrace setting controls whether the
Debug Options
ribbon group is displayed on the Developer tab. When set to true, the Debug
Options
ribbon group is displayed. When set to false, the Debug Options ribbon group is not displayed.
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Configuration
Configuring Unity Pop
Unity Pop is used to send links or shortcuts to content within OnBase to another user via external mail. There are two types of Unity Pops: Unity Pop files and Unity Pop links.
Unity Pop files
are XML files that reference content in OnBase. Unity Pop files are the legacy method of creating Unity Pops.
Unity Pop links
are URI links to content in OnBase. Unity Pop links are the recommended method of sending Unity Pops. Unity Pop links do not require a physical file and, therefore, do not take up disk space as a Unity Pop file would. Additionally, links can be easily shared by copying and pasting them into websites, documents, etc.
Caution:
Do not switch to Unity Pop links if existing Unity Pop files are still in use by your organization.
To those sending and receiving Unity Pop files and links, the differences between the two types of Unity Pops will not be apparent. Both methods are sent through the Send To | Mail Recipient
(As Link)
menu option and, when opened, the Unity Client is launched to display the content in the appropriate layout.
Note:
A Concurrent Client license is consumed while viewing Unity Pop files and links.
The configuration of Unity Pop files and Unity Pop links differ. The sections below outline the configuration of each Unity Pop method.
Configuring Unity Pop Links
To configure Unity Pop links:
• Ensure that the user(s) have the Create Integration Hyperlink privilege. This can be set in the Configuration module. For more information on this privilege, refer to the
System Administration
Module Reference Guide
• Enable Service Mode. In the Unity Client configuration file (obunity.exe.config), find the Hyland.Canvas.Client section. There, you will find the ServiceMode element.
Ensure that the element reads: ServiceMode enabled="true"
• Enable Unity Pop. Within the ServiceMode element of the Unity Client configuration file, find the Unity Pop feature. Ensure that the setting reads: <Feature name="Unity
Pop" enabled="true"/>
For more information on enabling Service Mode refer to Hyland.Canvas.Client on page 1 .
• Set the emailLinkAs setting to "upop." Within the appSettings section of the Unity
Client configuration file, find the emailLinkAs setting. Ensure that the setting reads:
<add key="emailLinkAs" value="upop"/>
For more information on the emailLinkAs setting, refer to
.
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Configuration
Configuring Unity Pop Files
Unity Pop files are the legacy method of creating Unity Pops. If you used Unity Pop in a version of OnBase prior to OnBase 14, you used Unity Pop files. The old method of configuring Unity
Pop files (setting the emailLinkAs setting to "upop" in the Unity Client configuration file) is now part of the method to configure Unity Pop links, so care should be taken to ensure you are configuring the desired method of Unity Pop.
To configure Unity Pop files:
• Enable Service Mode. In the Unity Client configuration file (obunity.exe.config), find the Hyland.Canvas.Client section. There, you will find the ServiceMode element.
Ensure that the element reads: ServiceMode enabled="true"
• Enable Unity Pop. Within the ServiceMode element of the Unity Client configuration file, find the Unity Pop feature. Ensure that the setting reads: <Feature name="Unity
Pop" enabled="true"/>
For more information on enabling Service Mode refer to Hyland.Canvas.Client on page 1 .
• Set the emailLinkAs setting to "upop-file." Within the appSettings section of the
Unity Client configuration file, find the emailLinkAs setting. Ensure that the setting reads: <add key="emailLinkAs" value="upop-file"/>
For more information on the emailLinkAs setting, refer to
.
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C
ONFIGURING
A
CTIVE
D
IRECTORY
F
EDERATION
S
ERVICES
(AD FS)
Overview
The OnBase Web Server can be configured to use Microsoft Active Directory Federation
Services (AD FS) authentication, allowing users to authenticate in OnBase using the Web Client or Unity Client using their Active Directory credentials.
Authentication using AD FS requires:
• The OnBase Web Server and Application Server
• An AD FS server
• User access through the OnBase Web or Unity clients
In order to enable AD FS authentication for OnBase, the configuration described in this chapter must be completed. When correctly configured, the client authentication request is redirected to the AD FS server, which validates the user credentials and the source of the redirect, and provides a Security Assertion Markup Language (SAML) token. The SAML token is then passed to the Web Server by the client, allowing the Application Server to process the authentication request with OnBase.
Note:
The SAML token is a SAML 1.1 token.
Certificates Used and Key Locations
The following certificates are used by OnBase or AD FS to complete authentication. Make sure you have the required certificates before attempting configuration.
• AD FS SSL: The SSL certificate used by IIS on the AD FS server to encrypt traffic. It is required. The private key resides on the AD FS server, and the OnBase Web Server and the client machine must trust the issuer (ROOT CA) of the certificate.
• Token Encryption: The certificate used by AD FS to encrypt the token sent to the client. It is not required but it is recommended.
• Token Signing: The certificate used by AD FS to sign SAML tokens. It is required. The the public key resides on the OnBase Web Server.
• Request Signing: The certificate used by OnBase to sign the request sent to the AD
FS server. It is not required but it is recommended.
• Web Server SSL: The SSL certificate used by IIS on the OnBase Web Server to encrypt traffic. It is required. The private key resides on the OnBase Web Server, and the AD FS server and the client machine must trust the issuer (ROOT CA) of the certificate.
All certificates should be in the local computer account. If the OnBase Application Server is on a different machine from the OnBase Web Server, the certificates on both servers must match.
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Configuring Active Directory Federation Services (AD FS)
All private keys should be stored in the Local Computer\Personal certificate store. Private keys in that store should have a matching public key stored in either the Local Computer\Trusted
Root Certification Authorities
or Local Computer\Trusted People certificate stores. All other public keys should be stored in the Local Computer\Trusted People certificate store.
The Application Pool Identity account or impersonation account configured for the servers requires Read access to the certificates.
Certificate thumbprints are used to correctly identify the certificate to use for communication.
The thumbprint value can be found in the certificate manager.
Licensing
In order to use AD FS Authentication, you must be licensed for Single Sign-On for Microsoft
Active Directory Federation Services
.
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 reference manual, and visit the OnBase Community at: https://www.onbase.com/community.
The following information is specific to configuring Active Directory Federation Services (AD
FS).
General Considerations — When the OnBase Web and Application Servers are upgraded, the web.config files of the servers are replaced, which means the previously configured AD FS instance is removed.
After upgrading the Web and Application Servers, you must reconfigure AD FS for those servers by following the instructions for a new configuration.
If the AD FS configuration information is copied from a backup copy of the previous versions of the web.config files, in most cases reconfiguration is not required as long as the certificates did not change.
The following items should also be noted when configuring AD FS:
• The default website name in the web.config files is case sensitive and must match exactly in all places it is configured.
• The OnBase Application Server requires signing certificates for both AD FS and the
Web application.
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• The AD FS Server requires signing certificates for both the AD FS Server and the Web application.
• The account running the AD FS service on the AD FS server, and the account running the application pools on the OnBase Web and Application Servers, need read access to the private key of the SSL certificate.
Configuration
The following configuration must be completed in order to use AD FS Authentication with
OnBase:
•
Configuring the AD FS Server on page 379
•
Configuring the Application Server for AD FS on page 381
The following section describes how to remove users from an OnBase User Group when they are removed from the corresponding domain user group:
•
Integrating With Domain User Groups on page 385
If you are also configuring the OnBase Web Server to use AD FS Authentication, see:
•
Configuring the Web Server for AD FS on page 382
The following modules also require additional configuration to use AD FS authentication:
•
Configuring the Unity Client, MRM Unity Client, and Office Business Application for
•
Configuring Disconnected Scanning for AD FS on page 387
•
Configuring Patient Window for AD FS on page 388
•
Configuring Mobile Applications for AD FS on page 389
The following items should also be noted when configuring AD FS:
• The default website name in the web.config files is case sensitive and must match exactly in all places it is configured.
• The OnBase Application Server requires signing certificates for both AD FS and the
Web application.
• The AD FS Server requires signing certificates for both the AD FS Server and the Web application.
• The account running the AD FS service on the AD FS server, and the account running the application pools on the OnBase Web and Application Servers, need read access to the private key of the SSL certificate.
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Configuring Active Directory Federation Services (AD FS)
Configuring the AD FS Server
In order for the AD FS server to integrate with OnBase you must establish a trust between
OnBase and the AD FS server. This trust is configured on the AD FS server using the Add
Relying Party Trust Wizard
. You must also define the AD FS endpoints for the integration to function.
See:
•
Adding a Relying Party Trust on page 379
•
Configuring AD FS Endpoints on page 380
Note:
The instructions in this section refer to third-party software and are included for illustration purposes only. Detailed instructions on how to configure AD FS are available from
Microsoft.
Adding a Relying Party Trust
Note:
The following instructions refer to third-party software and are included for illustration purposes only. Detailed instructions on how to configure AD FS and use the Add Relying Party
Trust Wizard are available from Microsoft.
1. Access the Add Relying Party Trust Wizard on the AD FS server.
2. Under data source configuration, select the option to enter data about the relying party manually.
3. Name the trust with a specific name, such as OnBase Web Server.
4. When prompted to choose an AD FS profile, select AD FS 2.0 or AD FS 3.0, depending on your server.
5. Under certificate configuration, click Browse to add a certificate and select the Token
Encryption Certificate
of the OnBase server you are establishing trust with.
6. Under URL configuration, select the option to enable support for the WS-Federation
Passive
protocol.
7. Enter the URL of the OnBase Web Server as the relying party WS-Federation Passive protocol URL. This is the fully qualified domain of the OnBase Web Server, for example
https://my.domain.com/AppNet/
Tip:
Make sure to include the trailing slash on the URL.
8. Under identifiers configuration, add the same URL you configured as the relying party
WS-Federation Passive protocol URL. This is the fully qualified domain of the OnBase
Web Server, for example https://my.domain.com/AppNet/
Tip:
Make sure to include the trailing slash on the URL.
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9. Permit all users to access this relying party for the issuance authorization rules.
Note:
AD FS 3.0 includes multi-factor authentication. Multi-factor authentication is supported by OnBase and there are currently no additional configuration steps needed to integrate multifactor authentication with OnBase.
10. At the verification screen, verify that the Encryption tab contains the encryption certificate and that the Endpoints tab is configured with the URL of the OnBase Web
Server.
Note:
If an encryption certificate was not provided for you to use, any trusted third-party encryption certificate can be used as long as the OnBase Web and Application Servers have the private key of that certificate installed in the LocalMachine\Personal store.
11. After configuring the relying party you must add a claim rule.
Note:
All listed claims must be configured with a claim rule in order to enable proper authentication.
12. Select Send LDAP Attributes as Claims rule template for the rule type.
13. Give the claim rule a descriptive name.
14. Select Active Directory as the attribute store.
15. Use the following table to map the LDAP attributes to outgoing claim types:
LDAP Attribute
User-Principal-Name
Display-Name
Token-Groups – Unqualified Names
E-Mail-Addresses
Outgoing Claim Type
Name ID
Name
Role
E-Mail Address
Configuring AD FS Endpoints
The following points should be noted when configuring AD FS endpoints for use with OnBase:
• OnBase only supports Windows authentication and the Transport security mode.
• OnBase supports WSTrustFeb2005.
• The ADFSEndpointAddress selection is based on the trust version, authentication type, and security mode configured.
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Configuring the Application Server for AD FS
To configure the OnBase Application Server for AD FS you must edit the Web.config file of the
Application Server. The Web.config file can be edited using the Web Application Management
Console. For complete details on using the Web Application Management Console, see the Web
Application Management Console
module reference guide.
Note:
The OnBase Application Server virtual directory should be configured for Anonymous authentication since the identity of the user might not be within the domain of the server.
To configure the Application Server for AD FS:
1. Create a backup copy of the Web.config file. This will allow you to easily rollback any changes you make.
2. Launch the Web Application Management Console and ensure that the Application
Server you are configuring is loaded.
3. Select the ADFS Settings tab.
4. Select Configure for ADFS from the Tools menu. This adds the required elements to the
Web.config file and populates the default values.
5. Ensure that ADFS Enabled is selected.
6. Ensure that the value of Request Validation Mode is 2.0.
7. Under the system.identityModel settings, update the following values to match your environment:
• Audience URI: The value of the Relying Party Trust Identifier as configured on the AD
FS server. This value must match exactly what the AD FS server has.
• Trusted Issuer Thumbprint: The value of the thumbprint of the Token Signing
Certificate.
• Trusted Issuer Name: The value of the name of the Federation Service Identifier.
Tip:
The Trusted Issuer Thumbprint and Trusted Issuer Name values can be found in the
Microsoft AD FS administration utility.
8. Under the system.identityModel.services settings, update the following values to match your environment:
• wsFederation Issuer: The value of the issuer attribute to your AD FS server.
• wsFederation Realm: The value of the realm attribute. This must match exactly the
Relying Party identifier as configured on the AD FS server.
• Certificate X509FindType: The value of the attribute that the Certificate Find Value is referencing. Set this value to FindByThumbprint.
• Certificate Find Value: The value of the thumbprint of the encryption certificate used when adding the relying party trust.
Tip:
The Certificate Find Value thumbprint can be found in the Microsoft AD FS administration utility. It is the same as the previous thumbprint value used in the Trusted Issuer Thumbprint field.
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• Certificate Store Location: The value that corresponds to where the certificate can be found. Possible values are CurrentUser and LocalMachine. The default value is
LocalMachine
.
• Certificate Store Name: The value that corresponds to the store name where the referenced certificate can be found. The default value is My. Possible values are:
• AddressBook
• AuthRoot
• CertificateAuthority
• Disallowed
• My
• Root
• TrustedPeople
• TrustedPublisher
9. Select Save from the File menu to save your changes, or press Ctrl + S on the keyboard.
Configuring the Web Server for AD FS
To configure the OnBase Web Server for AD FS you must provide an HTTPS certificate and edit the Web.config file of the Web Server. See:
•
•
Editing the Web.config File of the Web Server on page 383
Note:
The OnBase Web Server virtual directory should be configured for Anonymous authentication since the identity of the user might not be within the domain of the server.
HTTPS Certificate
Before the Web Server can be configured for AD FS, you must either create or import an HTTPS certificate for the Web Server. In an internal test environment, a self-signed certificate can be generated in the Windows Internet Information Services (IIS) Manager. In any other environment, the more secure option of an imported HTTPS certificate generated by a certificate authority is preferred.
Create an HTTPS binding for your Web Server and the HTTPS certificate.
Note:
This process can be repeated for your Application Server, but it is not required.
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Editing the Web.config File of the Web Server
To configure the OnBase Web Server for AD FS you must edit the Web.config file of the Web
Server. The Web.config file can be edited using the Web Application Management Console. For complete details on using the Web Application Management Console, see the Web Application
Management Console
module reference guide.
Note:
The OnBase Web Server virtual directory should be configured for Anonymous authentication since the identity of the user might not be within the domain of the server.
To configure the Web Server for AD FS:
1. Create a backup copy of the Web.config file. This will allow you to easily rollback any changes you make.
2. Launch the Web Application Management Console and ensure that the Web Server you are configuring is loaded.
3. Select the Web Client tab.
4. Ensure the Web Client is configured for secure connections by checking that the path in the Virtual Directory field starts with https.
Note:
If the value is using an http:// address, the server must be configured for secure connections before changing this value to https://. The URL in the value of the Virtual
Directory
field should not include the trailing slash.
5. Select the Login tab.
6. Ensure that Auto Login is selected.
7. Select the ADFS Settings tab.
8. Select Configure for ADFS from the Tools menu. This adds the required elements to the
Web.config file and populates the default values.
9. Select None from the Authentication Mode drop-down select list.
10. Ensure that ADFS Enabled is selected.
11. Ensure that Cookie Handler Require SSL is deselected.
12. Under the system.identityModel settings, update the following values to match your environment:
• Audience URI: The value of the Relying Party Trust Identifier as configured on the AD
FS server. This value must match exactly what the AD FS server has.
• Trusted Issuer Thumbprint: The value of the thumbprint of the Token Signing
Certificate.
• Trusted Issuer Name: The value of the name of the Federation Service Identifier.
Tip:
The Trusted Issuer Thumbprint and Trusted Issuer Name values can be found in the
Microsoft AD FS administration utility.
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13. Under the system.identityModel.services settings, update the following values to match your environment:
• wsFederation Issuer: The value of the issuer attribute to your AD FS server.
• wsFederation Realm: The value of the realm attribute. This must match exactly the
Relying Party identifier as configured on the AD FS server.
• Certificate X509FindType: The value of the attribute that the Certificate Find Value is referencing. Set this value to FindByThumbprint.
• Certificate Find Value: The value of the thumbprint of the encryption certificate used when adding the relying party trust.
Tip:
The Certificate Find Value thumbprint can be found in the Microsoft AD FS administration utility. It is the same as the previous thumbprint value used in the Trusted Issuer Thumbprint field.
