How do I re-index a document in OnBase?

2014-05-14 17:19

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.

  1. Save any changes that you have made to a document before re-indexing.
  2. From an open document or from a document retrieval list, open the “Re-Index Document” dialog box or select “File" > "Re-Index.” (Alternatively, pressing “Alt+F” and the “D” will display the Re-Index dialog box).
  3. If necessary, change the document’s Document Type by selecting a new Document Type from the “Document Type” drop-down list. All Document Types that you have rights to create are displayed. To filter this list, you can first select a Document Type Group from the Document Type Group drop-down list.
  4. 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.
  5. Change the “File Type,” if desired.
  6. Change the “Document Date,” if desired. If a document date is not specified when the document is processed into OnBase, the Document Date is the same as the Date Stored. Click the “Calendar” icon next to the Document Date to select a date.
  7. Depending on your system configuration, the “Initiate Workflow” check box may be displayed. If this check box is selected, a Workflow event is triggered if the creation of a document of this Document Type is configured to trigger a Workflow process. If this check box is not selected, a Workflow process is not triggered even if the creation of a document of this Document Type is configured to trigger a Workflow event.
  8. Change “Keyword Values” as desired. You can use the “Tab” key to move to the next Keyword Value field.
  9. 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.
  10. Press “Clear Keywords” if you want to clear all existing Keyword Values and re-enter new values.
  11. If you are re-indexing an image file, the “Split” button is displayed. Click it to open the “Document Separation” window, where the document can be separated into multiple documents.
  12. Click “Re-Index” to save your changes and re-index the document. Click “Cancel” to cancel changes.
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