Workflow

Version 18
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.
© 2018 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 ....................................................................................................................... Workflow

Department/Group.......................................................................................................... Documentation
Revision Number ................................................................................................................................. 18

© 2018 Hyland Software, Inc. ii

© 2018 Hyland Software, Inc. iii
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.

© 2018 Hyland Software, Inc. iv

 Workflow
Table of Contents

Using the Module Reference Guide (MRG) ........................................................................................iv

EXPOSURE
Overview ....................................................................................................................................................1
Applications ...............................................................................................................................................1
Medical Insurance Payment Processing ............................................................................................................ 1
Accounts Payable ................................................................................................................................................ 2
Proof of Delivery Audit ......................................................................................................................................... 2
Loan Processing................................................................................................................................................... 2
Electronic Forms .................................................................................................................................................. 3
Licensing .....................................................................................................................................................4
Workflow Licensing.............................................................................................................................................. 4
The Information Management Concurrent Client License ................................................................................ 4
Combined Workflow/WorkView Licensing ......................................................................................................... 4
How Combined Licensing Works ................................................................................................................ 5
Workstation Registration ..................................................................................................................................... 5

ONBASE CLIENT USAGE

Workflow Document Security ...............................................................................................................6
Administrative Tasks ...............................................................................................................................7
Registering a Workstation ................................................................................................................................... 7
Verifying and Revoking Workstation Registrations............................................................................................ 9
Clearing Excess Workstation Registrations ..................................................................................................... 11
Workstation Cleanup.......................................................................................................................................... 11
View Current Users............................................................................................................................................. 12
Workflow Inbox Windows................................................................................................................... 12
Workflow Client Life Cycle View........................................................................................................................ 14
Tree View .................................................................................................................................................... 15
Graphic View ............................................................................................................................................... 16
Workflow Client Documents Window ............................................................................................................... 16
Display Columns in Single Queues ............................................................................................................ 21
Show Combined View ................................................................................................................................ 22
Workflow Client User Interaction Window ........................................................................................................ 24
Workflow Client Work Folder Window .............................................................................................................. 25
Workflow Client Document Viewer ................................................................................................................... 27
Terminal Session................................................................................................................................................ 27
Client Menu for Workflow Application .............................................................................................................. 28
Changing the Default Rotation of Pages .......................................................................................................... 29
Restoring the Default Layout ............................................................................................................................. 29
Using the Client Toolbar in Workflow ............................................................................................................... 29
Classic User Interface ........................................................................................................................... 30
Classic User Interface Deprecation Statement ................................................................................................ 30

OnBase 18
©2018
v
Hyland Software, Inc.
 Workflow
Table of Contents

Changing the Layout of the Inbox Windows..................................................................................................... 30

Right-Click Menu ......................................................................................................................................... 31
Click and Drag Window Positioning .......................................................................................................... 32
Document Count Displayed ............................................................................................................................... 33
Core-Based User Interface .................................................................................................................. 33
Changing the Layout of the Inbox Windows..................................................................................................... 34
Right-Click Menu ......................................................................................................................................... 34
Click and Drag Window Positioning .......................................................................................................... 36
Pinning ........................................................................................................................................................ 36
Viewing Document Results................................................................................................................................ 37
Workflow Approval Management in the Core-Based Interface....................................................................... 37
Viewing Approval Queues .......................................................................................................................... 37
Show Documents for All Approvers .......................................................................................................... 38
Work Folder Sorting ........................................................................................................................................... 38
Filters in Combined View ................................................................................................................................... 38
Shortcut Keys ......................................................................................................................................... 39
Workflow Toolbar ................................................................................................................................. 40
Processing Documents ......................................................................................................................... 42
System Work....................................................................................................................................................... 43
User Work ........................................................................................................................................................... 43
Timer Work ......................................................................................................................................................... 43
Automatic Timer Execution ....................................................................................................................... 43
Manual Timer Execution ............................................................................................................................ 43
Ad hoc Task Work .............................................................................................................................................. 44
Executing Ad hoc Tasks on Related Documents ..................................................................................... 44
Tasks Bar ............................................................................................................................................................ 44
Locating Documents in a Life Cycle ................................................................................................... 44
Document Search Results List .......................................................................................................................... 45
List Contents Report .......................................................................................................................................... 45
Viewing Documents Assigned to Other Users in a Load Balancing Queue .............................. 46
Moving Documents within a Load Balancing Queue ..................................................................... 47
Reassigning Documents for Match Keyword to User Name Queues ............................................................. 49
Administrating Ownership .................................................................................................................. 51
Entering Documents into a Workflow .............................................................................................. 52
Input Processors ................................................................................................................................................ 53
Importing Documents ........................................................................................................................................ 53
Creating New Documents.................................................................................................................................. 53
Manual Entry....................................................................................................................................................... 54
Forms Processing .............................................................................................................................................. 55
Document Retention .......................................................................................................................................... 56
Host Emulation................................................................................................................................................... 56
Remote Entry/Internet........................................................................................................................................ 56
Notifications ............................................................................................................................................... 56