• Certificate Store Location: The value that corresponds to where the certificate can be found. Possible values are CurrentUser and LocalMachine. The default value is
LocalMachine
.
• Certificate Store Name: The value that corresponds to the store name where the referenced certificate can be found. The default value is My. Possible values are:
• AddressBook
• AuthRoot
• CertificateAuthority
• Disallowed
• My
• Root
• TrustedPeople
• TrustedPublisher
14. Select Save from the File menu to save your changes, or press Ctrl + S on the keyboard.
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Integrating With Domain User Groups
To remove users from an OnBase User Group when they are removed from the corresponding domain user group, in order to keep a one-to-one relationship between the domain and OnBase
User Groups, complete the following steps:
1. In the Configuration module, select User Groups/Rights from the Users menu. The User
Groups & Rights
dialog box is displayed.
2. Select a user group from the list and click the Authentication Settings button. The
Authentication Settings
dialog box is displayed.
3. Select Remove users from this group if no matching domain group found.
Note:
The Remove users from this group if no matching domain group found option is not available when OnBase is configured for Active Directory - Enhanced authentication. With
Active Directory - Enhanced
authentication, this functionality is the default behavior.
4. Click OK.
With this option enabled, the OnBase User Group is checked against the corresponding domain user group at log in. If the user logging in is a member of the OnBase User Group but is not a member of the corresponding domain user group, the user is removed from that OnBase User
Group. Additionally, the user is removed from load-balanced Workflow queues they no longer have access to because of their removal from OnBase User Groups, and their work is returned to an unassigned state.
Caution:
This option also removes users from OnBase User Groups if the user groups do not exist on the domain. Make sure your OnBase User Groups have the same names as the corresponding domain user groups. The group names do not need to have matching cases (for example, AdminUsers is considered the same as adminusers or ADMINUSERS).
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Configuring the Unity Client, MRM Unity Client, and
Office Business Application for AD FS
Caution:
When using the Click-Once Installer, AD FS must be configured before signing the deployment. Any custom changes to the client configuration file must be made before clicking
Next
at the Deployment Signing dialog box. If you are running the Click-Once Installer in
Advanced Mode
, you still have the option to edit files in the deployment folder at the File Edit
Notification
dialog box that is displayed after the Deployment Signing dialog box.
In order to configure the Unity Client, Medical Records Unity Client, or Office Business
Application add-ins to use AD FS Authentication, you must first set up the Application Server to use AD FS.
After the Application Server has been configured for AD FS Authentication, the following steps must be completed to configure the Unity Client, Medical Records Unity Client, or Office
Business Application add-ins to use AD FS Authentication:
1. Open the configuration file for the Unity Client, Medical Records Unity Client, or Office
Business Application add-in.
2. In the configSections node, ensure the Hyland.Authentication section is uncommented.
<section name="Hyland.Authentication" type="Hyland.Authentication.Configuration.AuthenticationConfiguration
Section, Hyland.Authentication" />
3. In the ServiceLocations element, update the following attributes to these values:
UseNTAuthentication="false"
UseADFS="true"
4. Uncomment the system.web and Hyland.Authentication elements at the end of the configuration file.
5. Locate the ADFSEndpointAddress element and update its value to the URL for your AD
FS Server Endpoint.
6. Locate the AppliesTo element and update its value to the match the audienceUris value in the web.config file of the Application Server.
If the Unity Client, Medical Records Unity Client, or Office Business Application add-in needs to authenticate via an AD FS proxy server that is not joined to the domain, the following additional steps are necessary:
1. In the Unity Client Medical Records Unity Client, or Office Business Application add-in configuration file, locate the Hyland.Authentication element.
2. Set the ForceNTLM attribute in the WSTrust child element to true.
3. Make sure the TrustVersion is set to WSTrustFeb2005.
4. Make sure the ADFSEndpointAddress reflects the address of the WSTrustFeb2005 endpoint. For example, https://My-ADFS-Server/adfs/services/trust/2005/
windowstransport
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5. Make sure that the AD FS server is correctly configured to use NTLM. The following settings should have the following values:
• ExtendedProtectionTokenCheck: none
• NTLMOnlySupportedClientAtProxy: true
Tip:
For details on updating AD FS server and proxy settings, see the Set-ADFSProperties page of the AD FS Cmdlets area on the Microsoft TechNet.
Configuring Disconnected Scanning for AD FS
To configure Disconnected Scanning for AD FS:
1. Open disconnectedscan.exe.config in a text editor.
2. Within the configsections element, uncomment the following element:
<section name="Hyland.Authentication" type="Hyland.Authentication.Configuration.AuthenticationConfiguration
Section, Hyland.Authentication" />
3. Uncomment the system.web and Hyland.Authentication elements:
<system.web>
<webServices>
<soapExtensionTypes>
<add type="Hyland.Authentication.ADFS.CustomCanvasADFSAuthSoapExtension,
Hyland.Authentication" />
</soapExtensionTypes>
</webServices>
</system.web>
<Hyland.Authentication>
<adfs enabled="true" logClientEventsToEventLog="true">
<WSTrust ForceNTLM="false">
<ADFSEndpointAddress>https://<ADFS_SERVER>/adfs/services/trust/
2005/windowstransport</ADFSEndpointAddress>
<SecurityMode>Transport</SecurityMode>
<TrustVersion>WSTrustFeb2005</TrustVersion>
<AppliesTo>http://mydomain.com/AppNet</AppliesTo>
</WSTrust>
</Hyland.Authentication>
4. Configure the settings in the Hyland.Authentication element to match either the
Application Server or Web server configurations, depending on which server is used for authentication. These configurations much match exactly or AD FS authentication will fail. The configuration settings are case sensitive.
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Configuring Patient Window for AD FS
Before configuring the OnBase Patient Window for AD FS, you must first create a separate
Relying Party Trust on the AD FS server for the OnBase Patient Window.
To configure the OnBase Patient Window for AD FS:
1. Create a backup of the OnBase Patient Window’s Web.config file.
2. Open the live Web.config file in a text editor.
3. Within the system.web element, uncomment the following sections:
<authentication mode="None" />
<authorization>
<deny users="?" />
</authorization>
4. Within the webServices element, uncomment the soapExtensionTypes element.
5. Within the system.webServer element, uncomment the following sections:
<add name="WSFederationAuthenticationModule" type="System.IdentityModel.Services.WSFederationAuthenticationModule,
System.IdentityModel.Services, Version=4.0.0.0, Culture=neutral,
PublicKeyToken=b77a5c561934e089" preCondition="managedHandler" />
<add name="SessionAuthenticationModule" type="System.IdentityModel.Services.SessionAuthenticationModule,
System.IdentityModel.Services, Version=4.0.0.0, Culture=neutral,
PublicKeyToken=b77a5c561934e089" preCondition="managedHandler" />
6. In the appSettings element, set EnableAutoLogin to true.
7. In the Hyland.Authentication element, set Enabled to true.
8. Uncomment the system.identityModel element. Configure the following settings within this element: a. Set the audienceUris value to the OnBase Patient Window address.
b. Within the trustedIssuers element, set the thumbprint value to the thumbprint of the
Token Signing Certificate. Set the name value to the name of the Federation Service
Identifier. These values can be found in the Microsoft AD FS administration tool.
9. Uncomment the system.identityModel.services element. Configure the following settings within this element: a. Within the wsFederation element, set the issuer value to your AD FS server address, and the realm value to your OnBase Patient Window address. b. Within the certificateReference element, set the findValue to the thumbprint of the encryption certificate used when adding the relying party trust.
Tip:
The thumbprint value can be found in the Microsoft AD FS administration utility. It is the same as the previous thumbprint value used in the trustedIssuers element.
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Configuring Mobile Applications for AD FS
The configuration for allowing OnBase mobile applications to use AD FS is performed on the
Application Server.
To configure the Application Server to allow OnBase mobile applications to use AD FS, first follow the previous steps for configuring the Application Server in the section titled
Configuring the Application Server for AD FS on page 381 . Then, perform the following steps:
1. Create a backup of the Application Server’s Web.config file.
2. Open the live Web.config file in a text editor.
3. Locate the Hyland.Authentication element and set Enabled to true.
4. Within the Hyland.Authentication element, add the following new sections:
<WSTrust ForceNTLM="false">
<ADFSEndpointAddress>https://<ADFS_SERVER>/adfs/services/trust/
2005/windowstransport</ADFSEndpointAddress>
<SecurityMode>Transport</SecurityMode>
<TrustVersion>WSTrustFeb2005</TrustVersion>
<AppliesTo>https://mydomain.com/AppNet</AppliesTo>
</WSTrust>
5. Configure the settings in the Hyland.Authentication element to match either the
Application Server or Web server configurations, depending on which server is used for authentication. These configurations much match exactly or AD FS authentication will fail. The configuration settings are case sensitive.
6. If the Application Server needs to authenticate via an AD FS proxy server that is not joined to the domain, change ForceNTLM to true.
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I
NSTALLATION
Requirements
Unity Client Supported Operating Systems
• Windows Server 2008 R2 SP1 or later service pack
• Windows 7 SP1 or later service pack
• Windows 8.1
• Windows Server 2012 R2
• Windows 10
• Windows Server 2016
Note:
As of OnBase 16, the Windows Vista, Windows 8, Windows Server 2008, and Windows
Server 2012 operating systems are no longer supported. If you are using any of these operating systems, you should not upgrade to OnBase 17 until you have upgraded to a Windows operating system supported by OnBase. For a complete list of operating systems that are no longer supported, see the table below.
Operating System
Windows NT 4.0
Windows 98
Windows 2000
Windows XP
Windows Server 2003
Windows Vista
Windows 8
Windows Server 2008
Windows Server 2012
No Longer Supported As Of:
OnBase 7.2
OnBase 7.2
OnBase 10.0.0
OnBase 14
OnBase 14
OnBase 16
OnBase 16
OnBase 16
OnBase 16
OnBase 17
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Unity Client Hardware and Browser Requirements
Component
CPU
Memory (RAM)
Free Hard Disk Space (for installing and running the
Unity Client)
Screen Resolution
Minimum
1.6 GHz dual-core
2 GB
500 MB
Graphics Card
Web Browser
Email Platform
Media Player
Recommended
2.4 GHz dual-core
4 GB
1024 x 768 (1280 x 800)
Note: Using a lower resolution may result in a loss of functionality.
1280 x 1024 (1440 x 900 widescreen)
128 MB 256 MB with hardware acceleration support
Note: As long as you are using a supported operating system, there are no further Web browser requirements.
Lotus Notes 8.5.x
IBM Notes 9.0.x
Microsoft Outlook 2007,
2010, 2013, or 2016
Novell GroupWise 2012 or
2014
Note: When sending messages with Novell
GroupWise, Plain Text is the only format available.
Windows Media Player 10
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Note:
The OnBase System Assessment Tool can be used to ensure that your workstation meets the minimum system requirements for the 17 OnBase Unity Client. For more information on this tool, see
System Assessment Tool on page 470
.
HTTPS Automation Requirements
If you are installing Application Enabler and you want to expose an HTTPS endpoint to allow third-party applications to perform Application Enabler context events, additional requirements must be met.
The following requirements must be configured prior to enabling HTTPS Automation:
• A domain that will resolve to localhost.
• An HTTPS binding public/private key pair for the domain, in .PFX format, that must be trusted by all client workstations.
• The password for the private key must be OnBase.
• The key pair must be stored somewhere accessible to all clients using HTTPS
Automation (for example, distributed to every workstation or stored in a network share accessible via UNC).
If you need a URL and certificate to use with an HTTPS binding, contact your first line of support.
Microsoft .NET Framework Requirements
OnBase requires Microsoft .NET Framework 4.6 or later. The .NET Framework can be obtained from the Microsoft Download Center at http://www.microsoft.com/downloads.
The version of the .NET Framework required by the module being installed must be installed on both the deployment and client machines before installation.
Microsoft Visual C++ Requirements
The Web Server and both the 32-bit and 64-bit versions of the Application Server require the
Microsoft Visual C++ Redistributable Packages listed below. If not already present on your system, these packages are installed when the setup.exe installer is used to install the OnBase
Web or Application Servers.
The Web Server and the 32-bit Application Server require the following:
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)
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The 64-bit Application Server requires the following:
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2010 Redistributable Package (x64)
• Microsoft Visual C++ 2013 Redistributable Package (x64)
• Microsoft Visual C++ 2015 Redistributable Package (x64)
Databases Supported
The following tables list the databases supported.
Microsoft SQL Server
Microsoft SQL Server
Microsoft SQL Server™
2008 (RTM, SP1, SP2;
SP2 recommended)
Microsoft SQL Server
2008 R2 (RTM, SP1;
SP1 recommended)
Microsoft SQL Server
2012
Microsoft SQL Server
2014
Microsoft SQL Server
2016
Additional Information
In April 2016, Microsoft discontinued technical support for Microsoft
SQL Server 2005. As of release 17, Hyland Software no longer supports SQL Server 2005.
Oracle
Note:
If you are using an Oracle database, it is strongly recommended that you have a certified
Oracle Database Administrator on staff.
Oracle
Oracle 11g: Release 2
Oracle 12c
Additional Information
All Oracle 11g drivers can be used.
All Oracle 12c drivers can be used.
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Sybase SQL Anywhere
Sybase SQL Anywhere Additional Information
SAP Sybase SQL
Anywhere
™
16
SAP Sybase SQL
Anywhere 17
On December 31, 2016, SAP retired engineering support for Sybase
SQL Anywhere™ versions 12.x and lower. As of OnBase 17, Hyland
Software no longer supports SQL Anywhere versions 12.x and lower.
Database Client / Server Version Compatibility
Due to critical issues that have been reported to Hyland Software, Hyland Software strongly recommends that:
• your database client software version matches or exceeds the database server version and
• you are running the most recent version of the database client.
This will help to reduce compatibility issues and minimize troubleshooting time when issues do occur.
Your database administrator can determine the database server version and identify the mostrecent version of the database client software. The ODBC driver number indicates which version of the database client software you are using. For example, if your database server software is Oracle 12 Release 1, verify that the Oracle Client software is Oracle 12 Release 1 (or later). The same is true of SQL databases. For example, if your database server is SQL Server
2012, verify that the database client is SQL Server 2012 (or later).
To check your database client version, perform the following steps from the workstation or server where the ODBC connection is configured:
1. Open your ODBC Data Source Administrator, and click on the Drivers tab.
2. Select the driver you are using to connect to your OnBase database.
• If your database server software is Oracle 12 Release 1, the version number should appear as 12.1.[#.#.#] (or later), where 12.1 is the version number and [#.#.#] represents the service pack.
• If your database server software is any version of Microsoft SQL Server, select ODBC
Driver 13 for SQL Server
.
The above descriptions are examples of two commonly used database version schemes.
Ensure that the supported database you use adheres to the database client/server recommendation. In general, Hyland Software recommends that you use the most current drivers that correspond to your system.
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Hyland Software - Microsoft Service Pack Statement
The developers of OnBase are dedicated to ensuring the monthly cumulative updates released by Microsoft
®
are compatible with OnBase. On the second Tuesday of each month, the Quality
Assurance Department of Hyland Software evaluates the cumulative fixes released and labeled as Critical or Important by Microsoft. The details of the update provided by Microsoft are reviewed for interaction with OnBase and installed when appropriate for testing its compatibility with OnBase. If you have questions regarding a specific Microsoft cumulative update and its compatibility with OnBase, please contact your support provider.
Third-Party Software Compatibility
OnBase is used in conjunction with a variety of third-party software products. The specific versions of third-party software that are supported are documented in the requirements sections of this manual, which reflect the versions that were required at the time this manual was published.
For up-to-date information, visit the following site: https://www.onbase.com/community/ technical_communities/third_party_software_updates/default.aspx.
About Virtual Environments
Hyland Software develops, tests, and supports the OnBase suite of products on specific
Operating Systems, not specific hardware configurations. When OnBase is operated in a virtual environment (such as Citrix, VMware, Hyper-V, or Windows Remote Desktop) there may be limitations or subtle differences imposed by the environment. The customer and the virtual environment vendor are responsible for any interactions or issues that arise at the Hardware or
Operating System layer as a result of their use of a virtual environment.
When it appears that a performance-related issue in OnBase is either caused by (or is unique to) the virtual environment, organizations may be asked to validate that the issue occurs in a non-virtual environment. Hyland Software will make this request if there is reason to believe that the virtual environment is a contributing factor to the issue.
Each OnBase site is unique. Hyland Software depends on the customers who deploy OnBase in virtual environments to do so only after careful design and adequate planning (that takes into account the workloads of your organization), and in accordance with recommendations provided by the virtual environment’s vendor. As with any implementation, Hyland Software strongly recommends that any customer deploying the OnBase solution in a virtual environment thoroughly test the solution before putting it into production.
For information about using OnBase in a Citrix and Microsoft Windows Remote Desktop environment, please see the Citrix and Microsoft Windows Remote Desktop Environment
Deployment Guide
, available on the OnBase Community (https://www.onbase.com/ community).
