AutoFill Keyword Sets increase storage and retrieval capabilities of documents. Their function is to associate a group of keywords with one main (primary) keyword. AutoFill Keyword Sets are used to automate and standardize data entry.
With External AutoFill Keyword Sets, you can configure an AutoFill Keyword Set that identifies a Primary value from an external Data Source and pulls corresponding Secondary Keyword values also from that external Data Source for indexing purposes. For example, if users need to index documents with employee data, and an external database already contains all of the necessary values for indexing, you can configure an AutoFill Keyword Set that pulls the necessary Keyword values from the external source.
Values for External AutoFill Keyword Sets will not reside in AutoFill Keyword Manager once configured. You must view the values for these sets externally.
An AutoFill Keyword Set instance is a Primary Keyword and its corresponding Secondary Keywords on a Document.
All instances of an AutoFill Keyword Set can be viewed through the AutoFill Keyword Set Management option in OnBase. See your system administrator for details.
Keywords 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 wasentered, using both upper and lower case characters.
See your system administrator for details on Keyword Types that may be configured for Mixed Case Values.
AutoFill Keyword Sets can be implemented for any Document Type that contains multiple related keywords, and is especially useful for organizations that index large volumes of documents. For example, consider an organization that indexes a large volume of loandocuments with customer information such as social security number, name, address, and telephone number. OnBase is set up with an AutoFill Keyword Set containing all of those items as keywords, and the social security number as the primary keyword. When indexing, each time an operator enters the social security number value, the corresponding name, address, and telephone number values are populated from the AutoFill Keyword Set.
These steps illustrate the basic steps that need to be done to create a new AutoFill Keyword Set. Keep in mind that each instance of an AFKWS has it's specific differences and nuances - but these steps should help to guide you in the appropriate direction.
Do lookups on existing AFKWS tables
There was an office at Carleton that wanted to create a correspondence document. It has a Sender ID, Recipient ID, and a Referenced ID on it. We wanted names to go with those IDs as well, but didn't want to type them. All of these people are in the Advance People AFKWS that is updated each night. So here's what I did:
You can have as many of these AFKWS on the document as you'd like, as long as they are assigned to the keywords. If there's an AFKWS assigned to the document, it will override the AFKWS on the keywords. Further, if you put AFKWS on the keywords, it will apply to ALL documents that use these keywords, so keep that in mind.