OnBase 18
©2018
vi
Hyland Software, Inc.
 Workflow
Table of Contents

Supporting Documents in Workflow ................................................................................................................. 56

Re-Indexing Documents in Workflow................................................................................................................ 56
Interaction with E-Forms in Workflow............................................................................................................... 57
Keyword Validation in OnBase .................................................................................................................. 57
Workflow Document History ............................................................................................................. 57
Workflow Queues ............................................................................................................................................... 58
Workflow Transactions...................................................................................................................................... 58
Filtering Workflow Tabs ..................................................................................................................................... 59
Generating a Document History Report .................................................................................................... 59
Workstation Options for Workflow.................................................................................................. 59
Workflow Display Options.................................................................................................................................. 60
Workflow Server Queues ................................................................................................................................... 64
Workflow System Monitor .................................................................................................................. 65
Workflow Log ......................................................................................................................................... 66
Purge ................................................................................................................................................................... 66
Restricted Purge................................................................................................................................................. 66

WEB WORKFLOW
Workflow Document Security ............................................................................................................ 67
Accessing the Workflow Screen ........................................................................................................ 68
Opening Workflow From Documents ............................................................................................... 69
Defining the Layout .............................................................................................................................. 70
Resizing and Pinning the Workflow Window.................................................................................. 70
Adding Documents to Workflow ....................................................................................................... 71
Life Cycle View Tab ............................................................................................................................... 71
Adding Life Cycles and Queues to Favorites.................................................................................................... 72
Workflow Approval Management: Viewing Approval Queues................................................... 73
Filtering ................................................................................................................................................... 73
Refreshing Queue Counts .................................................................................................................... 75
Process Flow ........................................................................................................................................... 75
Inbox Tab ................................................................................................................................................. 77
Show All Documents ............................................................................................................................. 79
Show All Documents in an Approval Queue ..................................................................................................... 79
Workflow Settings ................................................................................................................................ 80
Disabling the Combined Inbox ........................................................................................................... 81
Show Combined View ........................................................................................................................... 81
Filters in Combined View ................................................................................................................................... 82
Create List Report ................................................................................................................................. 82
Ownership ............................................................................................................................................... 85

OnBase 18
©2018
vii
Hyland Software, Inc.
 Workflow
Table of Contents

Workflow History.................................................................................................................................. 85
Workflow Queues ............................................................................................................................................... 85
Workflow Transactions...................................................................................................................................... 86
Determining What Queues an Item Is In .......................................................................................... 86
Data Lists in Workflow Tabs ............................................................................................................... 87
Filtering Items in Data Lists............................................................................................................................... 88
Grouping Items in Data Lists ............................................................................................................................. 90
Sorting Items in Data Lists ................................................................................................................................ 91
Work Folder Tab .................................................................................................................................... 92
Configuring the Second Pane to Display by Default ........................................................................................ 94
Portfolios ............................................................................................................................................................ 94
Templates ........................................................................................................................................................... 95
Filters .................................................................................................................................................................. 95
Document Viewer.................................................................................................................................. 95
User Interaction Tab ............................................................................................................................. 96
Performing Ad Hoc Tasks .................................................................................................................... 97
Performing Ad Hoc Tasks on Related Documents .......................................................................................... 98
Entering Documents into a Workflow .............................................................................................. 98
Importing Documents ........................................................................................................................................ 98
Creating New Documents.................................................................................................................................. 99
Re-Indexing Documents..................................................................................................................................... 99
Running System Tasks .......................................................................................................................... 99
Viewing Documents of Other Users ................................................................................................ 100
Queue Administration ........................................................................................................................ 102
Reassign Items.................................................................................................................................................105
Rebalance Items...............................................................................................................................................106
Change Ownership ...........................................................................................................................................106
Returning to the Web Client Main Window .................................................................................. 107
Understanding Auto-Feed Locks ..................................................................................................... 107
Allowing Users to Override the Auto-Feed Documents Setting.....................................................................107
Closing the Application While a Task is Executing ...................................................................... 108
Closing the Workflow Window ........................................................................................................................108
Closing the Web Client.....................................................................................................................................108
Shortcut Keys ....................................................................................................................................... 108
E-Form Interaction .............................................................................................................................. 110
Interaction with E-Forms in Workflow.............................................................................................................110
Keyword Validation in OnBase ................................................................................................................110
Workflow Trace ................................................................................................................................... 110