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64-Bit Support Statement
The OnBase suite of products is tested on 64-bit systems and is capable of being deployed on
64-bit systems using the Windows 32-bit on Windows 64-bit Emulator (WOW64) layer. However,
OnBase modules that integrate with third-party applications may not be able to be used with the 64-bit versions of these applications. For these modules, only the 32-bit versions of these third-party applications are currently supported by the OnBase integrations. Consult the module-specific requirements section in each module reference guide for complete requirements details.
Supported database versions that are deployed on a 64-bit database server are also supported.
For more information, contact your solution provider.
Windows User Account Control Statement
Hyland Software is dedicated to ensuring that OnBase is compatible with Windows User
Account Control (UAC). UAC is a feature of Windows operating systems that was introduced with Windows Vista. It limits the ability of standard users to make global system changes to a workstation and prevents malicious software from making unauthorized changes to protected areas.
For details on UAC, refer to your Microsoft support information or see http:// technet.microsoft.com/en-us/library/cc709691(WS.10).aspx.
You may encounter UAC in OnBase when:
• Installing or uninstalling OnBase, OnBase modules, or OnBase ActiveX controls.
• Copying, moving, or saving files to the Program Files directory, Windows directory, or another protected location.
• Modifying system-wide settings, such as the registry.
• Re-indexing a document or opening a scanned batch using published IE from a Citrix or Terminal server.
If Windows UAC is enabled, the above operations may prompt for administrator privileges or credentials, even if an administrator is currently logged on.
Modifying Configuration Files
When UAC is enabled, administrators may be unable to modify Web.config or other *.config files. To address this issue, the administrator should open a text editor (such as Notepad) by right-clicking it and selecting Run as administrator. The administrator can then open the
*.config file from within the text editor. Because the text editor is running with administrator privileges, the configuration file can be modified and saved using that application.
Licensing
See
Licensing on page 1 for licensing requirements.
Note:
A Unity Client Server license is required for each server instance in your OnBase solution.
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Digital Input Device Compatibility
Digital input devices, such as scanners and digital cameras, can use the Windows Image
Acquisition (WIA) driver model. Depending on the module being used, devices that use TWAIN,
Kofax, or ISIS can also be used.
To use Windows Image Acquisition (WIA) digital input devices to acquire images, the WIA
Windows service must be configured with an Automatic or Manual Startup Type. For more information on WIA, including a complete list of devices compatible with WIA, see http:// www.microsoft.com.
For more information on the TWAIN standard for image acquisition devices, see http:// www.twain.org.
Third-Party Software Requirements
Microsoft Office 2007 or greater is required to work with Microsoft Office documents in the
Unity Client. Ensure that the latest Office service pack is installed.
Microsoft Outlook 2007 or greater or Lotus Notes 8.5 is required to email documents in the
Unity Client.
Additionally:
• If you are using Outlook 2007, the 2007 Microsoft Office System Primary Interop
Assemblies (PIA)
are required. Primary interop assemblies can be installed by performing a Complete installation of Microsoft Office or by using the redistributable primary interop assemblies package, which can be obtained from the Microsoft
Download Center at http://www.microsoft.com/downloads.
Microsoft Office XP Support
On June 11, 2011, Microsoft’s extended support for Office XP was retired.
Although OnBase 17 supports the use of Office XP, support for Office XP is being deprecated for eventual removal from the OnBase suite of products. Since Microsoft will no longer offer software design changes, complimentary or paid support, security update support or nonsecurity hotfixes, Hyland Software can offer only limited support response to any issues that may arise with the use of Office XP. Office XP will no longer be supported in future OnBase releases. It is recommended that Office 2007 or later be used with OnBase 17.
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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 reference manual, and visit the OnBase Community at: https://www.onbase.com/community.
General User Interface Redesign
As of OnBase 17, the Unity Client and Web Client have a new user interface design. The design changes do not affect functionality, but end users may find the new interface unfamiliar. If you are upgrading from OnBase 16 or earlier to OnBase 17 or later, review the changes to the user interface with end users, and ensure that any custom end-user documentation is updated accordingly.
Server Machine Considerations
The following should be considered with regard to server machines:
• Ensure that the Unity Client version and the Application Server version match.
End-User Workstation Considerations
The following should be considered with regard to end-user workstations:
• Ensure that the proper compatible third party applications are installed (e.g., Adobe
Acrobat, Microsoft Office).
• Ensure that the directory where the Unity Client is installed is added to the virus scanner white list.
• Make note of any settings in the Unity Client configuration file that have been modified from their default values.
• Ensure that the Application Server URL is correct in the
ServicePath
field of the
Unity Client configuration file and can be accessed from a web browser. Verify the user does not receive certificate errors and is not prompted for authentication credentials.
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ClickOnce Deployment Considerations
In addition to the previous considerations, the following should be considered with regards to
ClickOnce deployments:
• Ensure that the environment in which the Unity Client will be deployed is not a
Terminal Services environment.
• Ensure that the workstation environment can allow ClickOnce deployments to be installed.
• Ensure that any upgrades are made to existing deployments.
Installation Overview
Note:
Before installing the OnBase Unity Client, ensure you have a functioning OnBase
Application Server. Ensure that the build of the OnBase Application Server matches the build of the OnBase Unity Client.
The Unity Client can be installed:
• Using the Hyland Unity Client Installer. For more information, see
Installation Using the MSI Installer on page 402 .
• Using a ClickOnce Deployment. For more information, see
ClickOnce Deployment on page 418 .
• Manually. For more information, see
Manual Installation on page 461 .
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 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 http://msdn.microsoft.com/ en-us/library/aa367988.aspx.
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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 http://msdn.microsoft.com/en-us/library/142dbbz4(VS.80).aspx.
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.
For more information on Microsoft ClickOnce technology in a Remote Desktop environment, see http://support.microsoft.com/kb/2020945.
For more information on Microsoft ClickOnce technology in a Citrix environment, refer to the
Citrix help files or support provided by Citrix.
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 http://technet.microsoft.com/en-us/library/cc759262(WS.10).aspx.
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.
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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.
Installer Prerequisites
The installer must be run on operating systems that support the Windows
® architecture.
Installer 3.0+
The installer setup executable (setup.exe) detects most of the prerequisites for the module that are also required for installation and installs them, if necessary. If the installer fails to run, install all of the requirements for the module separately before relaunching the installer.
Module requirements can be found in the installation chapters of the corresponding module reference guides.
Note:
If installation is being performed using the installer MSI file, the requirements for the module must be installed before launching the installer.
Installer User Permissions
You must be logged on to the installation machine with administrator privileges in order to run the installer.
If installing under Windows operating systems with UAC enabled, the installer must be run with elevated administrator privileges, even if the user currently logged in is an administrator.
Installer .NET Framework Requirements
The installer must be run on a machine that meets the .NET Framework requirements of the module being installed. Module requirements can be found in the installation chapters of the corresponding module reference guides.
OnBase requires Microsoft .NET Framework 4.6 or later. The .NET Framework can be obtained from the Microsoft Download Center at http://www.microsoft.com/downloads.
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Installation Using the MSI Installer
Running the Installer
Launch the Hyland Unity Client installer by executing setup.exe. This executable is usually located in the \install\Unity Client\ 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 Unity Client folder and its contents must be copied to the new location.
1. The Hyland Unity Client 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 select list, then click OK.
If the Destination Folder is not changed, the default location is used.
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4. Click Next. The Custom Setup dialog is displayed.
Unity Client
Installation
The following features can be installed using the Hyland Unity Client installer:
Component
Unity Client
Datalogics
Application Enabler
*
Client Automation API
*
Virtual Print Driver Listener
*
Unity Pop Automation
*
Description
Installs the Unity Client.
The Unity Client is a next-generation document management system that offers the familiar look-and-feel of Microsoft® Office® 2013.
Installs Datalogics.
Installs the Application Enabler module.
Application Enabler provides a way to seamlessly integrate an organization’s core line-of-business applications with
OnBase.
Installs the Unity Client Automation API, which is used by third-party applications to automate the Unity Client.
Installs the Virtual Print Driver listener.
Installs Unity Pop.
* Because this component can only run when the Unity Client is in Service Mode, choosing to install this component automatically configures the Unity Client to run in Service Mode.
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5. Click the drop-down select list beside the name of a component to display the installation options:
Option
Will be installed on local hard drive
Entire feature will be installed on local hard drive
Entire feature will be unavailable
Description
Installs the selected feature and does not install any dependent, optional functionality. To view optional functionality, click the + icon next to the feature to expand the sub feature list.
Installs the selected feature and any dependent functionality. To view the dependent functionality, click the + icon next to the feature to expand the sub feature list.
Select this option to remove a feature from the list of features to install.
6. Select This feature will be installed on local hard drive for each component you want to install.
To install all components, select Entire feature will be installed on local hard drive from the drop-down select list beside the top-level component.
7. To determine the amount of space available for installation of the selected components, click Disk Usage. The Disk Space Requirements dialog is displayed, with information on the space required for the selected components and the space available on the drives accessible by the installation machine.
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8. To change the installation location of a component, select it and click Browse. The
Change destination folder
dialog is displayed.
Enter a Folder name in the field provided or select it from the Look in drop-down select list. If the destination folder is not changed, components are installed to the default locations listed in the following table.
9. Click Next. The Service Location dialog is displayed.
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10. In the Display Name field, enter a user-friendly name for the service location.
11. In the Service Path field, enter the full URL to the Service.asmx page on the OnBase
Application Server. For example, https://MachineName/AppServer/Service.asmx.
Note:
Ensure that the Service Path reflects the configuration of the OnBase Application Server in regard to HTTPS bindings. If the Application Server is not configured to use HTTPS, setting the Service Path to HTTPS in this installer does not configure an HTTPS binding on the OnBase
Application Server.
12. In the Data Source field, enter the ODBC connection for the data source this component will use to connect to OnBase.
13. Select Yes from the Use NT / LDAP Authentication drop-down select list if your system uses Active Directory or LDAP Authentication, otherwise select No.
Note:
In order to use Active Directory or LDAP authentication, the database against which the installed component runs must be separately configured for Active Directory or LDAP authentication. This installer configures the installed components to match the authentication scheme of the database but does not configure Active Directory or LDAP.
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14. Click Next. The Additional Settings dialog is displayed.
Unity Client
Installation
In the Default Mail Client drop-down select list, select the default email client that users will use to send external mail from within the Unity Client.
If you chose to install Unity Pop Automation, the Additional Settings dialog includes
Unity Pop options.
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In the Unity Pop option drop-down select list, select the Pop integration option that will be used for document retrieval and viewing.
Option
DocPop Link
Description
Select this option to use DocPop. The
DocPop URL field will become available.
For more information, see the
DocPop module reference guide.
Unity Pop File
Select this option to use Unity Pop Files. For more information, see
Unity Pop Files and Links on page 264
and
Configuring Unity Pop on page 374
.
Unity Pop Link
Select this option to use Unity Pop Links. For more information, see
Unity Pop Files and Links on page 264
and
Configuring Unity Pop on page 374
.
Caution: Do not select Unity Pop Link if existing Unity Pop files are still in use by your organization.
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15. Click Next. If you chose to install Application Enabler Client, the Application Enabler
Options
dialog is displayed.
c. In the Default Configuration File field, enter the full URL or UNC path to the default configuration file that Application Enabler should use (for example,
\\FileServer\Apps\ApplicationEnabler\DefaultFile.xml
), or click Change to navigate to the file to use. Leave this field empty to not configure a default file.
d. Select Enable HTTP Automation to expose an HTTP endpoint to allow third-party applications to perform Application Enabler context events.
e. If Enable HTTP Automation is selected, type the port number for the HTTP endpoint in the Port field. The default value is 15412.
f. Select Enable HTTPS Automation to expose an HTTPS endpoint to allow third-party applications to perform Application Enabler context events.
Note:
HTTPS Automation requires additional configuration after installation.
g. If Enable HTTPS Automation is selected, type the port number for the HTTPS endpoint in the Port field. The default value is 15425.
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16. Click Next. If you chose to install any of the Service Mode components, the Service
Mode Options
dialog is displayed.
Select Prevent Client from launching on system startup to prevent the Client from automatically launching when the system starts.
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17. Click Next. The Ready to install dialog is displayed.
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18. 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.
19. Click Install to continue with the installation, or click Cancel to cancel the installation.
20. 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.
Note:
Some functionality must be configured directly in the configuration file. See
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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
Change
Repair
Remove
Description
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 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.
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 the components contained in this installer, the value of the ADDLOCAL property must use the following Feature Names:
Component
Unity Client
Datalogics
Application Enabler*
Client Automation API*
Virtual Print Driver Listener*
Unity Pop Automation*
Feature Name
Unity_Client
UnityClient_Datalogics
ApplicationEnabler
UnityClientAutomation
VirtualPrintDriverListener
UpopAutomation
* Because this component can only run when the Unity Client is in Service Mode, choosing to install this component automatically configures the Unity Client to run in Service Mode.
The ADDLOCAL property is added to the installation command line, as shown here:
msiexec /i "Hyland Unity Client.msi" ADDLOCAL=Unity_Client,ApplicationEnabler
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
AE_DEFAULTFILE
CREATE_DESKTOP_SHORTCUTS
Description
The full URL or UNC path to the default configuration file that Application Enabler should use. Leave this property empty to not configure a default file. By default, this property is empty.
For example:
AE_DEFAULTFILE="\\FileServer\Apps\Applic ationEnabler\DefaultFile.xml"
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=""
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Property
CREATE_MENU_SHORTCUTS
SERVICE_LOCATION_DATA_SOURCE
SERVICE_LOCATION_DISPLAY_NAME
SERVICE_LOCATION_NT_AUTH
SERVICE_LOCATION_SERVICE_PATH
Unity Client
Installation
Description
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 set to
1.
For example:
CREATE_MENU_SHORTCUTS="1"
or
CREATE_MENU_SHORTCUTS=""
The ODBC connection for the data source installed components will use to connect to
OnBase. By default, this property is set to
{DataSource}.
For example:
SERVICE_LOCATION_DATA_SOURCE="ODBC source name"
A user-friendly name for the service location. By default, this property is set to
New Service
Location.
For example:
SERVICE_LOCATION_DISPLAY_NAME="My
Service Location"
Set to
true if your system uses Active Directory or LDAP authentication, or set to false if it does not. By default, the
SERVICE_LOCATION_NT_AUTH property is set to
false.
Note: In order to use Active Directory or LDAP authentication, the database against which the installed component runs must also be configured for Active Directory or LDAP authentication. The installer configures the installed component to match the authentication scheme of the database.
For example:
SERVICE_LOCATION_NT_AUTH="true" or
SERVICE_LOCATION_NT_AUTH="false"
The full URL to the
Service.asmx page on the
OnBase application server. By default, this property is set to
https://{WebSite}/
{Directory}/Service.asmx.
For example:
SERVICE_LOCATION_SERVICE_PATH="http://
MachineName/AppServer/Service.asmx"
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Property
UNITYCLIENT_AE_HTTPAUTOMATION
UNITYCLIENT_AE_HTTPSAUTOMATION
UNITYCLIENT_AE_HTTPS_PORT
UNITYCLIENT_AE_PORT
Unity Client
Installation
Description
Set to 1 to enable HTTP Automation for
Application Enabler, or leave empty to not enable
HTTP Automation for Application Enabler. By default, this property is empty.
For example:
UNITYCLIENT_AE_HTTPAUTOMATION="1" or
UNITYCLIENT_AE_HTTPAUTOMATION=""
Set to
1 to enable HTTPS Automation for
Application Enabler, or leave empty to not enable
HTTPS Automation for Application Enabler. By default, this property is empty.
For example:
UNITYCLIENT_AE_HTTPSAUTOMATION="1" or
UNITYCLIENT_AE_HTTPSAUTOMATION=""
Note:
If HTTPS Automation is selected during installation, the location of the HTTPS certificate to be used must be specified in the
obunity.exe.config
file. For more information, see
Post-Installation on page 418 .
The secure port number Application Enabler will use if HTTPS Automation is enabled. By default, this property is set to 15425.
Note: Valid values are any integer 1 to 65535.
The port number Application Enabler will use if
HTTP Automation is enabled. By default, this property is set to 15412.
Note: Valid values are any integer 1 to 65535.
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Property
UNITYCLIENT_DEFAULT_MAIL_CLIENT
Description
The default mail client for Unity Client. By default, this property is set to outlook.
Note: Valid values are outlook, lotus,
groupwise, and gmail.
UNITYCLIENT_DOCPOP_URL
UNITYCLIENT_POP_OPTION
UNITYCLIENT_SERVICEMODE_DISABLEAUT
ORUN
Note: When Microsoft Outlook and Novell
GroupWise are installed on the same machine, using GroupWise as the Default Mail Client for the Unity Client may result in unexpected behavior and is not supported.
