Document Types and Keyword Types for OnBase


Overview


This article explains what document types and keyword types are in the OnBase Electronic Document Management System (EDMS). We will review what these terms mean and how the OnBase team will use the information you provide to configure OnBase for your team. Correct configuration for these items is critical for your success in OnBase so please review this article carefully and reach out with any questions.

Document Types


What are Document Types?

To put it simply, document types are the documents that your team uses. A common example would be an Human Resources Office using a different document type for resume, cover letter, offer letter, employment contract, etc. Each document type may have a different configuration with separate workflows or user security settings. For this reason, we collect a lot of information about Document Types from your team when configuring OnBase.

Document Types in action

Login to UC Learning Center and search for the "OnBase Foundation Web Client End Users Essentials" learning activity or use this link to access this learning activity directly. After launching the activity, use the left-hand side-bar to select "Retrieval" and then "Document Retrieval" as shown in the screenshot below. This two minute video will give you a quick overview of how document types are used in OnBase.

Screenshot: OnBase Mobile App Menu 

Information required for Document Type configuration

Step 1: Complete the Document Types sheet in the "Document & Keyword Types Configuration for Business" workbook.

Once we approve your migration to OnBase, we may request additional information to assist us in configuring your document types. This will be in the form of an excel sheet with more details the initial questionnaire. Below is a guide to help you answer this excel sheet.

Keyword Types


What are Keyword Types?

Keyword Types are the keywords that will be used to retrieve documents stored in the OnBase system. These keywords are indexed when a document is added to the system so it can easily be retrieved later. For example, Human Resources may have a document type for job descriptions. The job description document type may have the keywords of PID, first name, last name, department, department code, hire date, employee status, etc. Utilizing these keywords allows users to easily and efficiently retrieve documents.

Keyword Types in action

Login to UC Learning Center and search for the "OnBase Foundation Web Client End Users Essentials" learning activity or use this link to access this learning activity directly. After launching the activity, use the left-hand side-bar to select "Retrieval" and then "Document Retrieval" as shown in the screenshot below. This two minute video will give you a quick overview of how document types are used in OnBase.

 

Information required for Keyword Type configuration

Step 1: Complete the "Keyword Types" sheet in the "Document & Keyword Types Configuration for Business" workbook.

Step 2: Complete the "Keyword Assignment" sheet in the "Document & Keyword Types Configuration for Business" workbook.

This tab is used to assigned keyword types (column A) to all of the document types (row 2) you have. You'll notice that your document types and keyword types autofill based on what you input in the other sheets. Now all you need to do is check off which document types require which keyword types. Multiple document types can share the same keyword types.

If you still have questions or need additional assistance, please submit a ticket or email onbase@ucsd.edu.