For example:
UNITYCLIENT_DEFAULT_MAIL_CLIENT="outl
ook" or
UNITYCLIENT_DEFAULT_MAIL_CLIENT="lotu s"
The URL that will be used when sending DocPop links. By default, this property is set to
http://
[server]/[virtual directory]/docpop/
docpop.aspx?docid={0}&clienttype=html.
For more information on DocPop links, see the
DocPop module reference guide.
The Unity Pop option to set. Set to disabled,
upop (Unity Pop Link), upop-file (Unity Pop File), or
weblink (DocPop Link). By default, this property is set to upop.
For example:
UNITYCLIENT_POP_OPTION="disabled" or
UNITYCLIENT_POP_OPTION="upop"
Set to
1 to prevent Unity Client from launching on system startup, or leave blank to allow Unity
Client to launch on system startup. By default, this property is empty.
For example:
UNITYCLIENT_SERVICEMODE_DISABLEAUTO
RUN="1" or
UNITYCLIENT_SERVICEMODE_DISABLEAUTO
RUN=""
Properties are added to the installation command line, as shown here:
msiexec /i "Hyland Unity Client.msi" ADDLOCAL=Unity_Client
SERVICE_LOCATION_DATA_SOURCE="My ODBC"
SERVICE_LOCATION_SERVICE_PATH="http://MyMachineName/AppServer/Service.asmx"
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Post-Installation
Some functionality must be configured directly in the configuration file. For general information about making changes to the obunity.exe.config file, see
The Unity Client Configuration File on page 359
.
AD FS Configuration
For information on how to configure the Unity Client for AD FS, see
MRM Unity Client, and Office Business Application for AD FS on page 386
.
HTTPS Automation
For information on HTTPS Automation requirements, see
HTTPS Automation Requirements on page 392
.
If HTTPS Automation is selected during installation, the location of the HTTPS certificate to be used must be specified in the obunity.exe.config file.
To specify the location of the HTTPS certificate:
1. Open the obunity.exe.config file.
2. In the
Hyland.Canvas.Automation.Services
node, locate
<HttpsAutomation enabled="false" port="15425" certificateLocation="" />
.
3. Set enabled
to
"true"
.
4. Change the port
setting, if required.
5. Set certificateLocation to the file path of the HTTPS certificate.
6. Save and close obunity.exe.config.
Installation Using ClickOnce
ClickOnce Deployment
To install a ClickOnce deployment of the Unity Client:
1. Launch the installer using setup.exe. This file is typically located in the In the
\ClickOnce\Unity Client
folder of your source installation files. The Welcome... dialog box is displayed.
2. Click Next. The Ready to install... dialog box is displayed.
3. Click Install. The deployment setup is installed.
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4. Click Launch or Finish, depending on the module being installed. The Welcome to the
Deployment Creation Wizard
dialog is displayed.
Select Advanced Mode to enable the ability to update certain aspects of the installation where the default values are populated by the installer. Not selecting this option automatically uses the default values populated by the installer.
Caution:
Any necessary changes to the files in the deployment folder or the contents of the deployment folder, such as custom changes to the *.config file for the module, must be made before clicking Next at the Deployment Signing dialog box. If you are in Advanced Mode, you still have the option to edit files in the deployment folder at the File Edit Notification dialog box that is displayed after the Deployment Signing dialog box.
Note:
If your servers are configured to use an HTTPS binding, or you are going to enable Active
Directory or LDAP Authentication, you should enable Advanced Mode in order to be able to configure these options in your deployment.
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5. Click Next. The Instance Settings dialog box is displayed.
Note:
If the Package Selection dialog box is displayed, select the package to deploy then click
Next
to reach the Instance Settings dialog box.
6. Select the name of the application instance from the drop-down select list under the
Instance Name
section. To create a new instance name: a. Click the Add button to the right of the drop-down select list. The Create New
Instance
dialog box is displayed.
Note:
If you create a new instance name for an existing deployment, the package must be redeployed to client machines under the new instance name.
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b. Enter a name for the new instance in the field provided. The name entered is used to distinguish this deployment from other deployments, so it must be unique.
Note:
The instance name cannot contain any of the following characters: [ ] < > , ; : + = " / \ | ?
* # '
c. Click OK.
7. The Deployment Version Number fields can be used to manually set a new version number for this deployment. This number is used by client machines to determine if the application installed needs to be updated.
The Deployment Version Number is incremented automatically by the deployment wizard. The initial Deployment Version Number is 1.0.0.0, and there is no need to change this number.
Note:
The Deployment Version Number is not available unless Advanced Mode is selected on the Welcome to the Deployment Creation Wizard dialog. To enable the Deployment Version
Number
, click Back and select Advanced Mode on the Welcome to the Deployment Creation
Wizard
dialog.
8. Select the Require clients to upgrade to version check box to force client machines to upgrade to the current instance. This option is selected by default.
9. Click Next. The Deployment Location dialog box is displayed.
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10. Click Change beside the Deployment Folder field to select a different folder. The
Deployment Folder
can be a local path or network location and is the folder to which the application files are copied on the deployment server.
Note:
If you are updating an existing deployment, you cannot change the Deployment Folder. If you create a new instance with a different Deployment Folder, the old deployment is not updated and the package must be redeployed to client machines with the new Deployment
Folder location.
Caution:
Files in the Deployment Folder selected are overwritten.
11. Click Next. The How do you want to deploy...? dialog is displayed.
12. Click the Web Server icon to deploy the application to client workstations via a URL
(e.g., https://web-server/Application/DeployedApp.application).
Note:
If IIS is not installed, you cannot select Web Server and must deploy the application via a
UNC path.
Click the From a Shared Folder icon to deploy the application to client workstations via a UNC path (e.g., \\machine-name\Application\DeployedApp.application).
Note:
The From a Shared Folder option is not available if deploying to a network location (e.g.,
\\MyServer\MyShare).
Select Skip this step to configure the deployment folder manually as a shared folder or a virtual directory.
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13. Click Next.
• For Web Server installations, go to the
Web Server Installation Steps .
• For From a Shared Folder installations, go to the
From a Shared Folder Installation
.
• If Skip this step is selected, go to the
Manually Created Share Steps .
Web Server Installation Steps
If you are installing the deployment package to a Web server, the Web server must be added to the Local intranet zone in Microsoft Internet Explorer. Zones are configured in Internet Explorer by selecting the Security tab of the Internet Options (available from the Tools menu). You must also Enable the following Security settings:
• Automatic prompting for file downloads
• File download
• Font download
Tip:
For complete details on adding and configuring sites in the Local Intranet Zone, see the
Microsoft Internet Explorer help files.
After selecting Web Server at the How do you want to deploy...? dialog box, the Configure
Virtual Directory
dialog is displayed:
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1. Select the Web Site to create the virtual directory under from the drop-down select list.
Note:
The application generated by the deployment wizard uses the security settings from the
Default Web Site in IIS.
2. Select a Protocol from the drop-down select list. This allows you to configure the installed application to use the https protocol if an HTTPS binding is available.
3. Enter the Host Name of the Web Site selected, or accept the default host name presented. In some cases, such as with an HTTPS binding, the default value may need to be changed to match the host name in the certificate.
To specify a port to use for this connection, include the port number in the host name:
<host name>:<port>
(e.g., DEV-007832:82).
4. Enter a name for the Virtual Directory in the field provided. This is the name of the virtual directory created under the Web server selected.
Note:
If a virtual directory with the same name already exists, the existing virtual directory is configured to point to the Deployment Folder configured. The following special characters cannot be used in the Virtual Directory name: \ ? ; : @ & = + $ , | " < > *.
5. Click Next. The Package Extraction dialog is displayed, which displays the progress of the installation.
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6. Click Next when the extraction has completed. The General Settings dialog is displayed.
Note:
The General Settings dialog is not displayed for all modules, depending on the type of application being deployed. For example, desktop shortcuts cannot be created for the
Microsoft Office add-ins so the General Settings dialog is not displayed.
Select Create Desktop Shortcuts to create a shortcut to the deployed application on the client machine when the application is first installed on the client machine.
Note:
This option is only available for new deployments.
7. Click Next.
Note:
You do not need to complete the steps under From a Shared Folder Installation Steps or
Manually Created Share Steps
. Proceed to the section after the Manually Created Share Steps section.
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From a Shared Folder Installation Steps
If you selected From a Shared Folder at the How do you want to deploy...? dialog, the
Configure Folder Share
dialog is displayed:
Note:
Read
access on the shared folder is required for users to be able to install and upgrade the deployed application. Shared folder permissions must be set outside of this installation for deployments installed to a UNC location.
1. Enter a Share Name in the field provided. This is the name that the Deployment Folder will be shared as to users.
Note:
The Share Name must be unique. You cannot enter the name of an existing share.
2. Enter the External Name of the server hosting the Deployment Folder configured, or accept the default value presented. This is the name users will use to access the server.
The default value is the machine name of the machine containing the shared folder.
Note:
The External Name field is only available if Advanced Mode is selected on the Welcome
to the Deployment Creation Wizard
dialog.
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3. Click Next. The Folder Share Permissions dialog is displayed if you are installing the deployment to a local drive (e.g., C:):
This dialog allows you to add or remove the users and groups that have read access to the Deployment Folder. By default, the local Everyone group is given read access.
Note: Read
access is required for users to be able to install and upgrade the deployed application.
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4. Click Add to add additional users or groups, or select a user or group to remove and click Remove to remove it. If the users and groups presented are acceptable, proceed to the next step.
If you click Add, the Select Users and Groups dialog is displayed:
Select the Domain or Workspace to find users and groups under from the drop-down select list, then enter a User Group or Name to search for in the field provided, and click
Search
. Leave the User or Group Name field empty to locate all available accounts.
Select the user or group to add from the Search Results, then click OK. Repeat as necessary to configure your Folder Share Permissions.
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5. Click Next. The Package Extraction dialog is displayed, which displays the progress of the installation.
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6. Click Next when the extraction has completed. The General Settings dialog is displayed.
Note:
The General Settings dialog is not displayed for all modules, depending on the type of application being deployed. For example, desktop shortcuts cannot be created for the
Microsoft Office add-ins so the General Settings dialog is not displayed.
Select Create Desktop Shortcuts to create a shortcut to the deployed application on the client machine when the application is first installed on the client machine.
Note:
This option is only available for new deployments.
7. Click Next.
Note:
You do not need to complete the steps under Manually Created Share Steps. Proceed to the section after the Manually Created Share Steps section.
Manually Created Share Steps
If you selected Skip this step at the How do you want to deploy...? dialog, you must manually create the share that the deployment will be installed to.
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If you are installing the deployment package to a Web server, the Web server must be added to the Local intranet zone in Microsoft Internet Explorer. Zones are configured in Internet Explorer by selecting the Security tab of the Internet Options (available from the Tools menu). You must also Enable the following Security settings:
• Automatic prompting for file downloads
• File download
• Font download
Tip:
For complete details on adding and configuring sites in the Local Intranet Zone, see the
Microsoft Internet Explorer help files.
If you are installing the deployment package to a network share, Read access on the shared folder is required for users to be able to install and upgrade the deployed application. Shared folder permissions must be set outside of this installation.
If you selected Skip this step at the How do you want to deploy...? dialog, the Web Deployment
URL
dialog is displayed:
1. Select Configure Web URL to have the installer create the link to the deployment that will be sent out to client machines for client installations of the deployed application.
This link is available to be copied at the end of the installation, if one is configured.
Tip:
Do not select this option if the deployment Web site has not been configured for external access.
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2. In the field, enter the base URL of your deployment without the application name (for example, https://web-server/virtual-directory). The application name is automatically appended to the URL at the end of the installation.
3. Click Next. The Package Extraction dialog is displayed, which displays the progress of the installation.
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4. Click Next when the extraction has completed. The General Settings dialog is displayed.
Note:
The General Settings dialog is not displayed for all modules, depending on the type of application being deployed. For example, desktop shortcuts cannot be created for the
Microsoft Office add-ins so the General Settings dialog is not displayed.
Select Create Desktop Shortcuts to create a shortcut to the deployed application on the client machine when the application is first installed on the client machine.
Note:
This option is only available for new deployments.
5. Click Next.
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Unity Features
After clicking Next on the General Settings dialog, the Unity Features dialog is displayed.
1. Select from the following features to install:
Component
Unity Client
Application Enabler
*
Unity Client Automation API
Virtual Print Driver
*
Unity Pop Automation
*
*
Description
Installs the Unity Client.
The Unity Client is a next-generation document management system that offers the familiar look-and-feel of Microsoft® Office® 2013.
Installs the Application Enabler module.
Application Enabler provides a way to seamlessly integrate an organization’s core line-of-business applications with
OnBase.
Installs the Unity Client Automation API, which is used by third-party applications to automate the Unity Client.
Installs the Virtual Print Driver listener.
Installs Unity Pop.
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* Because this component can only run when the Unity Client is in Service Mode, choosing to install this component automatically configures the Unity Client to run in Service Mode.
2. Click Next.
Service Location and Deployment Configuration
After clicking Next, the Service Location dialog is displayed.
1. Click Add.
2. Enter in the Display Name field the name of the service location.
3. Enter in the Service Path field the full URL to the OnBase application or Web server service (for example, https://machinename/AppServer/Service.asmx or https://
machinename/AppNet/Service.asmx
).
Note:
URLs that use the HTTPS binding must be correctly configured on the server for secure connections.
4. In the Data Source field, enter the ODBC connection for the appropriate data source.
5. Select Use NT / LDAP Authentication if your system uses Active Directory or LDAP
Authentication.
Note:
In order to use Active Directory or LDAP authentication, the database against which Unity
Client runs must also be configured for Active Directory or LDAP authentication. The installer configures Unity Client to match the authentication scheme of the database.
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6. Select Use ADFS if your system uses ADFS (Active Directory Federation Services) authentication.
Note:
Use ADFS
is not the same Active Directory authentication scheme as Use NT/LDAP
Authentication
. The Use ADFS option is not available for all modules. If this option is not displayed, the module you are installing either does not support ADFS or must be manually configured for ADFS authentication. You cannot enable both Use ADFS and Use NT/LDAP
Authentication
. For details on configuring OnBase to use ADFS, see the appendix in the
Application Server
module reference guide.
Selecting Use ADFS causes the remainder of the deployment to be run in Advanced
Mode, even if Advanced mode was not selected initially, because the configuration file for the module must be updated before signing and finalizing the deployment.
Note:
If Use ADFS is selected during installation, additional configuration is required in the
obunity.exe.config
file before signing the deployment.
For information on how to use the obunity.exe.config file to configure Unity Client for
ADFS, see Configuring the Unity Client, MRM Unity Client, and Office Business
Application for AD FS on page 386 .
7. Click Next. The Additional Settings dialog is displayed.
8. On the General tab, in the Default Mail Client drop-down select box, select the default mail client that users will use to send external mail from within the Unity Client.
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9. Select the Enable HTTPS Web Requests if you are installing Application Enabler and you want to expose an HTTPS endpoint to allow third-party applications to perform
Application Enabler context events.
Type the port number for the HTTPS endpoint in the Port field. The default value is
15425.
Tip:
For more information on HTTPS Automation requirements, see
.
Note:
If HTTPS Automation is selected during installation, the location of the HTTPS certificate must be specified in the obunity.exe.config file before signing the deployment.
10. Select the Enable Persistent Logon check box if users should be able to use persistent logon. When selected, the Remember me on this computer check box is displayed in the log on dialog box. When this check box is selected, the Unity Client stores the user’s credentials and uses them to automatically log on to OnBase during future sessions.
Credentials are stored until the user manually logs off. This feature is only available with OnBase authentication.
11. Select the Enable Email Link As check box if the Send To | Mail Recipient (as Link) option should be available to users:
Select Upop URI if Unity Pop hyperlink URI files will be sent via Send To | Mail Recipient
(as Link)
. Select Upop Shortcut File if Unity Pop shortcut files will be attached via Send
To | Mail Recipient (as Link).
Select DocPop URL if DocPop hyperlink URLs will be sent via Send To | Mail Recipient (as Link).
Note:
The Create Integration Hyperlink privilege is required to send Upop URI links.
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12. Click Next. The Default Configuration File dialog is displayed.
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13. You can select a default configuration file. If you don’t want to specify a file, select
None
.
If you want to specify a configuration file and include it with the deployment, select the
Include Configuration File with Deployment
option. Specify the path to the configuration file in the Configuration Path field.
If you want to specify a configuration file but not include it in the deployment, select the
External Path to Configuration File
option. Specify the path to the configuration file in the External Path field. The path specified must be accessible to users.
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14. Click Next. The Application Enabler Options dialog is displayed.
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15. On the General tab, select Enable HTTP Automation to expose an HTTP endpoint to allow third party applications to perform Application Enabler context events.
Type the port number for the HTTP endpoint in the Port field. The default value is
15412.
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16. Click the Pop Configuration tab.
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17. The Pop Configuration tab allows you to configure URLs for DeficiencyPop, Patient
Window
, and FolderPop.
Specify the appropriate URL in the field for each feature as needed.
• For DeficiencyPop, enter the URL for the Medical Records Login.aspx page. If
DeficiencyPop should share sessions with Application Enabler and not require a login every time a related context is triggered, select the Enable session sharing check box. In order for this to function properly, users must log into Application Enabler using a service location which is pointing to a Medical Records Management server.
For checksum validation to occur, EnablePopChecksum must be set to true in the
Medical Records Management server’s web.config file. For more information on the
EnablePopChecksum
setting, see the Medical Pop Integrations documentation. If
Include external deficiencies
is selected, the external attribute is set to true. For more information on these settings, see the Application Enabler module reference guide.
• For Patient Window, enter the URL for Patient Window Login.aspx page. If Patient
Window should share sessions with Application Enabler and not require a login every time a related context is triggered, select the Enable session sharing check box. For checksum validation to occur, EnableChecksum must be set to true in the Patient
Window’s web.config file. For more information on the EnableChecksum setting, see the Medical Pop Integrations documentation. If View patient banner is selected for
Patient Window, the showBanner attribute is set to true. For more information on this setting, see the Application Enabler module reference guide.
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• For FolderPop, enter the URL to the FolderPop.aspx page. Select the Open FolderPop
Results in Separate Windows
option if you want FolderPop links to be opened in separate windows. Select the Send the session ID to web server option if you want the AE - FolderPop context to reuse the active session that Application Enabler has instead of consuming a new session. If the option is not selected, users will have to log into each FolderPop instance that is launched after logging into Application
Enabler.
Note:
The Application Enabler - Retrieve Documents and Application Enabler - Retrieve
Folders
contexts still require users to log in through a standard Application Server and cannot use a Medical Records Management server.
18. Click Next. The Deployment Signing dialog box is displayed.
Note:
Do not sign the deployment until you have made any required changes to the
obunity.exe.config
file. See
Before Signing the Deployment on page 441 .
Before Signing the Deployment
Caution:
Any necessary changes to the files in the deployment folder or the contents of the deployment folder, such as custom changes to the *.config file for the module, must be made before clicking Next at the Deployment Signing dialog box.
If you are in Advanced Mode, you still have the option to edit files in the deployment folder at the File Edit Notification dialog box that is displayed after the Deployment Signing dialog box.
If you are not in advanced mode, you must access the files directly by navigating to the deployment location.
For general information about making changes to the obunity.exe.config file, see
Client Configuration File on page 359
.
AD FS Configuration
For information on how to configure the Unity Client for AD FS, see
MRM Unity Client, and Office Business Application for AD FS on page 386
.
HTTPS Automation
If HTTPS Automation is selected during installation, the location of the HTTPS certificate to be used must be specified in the obunity.exe.config file.
To specify the location of the HTTPS certificate:
1. Open the obunity.exe.config file.
2. In the Hyland.Canvas.Automation.Services
node, locate <HttpsAutomation enabled="false" port="15425" certificateLocation="" />
.
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3. Set enabled
to
"true"
.
4. Change the port setting, if required.
5. Set certificateLocation
to the file path of the HTTPS certificate.
6. Save and close obunity.exe.config.
Deployment Signing
Caution:
Any necessary changes to the files in the deployment folder or the contents of the deployment folder, such as custom changes to the *.config file for the module, must be made before clicking Next at the Deployment Signing dialog box.
If you are in Advanced Mode, you still have the option to edit files in the deployment folder at the File Edit Notification dialog box that is displayed after the Deployment Signing dialog box.
If you are not in advanced mode, you must access the files directly by navigating to the deployment location before signing the deployment.
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The Deployment Signing dialog box is displayed.
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1. Select the appropriate signing method.
When Sign from Test Certificate is selected, a test certificate with the Common Name
localhost
is used. This test certificate is packaged with all ClickOnce installers. For security purposes, it is strongly recommended that this certificate remain un-trusted.
This does not mean the certificate cannot be used, simply that when users attempt to launch the ClickOnce link, they are prompted with a message stating that the publisher could not be verified.
When Sign from Certificate User Store is selected, certificates from the current user store are listed under this option. If there are any certificates in the current user store, they can be used for signing here. Only certificates purposed for code signing are valid.
When Sign from File is selected, the deployment is signed using the PFX file entered in the corresponding field. Only certificates purposed for code signing are valid.
Caution:
Any necessary changes to the files in the deployment folder or the contents of the deployment folder, such as custom changes to the *.config file for the module, must be made before clicking Next at the Deployment Signing dialog box. If you are not in advanced mode, you must access the files directly by navigating to the deployment location before clicking Next and signing the deployment.
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2. Click Next. If you are in Advanced Mode, the File Edit Notification dialog box is displayed.
From this dialog box you can open the deployment folder by clicking Open Deployment
Folder
. At this time, any necessary changes to the files in the folder or the contents of the folder must be made, such as custom changes to the *.config file for the module.
3. Click OK. Upon clicking OK, the folder is signed and cannot be modified without updating the deployment instance. The application is deployed and the Summary dialog is displayed upon completion.
Clicking the link provided under Success launches the application. This is the same as the full path that external users must use to install and launch the application.
Click Copy Link To Clipboard to copy this link to the clipboard.
4. Click Finish.
Upon completing these steps, you have installed the Deployment Wizard and installed an instance. You can add additional instances and access the Deployment Wizard by selecting
Start | All Programs | Hyland | Deployment | Deployment Wizard
. You can also update existing instances in the same way. See the Updating or Adding a Deployment Instance section for more information.
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Updating or Adding a Deployment Instance
When a change is necessary for a deployment instance, it can be updated or a new instance can be created. To update an existing instance or create a new instance:
1. Select Start | All Programs | Hyland | Deployment | Deployment Wizard. The Welcome
to the Deployment Wizard Creation Wizard
dialog is displayed.
Select Advanced Mode to enable the ability to update certain aspects of the update where the default values are populated by the installer. Not selecting this option automatically uses the default values populated by the installer.
2. Click Next. The Package Selection dialog is displayed.
3. Select the deployed module for which you are updating the instance.
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4. Click Next. The Instance Settings dialog is displayed.
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5. Select the name of the application instance from the drop-down select list under the
Instance Name
section. To create a new instance name: a. Click the Add button to the right of the drop-down select list. The Create New
Instance
dialog box is displayed.
Note:
If you create a new instance name for an existing deployment, the package must be redeployed to client machines under the new instance name.
b. Enter a name for the new instance in the field provided. The name entered is used to distinguish this deployment from other deployments, so it must be unique.
Note:
The instance name cannot contain any of the following characters: [ ] < > , ; : + = " / \ | ?
* # '
c. Click OK.
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6. The Deployment Version Number fields can be used to manually set a new version number for this deployment. This number is used by client machines to determine if the application installed needs to be updated.
The Deployment Version Number is incremented automatically by the deployment wizard. There is no need to change this number.
Note:
The Deployment Version Number is not available unless Advanced Mode is selected on the Welcome to the Deployment Creation Wizard dialog. To enable the Deployment Version
Number
, click Back and select Advanced Mode on the Welcome to the Deployment Creation
Wizard
dialog.
7. Select the Require clients to upgrade to version check box to force client machines to upgrade to the current instance. This option is selected by default.
8. Click Next. The How do you want to deploy Unity Client? dialog is displayed.
9. Click the Web Server icon to deploy the application to client workstations via a URL
(e.g., https://web-server/Application/DeployedApp.application).
Click the From a Shared Folder icon to deploy the application to client workstations via a UNC path (e.g., \\machine-name\Application\DeployedApp.application).
Note:
If you are upgrading an existing instance, you can only select to deploy it in the same method as it was deployed originally. For new instances, if IIS is not installed, you cannot select
Web Server
and must deploy the application via a UNC path.
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10. Click Next.
For Web Server installations, go to the
Web Server Add or Update Steps
.
For From a Shared Folder installations, go to the
From a Shared Folder Installation
.
Web Server Add or Update Steps
If you are adding a deployment package to a Web server, the Web server must be added to the
Local intranet
zone in Microsoft Internet Explorer. Zones are configured in Internet Explorer by selecting the Security tab of the Internet Options (available from the Tools menu). You must also Enable the following Security settings:
• Automatic prompting for file downloads
• File download
• Font download
Tip:
For complete details on adding and configuring sites in the Local Intranet Zone, see the
Microsoft Internet Explorer help files.
If you are adding or updating a Web Server deployment, the Configure Virtual Directory dialog is displayed:
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1. The default Deployment Folder path is displayed. Click Change to select a different folder.
Note:
If you are updating an existing deployment, you cannot change the Deployment Folder. If you create a new instance with a different Deployment Folder, the old deployment is not updated and the package must be redeployed to client machines under the new Deployment
Folder location.
The Deployment Folder is the folder to which the application files are copied. This folder is configured as a virtual directory, to be mounted by the selected web server.
Caution:
Files in the Deployment Folder selected are overwritten.
2. Select the Web Site to create the virtual directory under from the drop-down select list.
Note:
If you are updating an existing instance, you cannot change the Web Site.
3. Enter a name for the Virtual Directory in the field provided. This is the name of the virtual directory created under the web server selected.
Note:
If a virtual directory with the same name already exists, the existing virtual directory is configured to point to the Deployment Folder selected. If you are updating an existing instance, you cannot change the Virtual Directory.
4. Select a Protocol from the drop-down select list. This allows you to configure the installed application to use the https protocol if an HTTPS binding is available.
Note:
If you are updating an existing instance, you cannot change the Protocol.
5. Enter the Host Name of the Web Site selected, or accept the default host name presented. In some cases, such as with HTTPS bindings, the default value may need to be changed to match the host name in the certificate.
Note:
If you are updating an existing instance, you cannot change the Host Name.
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6. Click Next. The Package Extraction dialog is displayed, which displays the progress of the installation.
7. Click Next when the extraction has completed. The General Settings dialog is displayed, but the Create Desktop Shortcuts option is only available for new deployments.
Note:
The General Settings dialog is not displayed for all modules, depending on the type of application being deployed. For example, desktop shortcuts cannot be created for the
Microsoft Office add-ins so the General Settings dialog is not displayed.
8. Click Next. Go to the
Service Location and Deployment Configuration
steps to complete the installation.
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From a Shared Folder Add or Update Steps
If you are adding or updating a From a Shared Folder deployment, the Configure Folder Share dialog is displayed:
1. The default Deployment Folder path is displayed. The Deployment Folder is the folder to which the application files are copied. Click Change to select a different folder.
Note:
If you are updating an existing deployment, you cannot change the Deployment Folder. If you create a new instance with a different Deployment Folder, the old deployment is not updated and the package must be redeployed to client machines under the new Deployment
Folder location.
Caution:
Files in the Deployment Folder selected are overwritten.
2. Enter a Share Name in the field provided. This is the name that the Deployment Folder will be shared as to users.
Note:
The Share Name must be unique. You cannot enter the name of an existing share. If you are updating an existing instance, you cannot change the Share Name.
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3. Enter the External Name of the server hosting the Deployment Folder selected, or accept the default value presented. This is the name users will use to access the server.
The default value is the machine name of the machine containing the shared folder.
Note:
The External Name field is only available if Advanced Mode is selected on the Welcome
to the Deployment Creation Wizard
dialog. If you are updating an existing instance, you cannot change the External Name.
4. Click Next. The Folder Share Permissions dialog is displayed:
This dialog allows you to add or remove the users and groups that have read access to the Deployment Folder. By default, the local Everyone group is given read access.
Note: Read
access is required for users to be able to install and upgrade the deployed application.
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5. Click Add to add additional users or groups, or select a user or group to remove and click Remove to remove it. If the users and groups presented are acceptable, proceed to the next step.
If you click Add, the Select Users and Groups dialog is displayed:
Select the Domain or Workspace to find users and groups under from the drop-down select list, then enter a User Group or Name to search for in the field provided, and click
Search
. Leave the User or Group Name field empty to locate all available accounts.
Select the user or group to add from the Search Results, then click OK. Repeat as necessary to configure your Folder Share Permissions.
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6. Click Next after configuring your Folder Share Permissions. The Package Extraction dialog is displayed, which displays the progress of the installation.
7. Click Next when the extraction has completed. The General Settings dialog is displayed, but the Create Desktop Shortcuts option is only available for new deployments.
Note:
The General Settings dialog is not displayed for all modules, depending on the type of application being deployed. For example, desktop shortcuts cannot be created for the
Microsoft Office add-ins so the General Settings dialog is not displayed.
8. Click Next. Go to the
Service Location and Deployment Configuration
steps to complete the installation.
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Service Location and Deployment Configuration
After clicking Next on the Package Extraction or General Settings dialogs, the Service
Location
dialog is displayed.
1. Select an existing Service Location or click Add to create a new service location.
2. Update or enter in the Display Name field the name of the service location for the instance.
3. Update or enter in the Service Path field the full URL to the OnBase application server service. For example, https://machinename/AppServer/Service.asmx.
4. Update or enter in the Data Source field the ODBC connection for the appropriate data source.
5. Select Use NT / LDAP Authentication if your system uses Active Directory or LDAP
Authentication.
Note:
In order to use Active Directory or LDAP authentication, the database against which Unity
Client runs must also be configured for Active Directory or LDAP authentication. The installer configures Unity Client to match the authentication scheme of the database.
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6. Select Use ADFS if your system uses ADFS (Active Directory Federation Services) authentication.
Selecting Use ADFS causes the remainder of the deployment to be run in Advanced
Mode, even if Advanced mode was not selected initially, because the configuration file for the module must be updated before signing and finalizing the deployment.
Note: Use ADFS
is not the same Active Directory authentication scheme as Use NT/LDAP
Authentication
. The Use ADFS option is not available for all modules. If this option is not displayed, the module you are installing either does not support ADFS or must be manually configured for ADFS authentication. You cannot enable both Use ADFS and Use NT/LDAP
Authentication
.
7. Click Next to proceed to the Deployment Signing dialog box.
Note:
Depending on the module being updated or added, you may be required to complete information in additional dialogs specific to the module. See the main installation steps above for information on any additional dialogs or steps that must be completed before signing the deployment.
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8. At the Deployment Signing dialog, select the appropriate signing method.
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When Sign from Test Certificate is selected, a test certificate with the Common Name
localhost
is used. This test certificate is packaged with all ClickOnce installers. For security purposes, it is strongly recommended that this certificate remain un-trusted.
This does not mean the certificate cannot be used, simply that when users attempt to launch the ClickOnce link, they are prompted with a message stating that the publisher could not be verified.
When Sign from Certificate User Store is selected, certificates from the current user store are listed under this option. If there are any certificates in the current user store, they can be used for signing here. Only certificates purposed for code signing are valid.
When Sign from File is selected, the deployment is signed using the PFX file entered in the corresponding field. Only certificates purposed for code signing are valid.
Caution:
Any necessary changes to the files in the deployment folder or the contents of the deployment folder, such as custom changes to the *.config file for the module, must be made before clicking Next at the Deployment Signing dialog box. If you are not in advanced mode, you must access the files directly by navigating to the deployment location before clicking Next and signing the deployment.
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9. Click Next. If you are in Advanced Mode, the File Edit Notification dialog box is displayed.
From this dialog box you can open the deployment folder by clicking Open Deployment
Folder
. At this time, any necessary changes to the files in the folder or the contents of the folder should be made. Upon clicking OK, the folder is signed and cannot be modified without updating the deployment instance. Clicking Cancel returns you to the signing screen.
10. Click OK. The application is deployed and the Summary dialog is displayed upon completion.
Clicking the link provided under Success launches the application. This is the same as the full path that external users must use to install and launch the application.
Click Copy Link To Clipboard to copy this link to the clipboard.
11. Click Finish.
Automatically Launching a Deployed Application at
System Startup
In order to launch a deployed application automatically at startup, Service Mode must be enabled. Unity Client is configured to start in Service Mode by default.
If the application has been redeployed, the application upgrade will automatically be downloaded at startup.
Removing a Deployed Application
Deployed applications are installed to both client workstations and the deployment server. This section describes how to remove a deployed application instance from both the client workstations and deployment server, or completely removing the deployed application and all installed instances.
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Removing a Deployed Application Instance from Client
Workstations
To remove a deployed application instance from a client workstation:
1. Access the Windows Control Panel by selecting Start | Control Panel on the Windows desktop.
2. Double click Add or Remove Programs. The Add or Remove Programs dialog is displayed.
3. Locate the installed application in the list of programs (e.g., Hyland Unity Client
[Instance Name]
).
4. Select the program and click Change/Remove. The deployed application Maintenance dialog is displayed.
5. Select Remove the application from this computer.
6. Click OK.
The installed application is removed from the workstation.
Note:
Removing the application instance from client workstations does not remove the application instance from the deployment server. Users can re-install a removed application instance by following the original link to the instance. To completely remove a deployed application instance, see
Removing a Deployed Application Instance from the Deployment
or
Completely Removing a Deployed Application below.
Removing a Deployed Application Instance from the
Deployment Server
If a deployed application instance is removed from all client workstations, it can be re-installed by users who follow the link to the deployed application instance, unless the instance is also removed from the deployment server.
To remove an instance of a deployed application in order to reset the version and/or re-use an instance name:
1. Access the Windows Registry (enter regedit in the Windows Start | Run dialog). The
Registry Editor
dialog is displayed.
Caution:
Modify the registry at your own risk. Incorrectly editing the Windows registry can cause serious problems that may require you to reinstall your operating system. Be sure to back up the registry before making any changes to it. For more registry information, see the following Microsoft articles: http://support.microsoft.com/kb/256986 and http:// technet.microsoft.com/en-us/library/cc725612.aspx
2. Expand the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hyland\Deployment
Under 64-bit systems this key may be located at:
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Hyland\Deployment
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3. Expand the subkey that corresponds to the deployed application you want to remove the instance from (for example, ApplicationEnabler or ReportServices).
4. Right click the subkey that corresponds to the instance name you want to remove.
5. Select Delete.
6. Click Yes at the confirmation prompt. The deleted instance is no longer available in the
Deployment Wizard.
7. Locate the files for the instance to remove on the deployment server.
The location of the files depends on the location selected during installation. In a default, 32-bit installation, the files are located at C:\Program
Files\Hyland\[ApplicationName]\[InstanceName]\
(for example, C:\Program
Files\Hyland\ApplicationEnabler\MyAppEnablerInstance\
).
8. Delete all of the files and folders contained in the instance folder, or delete the entire instance folder. The application is no longer available for installation.
Caution:
Take care to delete only the folder for the instance you are removing. Deleting the application folder will remove all instances of the deployed application.
Note:
If the instance files are not removed from the deployment server, the application instance can still be installed by users who follow the link to the deployed application.
9. Follow the steps above to remove the installed instance from all client workstations
(see,
Removing a Deployed Application Instance from Client Workstations ).
Note:
Until the instance is removed from client workstations, the application instance can still be used by client workstations, even if it is removed from the deployment server.
Completely Removing a Deployed Application
To completely remove a deployed application:
1. Follow the steps above to remove all instances of the deployed application from the deployment server (see,
Removing a Deployed Application Instance from the
2. Access the Windows Control Panel by selecting Start | Control Panel on the Windows desktop.
3. Double click Add or Remove Programs. The Add or Remove Programs dialog is displayed.
4. Locate the installed application in the list of programs (e.g., Hyland Unity Client or
Hyland Unity Client Deployment
).
5. Select the application and click Change/Remove. The application and deployment package is removed.
Note:
Removing the last deployed application from the deployment server also removes the
Deployment Wizard
from the deployment server.
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6. Follow the steps above to remove all instances of the deployed application from all client workstations (see,
Removing a Deployed Application Instance from Client
).
Note:
Until all instances of the application are removed from client workstations, the application can still be used by client workstations, even if it is removed from the deployment server.
Manual Installation
To install the OnBase Unity Client manually:
1. Copy the ..\apps\Unity Client folder from your OnBase Core Services build.
2. Paste this folder to a location on the workstation where you are installing the Unity
Client.
3. Navigate to the location where you pasted the Unity Client folder.
4. Open obunity.exe.config.
5. Configure the following settings in the <ServiceLocations> section:
Note:
Within the Unity Client, Unicode characters are only supported in data source names and
FriendlyName
contexts if the Unity Client configuration file is saved with Unicode encoding.
Setting Name
ServicePath
DataSource
Description
The URL to the
Service.asmx page of the Application Server.
For example, http://[Application Server]/appserver/service.asmx.
The data source name (configured at the Application Server) to connect to.
For example, OnBase.
FriendlyName
The "friendly name" of the service location. This name is displayed in the Unity Client’s title bar.
For example, OnBase.
UseNTAuthentication
When set to true, the Unity Client is configured to use Active Directory or LDAP Authentication.
DefaultDomain
The name of the domain to use by default.
For example,
mydomain.com.
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Setting Name
UseADFS
Description
When set to true, the Unity Client is configured to use ADFS
Authentication.
Additional steps must be taken to configure ADFS Authentication in the
Unity Client. See
Configuring the Unity Client, MRM Unity Client, and
Office Business Application for AD FS on page 386
for more information.
Note: If UseADFS is set to true, UseNTAuthentication must be set to
false.
6. Configure additional settings if necessary. See
The Unity Client Configuration File on page 359
for more information.
7. Save and close obunity.exe.config.
Running Multiple Instances of the Unity Client
You can run multiple instances of the Unity Client when, for example, you want to test out a different Unity Client configuration. You can run multiple instances of the Unity Client only when they are installed to different locations on the workstation. You cannot run multiple instances of the same Unity Client installation.
Note:
When running multiple instances of the Unity Client, only a single instance can run in
Service Mode, across all Unity Client deployments.
Backup/Recovery
Window Settings
Unity Client window position settings are saved for each user in the window.settings file.
The default location of the window.settings file for Windows 7, Windows 8.1, and Windows 10 is C:\Users\[user]\AppData\Local\Hyland Software, Inc\Hyland.Canvas\window.settings.
Frequently Asked Questions
1. Which OnBase setting determines the time allotment for a user working within the
Unity Client?
The Enable Timeout setting, in the OnBase Configuration module, determines the time allotment for users working within the Unity Client and many modules that access
OnBase through the Unity Client, such as Application Enabler.
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Troubleshooting
Note:
A poor network connection may result in general errors and performance issues in the
Unity Client. When troubleshooting, begin by ensuring that your network connection is stable and of the highest quality.
Cannot Start Application
When attempting to install a module to a client machine using a ClickOnce deployment, the
Cannot Start Application
dialog may be displayed with the message: Application validation did
not succeed. Unable to continue.
This error occurs when a deployment file for the application is modified after the deployment was created. To resolve this error, you must create a new deployment of the application using the Deployment Wizard. See the Updating or Adding a Deployment Instance section of this module reference guide for details.
Note:
When updating an existing deployment, make sure you select the appropriate module, as well as the Instance Name that corresponds to the instance that generated the error.
Display
When working in a dual monitor environment and the right monitor is the primary monitor, the
Unity Client displays the title bar partially off screen.
Resolution:
Use the left monitor as the primary monitor. After opening the Unity Client, drag it to your left monitor. The next time you launch the Unity Client, it will be displayed in the left monitor.
External Email
The Body of Notifications is Blank
If the
Use Native Mail Dialog
option is not selected, meaning the OnBase Mail Message dialog box is used, and HTML is the default format for messages, the body of notifications may not be populated correctly. It is a best practice to set the default format to Plain Text or Rich Text to ensure that notification messages from OnBase are populated correctly.
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Exception Has Been Thrown by the Target of an Invocation
When attempting to send an external email in the Unity Client using Microsoft Outlook, the following message is displayed: Exception has been thrown by the target of an invocation.
Clicking Show Details displays the following: System.Reflection.TargetInvocationException:
Exception has been thrown by the target of an invocation. --->
Hyland.Canvas.Controls.MissingPrerequisiteException: Microsoft Office and the Microsoft
Office Primary Interop Assemblies must be installed to use this feature. Please install the required prerequisites and try again.
Resolution:
The .NET Programmability Support feature was not installed with Microsoft
Outlook. Use the Windows Control Panel to modify your Outlook installation to include .NET
Programmability Support.
One or More of the Selected Documents Could Not Be Sent
When attempting to send an external email in the Unity Client using Microsoft Outlook, the following message is displayed: One or more of the selected documents could not be sent.
Clicking Show Details displays the following: The attachment size exceeds the allowable limit
[OnBase document’s Auto-Name string].
Resolution:
This issue occurs because the size of the OnBase documents attached to the external email message exceed the mail system's attachment size limitation. When sending multiple documents, those documents with a cumulative size less than the mail system's attachment size limitation will be attached to the email message. Documents whose size will cause the email message to exceed the mail system's attachment size limitation will not be attached.
Unity Pop File Is Not Valid for the System
When attempting to open a Unity Pop file attached to an email message, a message is displayed stating that the Unity Pop file is not valid for the system.
Resolution:
This issue occurs because the Unity Pop file is being launched against a different database than it was sourced from. For example, a Unity Pop file was created in database 1. A user logged on to database 2 will not be able to open this file. Because Unity Pop files do not include database information, if users will be accessing multiple OnBase databases with one
Unity Client, consider using DocPop instead of Unity Pop.
You Do Not Have Privileges to View This Document
When attempting to open a Unity Pop file, the following message is displayed: You do not have
privileges to view this document.
An object reference not set to an instance of an object message is logged in the Diagnostics Console.
Resolution:
The document no longer exists in OnBase.
Open or Save an EML Document
No prompt to open or save an EML document is presented.
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Resolution:
Ensure a mail client is correctly installed. Without the mail client, the EML file type is not recognized.
Logging On
Microsoft SQL Server Compact Edition (CE)
When using a machine that previously had Microsoft SQL Server Compact Edition (CE) installed, you are unable to log on to the Unity Client.
Resolution:
Remove the legacy registry entries for Microsoft SQL Server CE.
Caution:
Modify the registry at your own risk. Incorrectly editing the Windows registry can cause serious problems that may require you to reinstall your operating system. Be sure to back up the registry before making any changes to it. For more registry information, see the following Microsoft articles: http://support.microsoft.com/kb/256986 and http:// technet.microsoft.com/en-us/library/cc725612.aspx
These registry entries are located at HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Microsoft
SQL Server Compact Edition\v3.5 (32-bit operating systems) or
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Microsoft\Microsoft SQL Server
Compact Edition\v3.5 (64-bit operating systems).
Initialization Error
An Initialization Error WMI (Windows Management Instrumentation) corruption error message is displayed when attempting to log on to the Unity Client.
Resolution:
Navigate to the ..system32\wbem\ folder on the workstation and delete the
Repository
directory. Restart the Windows Management Instrumentation Windows Service as, and well as any dependent Windows Services.
Scanning
When issues arise during scanning in the Unity Client, the LowTwainMode setting can be used in troubleshooting.
When enabled, this setting allows the following scanner settings to be saved at the local workstation level: Duplex, auto feed, color format, brightness, contrast, paper size, orientation, rotation, threshold, xres, and yres. Other settings are retained only for the duration of the scan session.
When LowTwainMode is disabled, the Unity Client attempts to configure all scanner settings at once.
To enable LowTwainMode, add the following to the appSettings section of the Unity Client configuration file:
<add key="lowTwainMode" value="true" />
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To disable this setting, change the lowTwainMode key’s value to false.
Note:
Once LowTwainMode is enabled, it will only take effect on newly created scan formats.
Existing scan formats must be recreated to exhibit the LowTwainMode behavior.
Working with Documents
Created in a Newer Version of Word
When a Microsoft Word 2007 document (.docx) is opened in the Unity Client on a machine with
Microsoft Office 2003 and an older version of the Office Compatibility Pack, the following conversion warning message is displayed: Because this file was created in a newer version of
Word, it has been converted to a format that you can work with.
This conversion warning message may be displayed behind the Unity Client window, making it difficult to detect.
Resolution:
Update the Office Compatibility Pack to a version that provides the ability to suppress this message. For more information, see http://support.microsoft.com/kb/936695.
There Was an Error Opening This File
When uploading or opening a document, the following message is displayed: There was an
error opening this file
.
Resolution:
Ensure that the document is in the Document Type’s default file format.
Excel Ribbon Is Reset to the Home Tab
When multiple Microsoft Excel documents are open in the Unity Client, the Excel ribbon is reset to the Home tab each time you switch between documents.
Resolution:
This is a known issue when working with multiple Microsoft Excel documents simultaneously in the Unity Client.
Opening a Modal Dialog Box
When multiple Microsoft Word or Excel documents are open in the Unity Client, opening a modal dialog box (e.g., Word’s Font dialog box) in one document does not allow you to perform work on the other document. Closing the modal dialog box allows you to perform work on the other document.
Resolution:
This is a known issue when working with multiple Microsoft Word or Excel documents simultaneously in the Unity Client.
Unable to Use Microsoft Excel Outside of the Unity Client
Viewing a Microsoft Excel document in the Unity Client takes focus away from the Microsoft
Excel application. When an Excel document is open in the Unity Client, you are unable to use
Microsoft Excel outside of the Unity Client.
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Resolution:
This is a known issue when working with Excel documents in the Unity Client. When an Excel document is open in the Unity Client, you are unable to use Microsoft Excel outside of the Unity Client until the Excel document in the Unity Client is closed.
Attempt to Access Invalid Address
When a cell in the Microsoft Excel application is being edited, opening a Microsoft Excel document in the Unity Client displays the following message: Attempt to access invalid
address.
Resolution:
Click Ignore and close the Microsoft Excel document in the Unity Client. In the
Microsoft Excel application, navigate to a different cell. In the Unity Client, reopen the Microsoft
Excel document.
Exception Has Been Thrown by the Target of an Invocation
When attempting to view a document in the Unity Client, the following error is displayed:
Exception has been thrown by the target of an invocation
.
Resolution:
Ensure the Unity Client is the same version and build as the Application Server. The
Unity Client version and build is displayed in the login screen’s Build Version field. You can also view the version and build by right-clicking the Unity Client executable file and selecting
Properties
. The version and build is displayed in the Product version field on the Details tab.
Characters Appear Cut Off in Text Documents
Text documents viewed in the Unity Client may display a different number of characters per line than those viewed in the OnBase Client.
Resolution:
This inconsistency occurs because text documents are rendered as images in the
Unity Client. In the OnBase Client, text documents are rendered as text. In the Unity Client, the number of characters displayed per line is controlled by the Characters per line setting for the
Document Type. For example, if the Characters per line setting is 132, only characters 1-132 are displayed for text documents in the Unity Client. The Characters per line setting is accessed by clicking View/Print from the Document Types dialog box in the Configuration module.
Notes, Redactions, Burned Markups, and Deficiencies on
Documents with Overlays
Notes, redactions, burned markups, and deficiencies on documents that have an overlay applied may encounter unexpected behavior. The position of notes, redactions, burned markups, and deficiencies may shift when the document is rendered.
The position shift may occur in the following instances:
• Text documents that contain overlays with an offset configured
• Text documents accessed using modules that render text documents as an image for display
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• Image documents with overlays that do not have the same DPI or dimensions as the document
Caution:
If a redaction, burned markup, or deficiency appears in a shifted position, do not save or sign the document until the shift has been corrected. Saving or signing the document will permanently place the redaction, burned markup, or deficiency in the shifted position. The position shift of notes that do not permanently alter the document can be corrected at any time.
When setting up overlays for documents that may also include notes, redactions, burned markups, or deficiencies:
• Ensure the dimensions of the overlay match the dimensions of the document.
• Do not use offsets with overlays if the document may also contain notes, redactions, burned markups, or deficiencies.
• For text documents, use 96 DPI for overlays.
• For image documents, ensure the DPI of the overlay matches the DPI of the document.
A position shift can be corrected through the following methods:
• For text documents, recreate the overlay to match the dimensions of the document instead of using an offset. For example, add empty space to the margin of the overlay instead of using an offset to account for this space.
• For text documents, it is considered a best practice to set the DPI of the overlay to 96
DPI. Some OnBase modules render text documents as an image for display, and in most cases, the image is rendered at 96 DPI.
• For image documents, recreate the overlay to match the DPI and dimensions of the document.
If the issue still occurs, contact your first line of support.
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 (Example: 17.0.0.10).
• The type and version of the connected database, such as Microsoft SQL Server 2014 or Oracle 12c, and any Service Packs that have been installed.
• The operating system that the workstation is running on, such as Windows 10 or
Windows Server 2012 R2, and any Service Packs that have 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 Packs that have been installed, if applicable.
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• 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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S
YSTEM
A
SSESSMENT
T
OOL
The System Assessment Tool helps to ensure that workstations meets the minimum system requirements for the OnBase Client, Unity Client, and Web and Application Servers. It is an optional tool that can be used when deploying or upgrading workstations to the current version of OnBase.
Using the System Assessment Tool
To run the System Assessment Tool:
1. Navigate to the SAT folder of your OnBase Client or OnBase Core Services build.
2. Double-click System Assessment Tool.exe.
3. The System Assessment Results page is opened in a web browser.
4. Results are returned in two sections:
• Client Report - This section checks the workstation’s components against the
OnBase Client and Unity Client minimum requirements. It contains the following results:
Component
Operating System
CPU
RAM
Free Hard Disk Space
Video Memory
.NET Framework
Internet Browser
Visual C++ Redistributable
Description
The operating system installed on the workstation.
The speed of the workstation’s CPU.
The amount of RAM on the workstation.
The amount of free hard disk space on the workstation.
The amount of video memory on the workstation.
Whether or not the required Microsoft .NET Framework is installed on the workstation.
The Internet browser installed on the workstation.
Whether or not the required Microsoft Visual C++
Redistributable Package is installed on the workstation.
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• Server Report - This section checks the workstation’s components against the
OnBase Web/Application Server minimum requirements. It contains the following results:
Component
Operating System
CPU
RAM
Free Hard Disk Space
.NET Framework
Internet Browser
Visual C++ Redistributable
Description
The operating system installed on the workstation.
The speed of the workstation’s CPU.
The amount of RAM on the workstation.
The amount of free hard disk space on the workstation.
Whether or not the required Microsoft .NET Framework is installed on the workstation.
The Internet browser installed on the workstation.
Whether or not the required Microsoft Visual C++
Redistributable Package is installed on the workstation.
5. One of the following statuses is displayed next to each component:
Status
PASS
FAIL
Description
This component meets or exceeds the minimum requirement.
This component does not meet the minimum requirement.
Note:
The description for each PASS component indicates whether the component meets the minimum requirement or the recommended requirement.
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W
EB
A
PPLICATION
O
PEN
P
LATFORM
I
NTERFACE
(WOPI)
S
ERVER
Overview
The OnBase Web Application Open Platform Interface (WOPI) Server integrates with the
Microsoft Office servers and provides users with integrated access to OpenDocument and
Microsoft Office documents within OnBase using the WOPI viewer.
The WOPI Server is a communication layer between the separately installed and configured
Microsoft Office server and the OnBase Application Server. It seamlessly displays Word, Excel, and PowerPoint documents to end users within the familiar OnBase client interfaces.
See:
•
•
Requirements
This appendix covers the configuration and installation of the OnBase WOPI Server. In order to install the WOPI Server, you must have:
• A functioning Microsoft Office Web Apps Server or Microsoft Office Online Server.
• A functioning OnBase Application Server.
To install the OnBase Application Server, see the Application Server module reference guide.
Installation and configuration information for the Microsoft Office servers is available from
Microsoft.
Microsoft Visual C++ Requirements for the Application
Server
The Web Server and both the 32-bit and 64-bit versions of the Application Server require the
Microsoft Visual C++ Redistributable Packages listed below. If not already present on your system, these packages are installed when the setup.exe installer is used to install the OnBase
Web or Application Servers.
The Web Server and the 32-bit Application Server require the following:
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)
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The 64-bit Application Server requires the following:
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2010 Redistributable Package (x64)
• Microsoft Visual C++ 2013 Redistributable Package (x64)
• Microsoft Visual C++ 2015 Redistributable Package (x64)
Supported File Types Using the WOPI Viewer
If the OnBase WOPI Server is configured to integrate with the Microsoft Office Web Apps
Server
, users can view read-only versions of the supported document types in OnBase using the WOPI viewer.
In order to view and edit some of the supported document types in OnBase using the WOPI viewer, the OnBase WOPI Server must be configured to integrate with the Microsoft Office
Online Server
.
This table shows the file-access level for OpenDocument and Microsoft Office documents that are displayed in the WOPI viewer in the OnBase clients.
File Type Microsoft Office Web Apps
Server
Microsoft Excel ods
read-only
xls
read-only
xlsb xlsm xlsx
read-only read-only
Microsoft PowerPoint odp pot potm potx pps ppsm ppsx
read-only read-only read-only read-only read-only read-only read-only read-only
Microsoft Office Online Server
view and edit read-only read-only read-only view and edit view and edit read-only read-only read-only read-only read-only read-only
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File Type ppt pptm
Microsoft Office Web Apps
Server
read-only read-only
pptx
Microsoft Word
read-only
doc docm docx dot dotm dotx odt
read-only read-only read-only read-only read-only read-only read-only
Microsoft Office Online Server
read-only read-only view and edit read-only read-only view and edit read-only read-only read-only view and edit
IIS
In order to install the OnBase WOPI Server, Microsoft Internet Information Services (IIS) must already be installed on the server. If IIS is not installed, or if no Web sites exist under IIS, you cannot install the WOPI Server until these requirements are met.
Usage
Information on the usage of the WOPI viewer is available in the respective module reference guides or help files for the OnBase clients.
For information on how the WOPI viewer interacts with the Office Business Application modules, refer to the Office Business Application module reference guide for the version of
Microsoft Office you are using.
Configuration
In order for users to view OpenDocument and Microsoft Office documents in OnBase using the
WOPI viewer, you must have a functioning Microsoft Office Web Apps Server or Microsoft
Office Online Server installed and configured, and a functioning OnBase Application Server.
Settings configured during the installation of the WOPI Server are updated in the OnBase
Configuration module.
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See the following sections for information on:
•
Configuring a Temporary File Cache
•
Configuring the Microsoft Office Web Apps Settings
Configuring a Temporary File Cache
Temporary file caches can be configured for use with the WOPI viewer. The temporary file cache allows users to preview Microsoft Office documents upon selecting them for upload within the Unity Client. After upload, temporary files are removed from the cache.
Note:
After a temporary file cache has been configured, it must be associated with the WOPI viewer in the Microsoft Office Web Apps Settings dialog. For more information, see
Configuring the Microsoft Office Web Apps Settings on page 477 .
To create a temporary file cache:
1. In the Configuration module, select Utils | Distribution Service Settings.
The Distribution Service Settings dialog box is displayed.
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2. Either select a cache from the Temporary Cache drop-down list, or click Configure to configure a temporary cache. The Temporary Caches: Distribution Service dialog box is displayed.
3. In the empty field, type the name of the cache you want to create, and then click Create.
The Cache Configuration dialog is displayed.
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4. Enter the file path of the file cache in the Path field, or use the Browse button to navigate to the location you want.
Note:
The file you browse to must be a UNC Share, in which the application pool and the account running the Distribution Service have access to this share.
The Type drop-down list is set to Distribution Service by default. This is the service that is automatically used when creating a temporary file cache.
Note:
If the Cache Configuration dialog was accessed from the Distribution Service Settings or Microsoft Office Web Apps Settings dialog, the Type field will be set to Distribution Service or Microsoft Office Web Apps, depending on the point of access, and cannot be changed.
These temporary caches, created from the Configure button in the Distribution Service
Settings
dialog or the Microsoft Office Web Apps Settings dialog, are automatically associated with the desired functionality upon completion of configuration.
5. Select the Encrypt Files check box to encrypt the temporary files. Encrypting the data prevents people from opening the files, which keeps the information more secure.
6. Click Save when finished.
Configuring the Microsoft Office Web Apps Settings
Settings configured during the installation of the OnBase WOPI Server can be updated in the
OnBase Configuration module. Additionally, if you created a temporary file cache earlier in the configuration process, the cache must be associated with the WOPI viewer.
To enable and configure the Microsoft Office Web Apps Settings:
1. In the Configuration module, navigate to Utils | Microsoft Office Web Apps Settings.
2. The Microsoft Office Web Apps Settings dialog is displayed.
Select Enable Microsoft Web Apps to use the WOPI server to display Microsoft Office documents.
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3. In the Office Web Apps Path field, specify the address of your configured Microsoft
Office server (Office Web Apps Server or Office Online Server). For example: https://
OWAServer/
Note:
The Office Web Apps Path is limited to 255 characters.
4. In the WOPI Server Path field, specify the full URL to the WOPI Server’s WopiServer.svc page. For example: https://ServerName/WOPIServer/WopiServer.svc
Note:
The WOPI Server Path is limited to 255 characters.
5. From the WOPI Temporary Cache drop-down menu, select one of the caches configured earlier in the Cache Configuration dialog.
If no temporary file caches have been configured, a new cache can be configured by clicking the Configure button next to the WOPI Temporary Cache field. For information on creating a new cache, see
Configuring a Temporary File Cache on page 475 .
6. Select View CSV Files with Office Web Apps if you would like CSV files to be converted to the XLS file type for viewing through the WOPI viewer.
7. Select View RTF Files with Office Web Apps if you would like RTF files to be converted to the DOC file type for viewing through the WOPI viewer.
8. Click Save.
Configuring the Web Server to Open Documents in a New
Window
When using the WOPI viewer with the OnBase Web Client, Microsoft Office documents can be viewed in a new window. When documents are viewed in this manner, the main Client window displays a message explaining that the document is open in a separate window.
To configure the Web Server to open Office documents in a separate window:
1. Open the Web Server’s web.config file in a plain text editor.
2. Locate the <appSettings> section of the web.config file.
3. Within the <appSettings> section, paste the following:
<add key="openWopiDocumentsInSeparateWindow" value="true" />
When set to true, documents accessed by WOPI in the Web Client are viewed in a separate window. When set to false, documents are opened in the main Web Client window.
4. Save and close the web.config file.
Installation
The Hyland Web Application Open Platform Interface (WOPI) Server provides users with integrated access to Office Documents within the OnBase clients.
After installation, a temporary cache should be created in the OnBase Configuration module.
Settings configured during installation can be also updated in the Configuration module.
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Installer Prerequisites
The installer must be run on operating systems that support the Windows
®
Installer 3.0+ architecture.
The installer setup executable (setup.exe) detects most of the prerequisites for the module that are also required for installation and installs them, if necessary. If the installer fails to run, install all of the requirements for the module separately before relaunching the installer.
Module requirements can be found in the installation chapters of the corresponding module reference guides.
Note:
If installation is being performed using the installer MSI file, the requirements for the module must be installed before launching the installer.
Installer User Permissions
You must be logged on to the installation machine with administrator privileges in order to run the installer.
If installing under Windows operating systems with UAC enabled, the installer must be run with elevated administrator privileges, even if the user currently logged in is an administrator.
Installer .NET Framework Requirements
The installer must be run on a machine that meets the .NET Framework requirements of the module being installed. Module requirements can be found in the installation chapters of the corresponding module reference guides.
OnBase requires Microsoft .NET Framework 4.6 or later. The .NET Framework can be obtained from the Microsoft Download Center at http://www.microsoft.com/downloads.
Installers Overview
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.
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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 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 http://msdn.microsoft.com/ en-us/library/aa367988.aspx.
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 http://msdn.microsoft.com/en-us/library/142dbbz4(VS.80).aspx.
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.
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For more information on Microsoft ClickOnce technology in a Remote Desktop environment, see http://support.microsoft.com/kb/2020945.
For more information on Microsoft ClickOnce technology in a Citrix environment, refer to the
Citrix help files or support provided by Citrix.
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 http://technet.microsoft.com/en-us/library/cc759262(WS.10).aspx.
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.
Windows User Account Control Statement
Hyland Software is dedicated to ensuring that OnBase is compatible with Windows User
Account Control (UAC). UAC is a feature of Windows operating systems that was introduced with Windows Vista. It limits the ability of standard users to make global system changes to a workstation and prevents malicious software from making unauthorized changes to protected areas.
For details on UAC, refer to your Microsoft support information or see http:// technet.microsoft.com/en-us/library/cc709691(WS.10).aspx.
You may encounter UAC in OnBase when:
• Installing or uninstalling OnBase, OnBase modules, or OnBase ActiveX controls.
• Copying, moving, or saving files to the Program Files directory, Windows directory, or another protected location.
• Modifying system-wide settings, such as the registry.
• Re-indexing a document or opening a scanned batch using published IE from a Citrix or Terminal server.
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If Windows UAC is enabled, the above operations may prompt for administrator privileges or credentials, even if an administrator is currently logged on.
Running the Installer
Note:
The WOPI Server should be installed on its own machine, separate from the OnBase
Application Server and Microsoft Office server. An HTTPS binding is required to install the
WOPI Server. Ensure your server is correctly configured for HTTPS connections.
To launch the installer, double-click the setup.exe file. The welcome screen is displayed.
1. Click Next. The Destination Folder dialog is displayed.
2. Type the location to install the server to. The default installation location is
C:\inetpub\wwwroot\WOPIServer\
.
Note:
The WOPI Server should be installed on its own machine, separate from the OnBase
Application Server and Microsoft Office server.
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3. To change the installation location, click Change... The Change destination folder dialog box is displayed.
Type the path to the installation directory in the Folder name field or select it from the
Look in
drop-down select list, then click OK.
If the Destination Folder is not changed, the default location is used.
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4. Click Next. The WOPI Server Settings dialog box is displayed.
5. Select a Web Site to install the WOPI Server to from the drop-down select list. The Web
Site
list is populated with the Web servers configured in IIS and available to the target machine.
6. Enter an application name for the WOPI Server in IIS in the Application Name field. The default name is WOPIServer.
Note:
The application name must be unique. It is a best practice not to use parentheses in the application name.
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7. Click Next. The WOPI Server Settings URL dialog is displayed.
Type the URL to the WOPI Server files in the WOPI Server base URL field. The default value is based on the Web site and application name entered in the previous dialog box.
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8. The Service Location dialog box is displayed.
a. In the Display Name field, type a user-friendly name for the service location.
b. In the Service Path field, type the full URL to the Service.asmx page of the OnBase
Application Server. For example, https://WebSite/AppServer/Service.asmx.
c. In the Data Source field, type the ODBC connection for the data source the server will use to connect to OnBase.
Note:
The ODBC data source must be the same for both the WOPI Server and the OnBase
Application Server.
9. Click Next. The Ready to install Hyland WOPI Server dialog box is displayed.
10. Click Install to proceed with the installation or click Cancel to exit the installation. Click
Back
to change the values entered in previous dialogs.
11. Click Finish when the installation is complete.
Controlling Installation from the Command Line
Note:
The WOPI Server should be installed on its own machine, separate from the OnBase
Application Server and Microsoft Office server. An HTTPS binding is required to install the
WOPI Server. Ensure your server is correctly configured for HTTPS connections.
To run the Hyland WOPI Server installer from the command line, it must be launched using the
msiexec /i
command to call the Hyland WOPI Server.msi file.
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For example: msiexec /i "Hyland WOPI Server.msi"
Note:
If installation is being performed using the MSI, the Microsoft Visual C++
Redistributables prerequisite must be installed before launching the Hyland WOPI Server installer.
Command Line Properties
The Hyland WOPI Server installer can be run with the following properties applied to the command line:
Property
SERVICE_LOCATION_DATA_SOURCE
SERVICE_LOCATION_DISPLAY_NAME
SERVICE_LOCATION_SERVICE_PATH
Description
Enter the ODBC connection for the data source the server will use to connect to OnBase. By default the data source is
{DataSource}. If this property is not included, the default name is used.
Note: The ODBC data source must be the same for both the WOPI Server and the OnBase Application Server.
To change the default data source, include this property on the command line. For example:
SERVICE_LOCATION_DATA_SOURCE
="MyODBC"
Enter a user-friendly name for the service location. By default the name is
New Service Location. If this property is not included, the default name is used.
To change the default name, include this property on the command line. For example:
SERVICE_LOCATION_DISPLAY_NAME="MyName"
Enter the full URL to the
Service.asmx
page on the
OnBase Application Server. For example,
http://
WebSite/AppServer/Service.asmx
. By default the service path is
https://{WebSite}/{Directory}/
Service.asmx
. If this property is not included, the default path is used.
To change the default service path, include this property on the command line. For example:
SERVICE_LOCATION_SERVICE_PATH ="http://
MachineName/AppServer/Service.asmx"
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Property
WOPISERVER_APPLICATION_NAME
WOPISERVER_FILES
WOPISERVER_IIS_WEBSITE_ID
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Description
Enter an application name for the WOPI Server in IIS. By default the server is named WOPIServer. If this property is not included, the default name is used.
Note: The Application Name must be unique. It is a best practice not to use parentheses in the Application Name.
To change the default name, include this property on the command line. For example:
WOPISERVER_APPLICATION_NAME ="MyName"
Defines the directory to install the server to. The default installation location is
C:\inetpub\wwwroot\WOPIServer\. If this property is not included, the default location is used.
To change the default location, include this property on the command line. For example:
WOPISERVER_FILES="C:\Custom\Location\WOPISer ver\"
Enter the identifier number of the Web site in IIS that the
WOPI Server will be installed to. Web site identifiers are found in the
Internet Information Services (IIS)
Manager. If you have only one Web site under IIS (e.g.,
Default Web Site), its number is typically 1.
Note: There is no default value for this property but this property is required and a value must be included.
For example: WOPISERVER_IIS_WEBSITE_ID
="1"
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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
Change
Repair
Remove
Description
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 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.
Removes all previously installed components.
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B
EST
P
RACTICES
The following best practice recommendations have been assembled by a team of OnBase subject matter experts. They represent the accumulation of years of experience installing and configuring OnBase solutions.
The following recommendations are general in nature, and are applicable to most OnBase solutions and network environments. Depending on your solution design and your organization’s needs, not all of the best practice recommendations listed below may apply to, or be recommended for, your OnBase solution.
Carefully consider the impact of making any changes, including those listed below, to your
OnBase solution prior to implementing them in a production environment.
DocPop and Unity Pop
Note:
This section applies to working with OnBase through the Unity Client and Web Client.
DocPop and Upop serve similar purposes, but they are not interchangeable. There are situations where one Pop integration should be used over the other.
Upop assumes that users have the Unity Client installed, are operating the Unity Client in
Service Mode, and have user accounts in OnBase. Upop may be recommended for a Unity Client installation or where Upop provides additional benefits over DocPop.
• Use DocPop if the Unity Client will not be installed on users’ workstations. DocPop requires no OnBase software on the user’s workstation, whereas Upop requires the
Unity Client.
• Use DocPop if Macintosh users require access to OnBase. Upop cannot run on a
Macintosh operating system. In environments where only some users have the Unity
Client installed, use DocPop to ensure all users can view documents.
• Use DocPop for unauthenticated integrations or where OnBase documents are available to the public. For example, Upop should not be used to provide public access to documents from a county Web site, because most public users would not have the Unity Client installed on their workstations.
• Use Upop if users send external email messages from the Unity Client only to other users who have the Unity Client installed on their workstations. Use DocPop if messages are sent to users who may or may not have the Unity Client installed.
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Best Practices
Network Connectivity
Document Retrieval
Dates
It is considered a best practice to select a document date or range of document dates from the
Dates
panel when retrieving documents. Selecting a document date or range of document dates expedites document retrieval.
Drop-Down Lists
When a Keyword Type is configured with a drop-down list, it is considered a best practice to type any known characters in the Keyword Value field before clicking the drop-down list icon.
OnBase automatically appends a wildcard to the end of the string of known characters, and filters the available values from the drop-down list accordingly.
Wildcards
Wildcard searches impose extensive database load, and can negatively impact other users.
Wildcard searches often generate a Document Search Results list that is much larger than necessary, and is not useful.
To ensure high database performance and execute queries more efficiently, the following are considered best practices for using wildcards when searching:
• Only use leading wildcards in searches when attempting to retrieve documents with complex or misspelled Keyword Values.
• Provide as many known characters as possible before using a wildcard, preferably four or more.
Importing
Text Documents
To ensure correct functionality for all text documents, it is considered a best practice to remove all Tab characters from text documents before importing them into OnBase. Tab characters that are not removed are converted to spaces when imported into OnBase.
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Best Practices
Indexing
Multi-Instance Keyword Type Groups
When duplicating a Multi-Instance Keyword Type Group, it is considered a best practice to index all Keyword Values in the Multi-Instance Keyword Type Group, even if only one Keyword
Value is different between the original Multi-Instance Keyword Type Group and the duplicate
Multi-Instance Keyword Type Group.
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Q
UICK
R
EFERENCE
G
UIDE
The following Quick Reference Guides are designed to serve as resources you can quickly reference for the available keyboard shortcuts and general usage of the Unity Client.
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Keyboard Shortcuts
Note:
For each shortcut, press all keys at the same time.
Global
Alt
F1
Alt + Space
Alt + F4
When on the
Home
tab, shows shortcut keys for the ribbon tabs and
File
menu.
Note:
Alt
The functionality of shortcuts using
may vary depending upon the active window, tab, or pane.
Accesses the help files.
Opens the system menu for minimizing, maximizing, and restoring the program.
Closes the program.
Main Window
Ctrl + M
Ctrl + Q
Ctrl + R
Ctrl + E
Ctrl + N
F8
Keywords
F3
F4
F5
F6
Ctrl + O
Opens the
Home
layout.
Opens the
Custom Queries
layout.
Opens the
Document Retrieval
layout.
Opens the
Forms
layout.
Opens the current layout in a new window.
Opens the
Import
layout.
Data Lists
Ctrl
Hold to select multiple items in a list.
Ctrl + A
Ctrl + Shift +
Home
Selects all items in a list.
Ctrl + Shift + End Selects all items below the selected item in a list, including the selected item.
Selects all items above the selected item in a list, including the selected item.
Changes the operator for the selected
Keyword Type.
Changes the connector for the selected
Keyword Type.
Shows the drop-down select list for the selected Keyword Type.
Adds another value for a Keyword Type.
Collapse or expand any Multi-Instance
Keyword Type Group.
Re-Indexing
Esc
Closes the
Re-Index
pane.
Import Layout
Ctrl + O
Ctrl + S
Esc
Ctrl + Shift Up
Ctrl + Shift
Down
Delete
Opens the
Browse
dialog.
Uploads the document.
Cancels the upload and clears the
Import
pane.
Moves the page open in the Import
Preview
pane up.
Moves the page open in the Import
Preview
pane down.
Removes the currently selected page in the Import
Preview
pane.
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Import Layout
Ctrl + Delete
Ctrl + Left
Ctrl + Right
Removes all pages.
Rotates the page counter clockwise.
Rotates the page clockwise.
Document Viewer
Ctrl + H
Ctrl + P
Ctrl + K
Ctrl + W
Ctrl + U
Ctrl + O
Ctrl + Mouse
Wheel Up or Ctrl and +
Ctrl + Mouse
Wheel Down or
Ctrl and -
Opens the
Document History
dialog.
Opens the
pane.
Opens the
Add/Modify Keywords
pane.
Opens the
Cross-References
pane.
Toggles the thumbnail display.
Toggles text overlay when working with image documents.
Zooms in on the document.
Note: Ctrl +
is not usable when working within a text document. Use the
Ctrl Mouse
Wheel Up
shortcut to zoom in on text documents.
Zooms out on the document.
Note: Ctrl -
is not usable when working within a text document. Use the
Ctrl Mouse
Wheel Down
documents.
shortcut to zoom out on text
Ctrl + Page Up or F11
Ctrl + Page
Down or F12
Ctrl + Home
Displays the previous page in a multipage document.
Displays the next page in a multi-page document.
Ctrl + End
Ctrl + Shift +
Page Up
Ctrl + Shift +
Page Down
Ctrl + G
Ctrl + Right
Arrow
Displays the first page in a multi-page document.
Displays the last page in a multi-page document.
Displays the previous document in the
Document Search Results list.
Displays the next document in the
Document Search Results list.
Opens the
Go to Page
dialog box.
Rotates the currently selected pages 90 degrees clockwise.
Ctrl + Left Arrow Rotates the currently selected pages 90 degrees counterclockwise.
Crtl + Down
Arrow
Rotates the currently selected pages
180 degrees.
Document Separation
Delete
Esc
Ctrl + S
Ctrl + H
Ctrl + .
Ctrl + ,
Deletes selected pages.
Exits the
Document Separation
layout without saving changes.
Saves selected documents.
Flips selected pages horizontally.
Rotates selected pages right.
Rotates selected pages left.
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Document Separation
Ctrl + J
Alt and +
Ctrl and +
Joins selected pages.
Note:
This operation is only used in Page
Display Mode.
Copies the selected document.
Copies selected pages in new document.
Copies selected pages in place.
Ctrl and Shift and +
Ctrl + C
Ctrl + X
Ctrl + V
Shift + Click
Ctrl + Click
Ctrl + Drag
Ctrl + Shift
Ctrl + Delete
Alt + Home
Copies individual pages to the clipboard.
Cuts individual pages.
Pastes individual pages.
Selects all pages between two selected pages.
Shift
must be held while clicking.
Selects or deselects a page without deselecting other pages or documents.
Copies the page being dragged and dropped instead of moving the page to the new insertion point.
Note:
This operation is only used in
Document Display Mode.
Selects multiple page ranges in multiple documents. These buttons must be held while clicking.
Note:
This operation is only used in
Document Display Mode.
Enters
Delete Mode
.
Scrolls to the first selected page of a document, if not already in view.
Up Arrow / Page
Up
Down Arrow /
Page Down
Scrolls up in the Separation Workspace.
Note:
This operation is only used in
Document Display Mode.
Scrolls down in the Separation
Workspace.
Note:
This operation is only used in
Document Display Mode.
Zooms in on the page open in Detailed
View.
Ctrl + Mouse
Wheel Up
Ctrl + Mouse
Wheel Down
Zooms out on the page open in Detailed
View.
Ctrl + Left Arrow Rotates the page open in Detailed View
90 degrees counterclockwise.
Ctrl + Right
Arrow
Rotates the page open in Detailed View
90 degrees clockwise.
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General Usage
Access the End-User Help Files
The Unity Client includes help files for end-users. These can be referenced at any time in the Unity Client either by pressing the
F1
button on your keyboard, or by clicking the
Help
button:
The help files are opened in a separate window.
Set Your Home Page
The
Home
button takes you to your configured
Home Page
.
Quick Reference Guide
Use the Personal Page (Continued)
To add an item or layout to the Personal Page, right-click the object and select
Add To Personal Page
. If the right-click option is unavailable, the Personal Page option may be included under the
Send To
functions or, as is the case with Custom Query results, as a special menu option to
Add to Personal Page
.
When adding an entire layout to your Personal Page, select
Personal Page | Add this layout to my Personal Page
from the ribbon menu.
To set a layout to be your Home Page, navigate to the desired layout and select
Make this layout my Home Page
from the
Home button drop-down menu.
To reset your Home Page to the default, select
Reset Home
Page
from the Home button drop-down menu.
Add Favorites
You can add the currently displayed layout to your list of favorites by performing the following steps:
1. Click the
Favorites
button:
Document Retrieval
You can retrieve documents in the Unity Client based on the document’s keyword values, the text contained within the document, or the note information contained on a document.
The following example describes how to retrieve documents based on their keyword values.
To access Document Retrieval:
1. In the
Documents
ribbon group on the
Home
tab, click
Retrieval
.
2. Click
Add this layout to my favorites
.
The favorite can be accessed by clicking the Favorites button again and selecting the favorite from the list.
Use the Personal Page
Many OnBase items and layouts can be added to your Personal
Page as tiles. Tiles serve as easy access points to the files, items, and interfaces of your choice.
The Personal Page can be opened by clicking the
Personal Page
ribbon button:
2. In the
Document Retrieval
pane, select a
Document Type
Group
.
Select a
Document Type
.
Note:
The information contained in the panel may dynamically change based on the Document Type Group or Document Type you selected.
3. If desired, you can specify a date range to only return documents that were created or imported between a certain range of dates.
4. A list of keyword fields displays below the date range.
Enter values for the keywords that are displayed. You can enter as much or as little information you know.
Note:
Some searches require you to enter at least one keyword value. Search requirements are determined by your system administrator.
5. When you have entered all search criteria, click the
Find
button at the bottom of the panel.
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Unity Client
Document Retrieval (Continued)
The
Search Results
are displayed in a list on the right side of the screen.
Document Separation (Continued)
To send one or more documents to Document Separation, select
Split
from the
Re-Index
pane, the
Edit Pages
button in the
Image
tab of an open document, the
Send To | Document
Separation
option from the ribbon or right-click menu, or drag and drop the document(s) into an existing Document
Separation window.
To switch between
Document Display Mode
and
Page Display
Mode
, toggle the
Group by Documents
button:
6. Double-click a document from the list to open it.
Import Documents
To import documents in the Unity Client:
1. In the
Create
ribbon group on the
Home
tab, click
Import
.
D
Keep important pages separate while reorganizing and editing documents by dragging them to the
Page Holder
.
Double-click a page to open it in
Detailed View
, which allows for full-scale viewing, rotation, and flipping.
Click
Join
to join two or more documents through the
Merge
Documents
,
Join Pages,
or
Append After Page
options.
The
Import
layout is displayed.
2. Select the document you want to import by doing one of the following actions:
• Browse to the file location of the document you are importing by clicking the
Browse
button,
• Scan a document, or import a document image from another supported digital storage device such as a scanner or camera, by clicking the
Acquire
button,
• If configured, select a document stored or created in
Google Drive by clicking the
Drive
button, or
• Drag and drop the file you want to import into the white space next to the
Import
pane.
3. Select a
Document Type Group
for the document.
Select a
Document Type
for the document.
4. Enter all of the necessary keyword values in each field.
5. When you are finished entering the necessary keyword values, click the
Import
button to import the document into
OnBase:
Click
Split
to separate a document through the
Split
or
Break into Documents
options.
The thumbnails within Document Separation can be adjusted by accessing the
Thumbnail Settings
from the ribbon menu.
Envelopes
Envelopes are collections of documents that you can compile and share with other OnBase users. Any document can be put into an envelope, regardless of content or Document Type.
Envelopes can be created and viewed by clicking the
Envelopes
ribbon button on the
Home
tab.
Select an envelope to view its contents.
If you would like to share an envelope with other users, select the desired envelope and click
Share Envelope
.
Document Separation
Image and PDF documents can be manipulated in the
Document Separation
layout. Documents and their individual pages can undergo multiple editing processes in this layout such as splitting, joining, rotation, and copying. Documents can be deleted or created within Document Separation. Pages can be dragged to different documents, or to an empty area to create a new document.
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Selected Users
are the users sharing the envelope with you.
Users can have
Full Control
over the envelope, can be permitted to
Add to Envelope
and/or
Remove from Envelope
, or can just be allowed to view the envelope contents. Adjust user permissions as needed.
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Unity Client
User Options
System functionality and appearance can be customized in the
User Options
. The User Options dialog is accessed through the
User Options
button in the
File Menu
.
General
Unity Client behavior and display features,
Document
display options,
Document Import
options,
Printing
options,
Retrieval Date
options, and
Service Mode
options can be set here.
Note:
The Service Mode tab is only available when the Unity
Client is running in Service Mode.
Note:
Some User Options may be enforced by an administratordesignated
User Option Policy
.
To apply User Options:
1. Select the desired options in each tab. Selection controls for options vary (check boxes, text fields in which you can insert a number or date range, etc.).
2. After you have selected the appropriate options, click
Save
to save your changes and to close the User Options dialog.
Generate CSV Files
Document Search Results
lists can be exported as .csv files.
CSV files can contain metadata pertinent to the documents included. Keywords, DocPop URLs, and Document Dates are examples of information fields that can be included in your CSV output.
Note:
CSV files cannot be generated from Full Text Search result lists.
To generate a CSV file:
1. Right-click within a Document Search Results list and select
Generate CSV File.
The
Generate CSV File
window is displayed.
2. Configure your file as desired.The document
Range
and resulting
Columns
within the CSV file can be adjusted here.
3. In the
Save to File
field, enter the name and location that will be used to save the CSV file. You can select
Browse
to navigate to the correct location.
4. Click
Launch Associated Application
if you would like to view the CSV file after you click
Generate
. The file will be opened by your default CSV application.
5. Click
Generate
. The CSV file has been created at the specified location.
Or click
Cancel
to cancel the process and return to the search results list.
Send Mail
Internal mail messages can be sent to other OnBase users.
Documents and folders can be sent within the Unity Client to other users. If you need to send documents to non-OnBase users, external mail messages can contain documents as attachments, or can include documents, folders, Custom Query
Results, E-Forms, and Unity Form Creation pages as
Unity Pop
Links
or
Unity Pop Files
. Recipients of Unity Pop Links and Files must be OnBase users.
Send To | Internal User
Selecting this option will allow you to send the selected or open document or folder to another OnBase user. A new mail message dialog is displayed and recipients, attachments, and message body text can be edited as needed.
Received internal mail messages can be checked by clicking the
Mailbox
button in the ribbon menu.
Send to | Mail Recipient
Selecting one of the two Mail Recipient options will allow you to send the selected or open item to a user outside of
OnBase.
Note:
A functional, supported email client is required to send
OnBase items externally.
Selecting
Send to | Mail Recipient (as Attachment)
will attach the document(s) to a new message dialog in your configured external email client.
Selecting
Send to | Mail Recipient (as Link
) opens a blank email message containing a link to the item(s) or XML file that references the content in OnBase, depending on your configuration.
Document List Organization
Document lists can be organized to better suit your needs. Lists can be organized through grouping, sorting, column reordering and stacking, and filtering through operators and drop-down lists.
Grouping
Drag a column heading to the space above a data list to group the list by that column.
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Document List Organization (Continued)
Sorting
Lists can be sorted by column values. Click on a column heading to sort the list in descending order. Click the column heading again to sort in ascending order.
Document List Organization (Continued)
Filtering
The Custom Queries, Document History, Document Retrieval,
Mailbox, and Users layouts support filtering. Operators, dropdown lists, and custom filters are available methods of list filtering.
Click the operator button in the desired column to view available operators:
Reordering and Stacking Columns
Click and drag a column to the area between two columns to move it to that location:
Click the drop-down list arrow to view available drop-down list options:
Click and drag a column onto the header of a different column to stack the columns:
Note:
Operator and drop-down list options vary by column.
Select
Custom
from a drop-down list to open the
Custom
Filter Selection
dialog box. You can create your own data list filter using conditions and operators.
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Key features
User-friendly interface
Document search and retrieval
Keyword management
Document viewing
Document history and properties
Document creation and editing
Document separation
Staple management
Overlay application
Cross-referencing
Frequently asked questions
To log in to the Unity Client, you will need to enter your OnBase® username and password. The login screen is accessible when you open the Unity Client application.
The Unity Client offers various methods for retrieving documents. You can use custom queries, search by keyword value, document date, note search, and external text search. The specific retrieval options depend on the configuration of your OnBase® system.
To add or modify keywords for a document, you can access the document's properties in the Unity Client. The process involves finding the document, opening it, and then navigating to the 'Keywords' tab. You can then add, edit, or remove keywords as needed.