OnBase 18
©2018
viii
Hyland Software, Inc.
 Workflow
Table of Contents

UNITY WORKFLOW
Workflow Security .............................................................................................................................. 112
Opening the Unity Workflow Interface ......................................................................................... 113
Viewing Life Cycles and Queues ...................................................................................................... 114
Searching for Life Cycles and Queues ............................................................................................................115
Refreshing a Life Cycle or Queue ....................................................................................................................115
Add a Queue to a Personal Page.....................................................................................................................116
Creating a List Report ......................................................................................................................................116
Workflow Approval Management: Viewing Approval Queues.......................................................................116
Process Flow ....................................................................................................................................................118
Disabling the Process Flow Pane....................................................................................................................120
Viewing an Item in a Queue .............................................................................................................. 121
Filtering the Inbox.............................................................................................................................................123
Display Columns in Single Queues ..........................................................................................................124
Manually Route Item ........................................................................................................................................124
Re-Index Documents ........................................................................................................................................124
Ownership .........................................................................................................................................................125
Execute Script Task..........................................................................................................................................125
Override Auto-Feed ..........................................................................................................................................125
Executing Ad Hoc Tasks ..................................................................................................................... 125
User Interaction ................................................................................................................................................126
Executing Ad Hoc Tasks on Multiple Items....................................................................................................126
Sending Links to Life Cycles and Queues ....................................................................................... 126
E-Mailing Links to Life Cycles and Queues.....................................................................................................127
E-Mailing Links to Documents.........................................................................................................................127
Creating Desktop Shortcuts to Life Cycles and Queues................................................................................128
Combined Inbox Settings ................................................................................................................... 128
Filters in the Combined Inbox..........................................................................................................................130
Working With Related Items ............................................................................................................ 131
Portfolios ..........................................................................................................................................................132
Executing Ad Hoc Tasks on Related Items ....................................................................................................133
Interaction with E-Forms in Workflow........................................................................................... 133
Queue Administration ........................................................................................................................ 133
Rebalance Queues ...........................................................................................................................................135
Rebalance Items .......................................................................................................................................135
Reassign Items.................................................................................................................................................135
Change Owners ................................................................................................................................................136
Filtering Load Balanced Members ..................................................................................................................138
Performing System Work.................................................................................................................................140
Executing Timer Work......................................................................................................................................140
Manually Evaluating Documents.....................................................................................................................140
Viewing Items in Load-Balanced Queues .......................................................................................................141

OnBase 18
©2018
ix
Hyland Software, Inc.
 Workflow
Table of Contents

View the Inbox of Another User ...............................................................................................................141

Determining What Queues an Item Is In ........................................................................................ 143
Determining the Status of Parent or Child Items ......................................................................... 144
Changing the Workflow Layout ....................................................................................................... 145
Arranging Panes ...............................................................................................................................................146
Click and Drag Pane Positioning .............................................................................................................147
Pinning ......................................................................................................................................................149
Primary Viewer and Secondary Viewer Tabs ..........................................................................................150
Managing User Group Layouts........................................................................................................................150
Reordering Tasks in the Workflow Ribbon .....................................................................................................153
Workflow User Options ..................................................................................................................... 155
General Options................................................................................................................................................156
Layout Options .................................................................................................................................................157
Workflow Startup Display Options ..................................................................................................................158
Persistent Workflow Filters .............................................................................................................................159
Document Workflow History ........................................................................................................... 159
Workflow Queues .............................................................................................................................................160
Workflow Transactions....................................................................................................................................160
Performing Tasks and Accessing Related Items Outside of Workflow ................................... 160
Entering Items into a Workflow ....................................................................................................... 161
Running System Tasks ........................................................................................................................ 163
Developer Tab ...................................................................................................................................... 164
Editing Keyword and Property Values at Debug Breakpoints .......................................................................165
Editing Keyword Values ...........................................................................................................................167
Editing Property Values ............................................................................................................................167
Editing Collection Properties ...................................................................................................................167
Adding Property Bag Entries ....................................................................................................................168
Deleting Property Bag Entries ..................................................................................................................169
Close the Workflow Layout .............................................................................................................. 169

CONFIGURATION MODULE WORKFLOW ADMINISTRATION

Administration ..................................................................................................................................... 171
Locks.................................................................................................................................................................171
Lock Configuration ...................................................................................................................................171
Adding and Removing a Document Type in a Workflow ...............................................................................173
Adding .......................................................................................................................................................173
Verification Reports ...........................................................................................................................173
Removing a Document Type ....................................................................................................................173
Configuring Related Documents .............................................................................................................173
Relating Documents by Document Handle with Folders ................................................................174
User Group Configuration for Workflow .........................................................................................................175
Copying Workflow Settings for User Groups ..........................................................................................176

OnBase 18
©2018
x
Hyland Software, Inc.
 Workflow
Table of Contents

Service Accounts ......................................................................................................................................177

Configure Life Cycles ...............................................................................................................................177
Granting a User Rights to Configure All Life Cycles ..................................................................178
Configure custom queries, VB scripts, folder and notes .......................................................................178
Assign or revoke rights to Custom Queries .....................................................................................178
Gain access to the Workflow inbox and workstation options ........................................................178
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-click menu out-
side of Workflow .......................................................................................................................................179
Change viewing privileges to life cycles and queues in the Workflow inbox .......................................179
Assign or revoke life Cycle privileges ...............................................................................................179
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ............................................180
Assign or revoke privileges to Ad hoc Tasks ...................................................................................180
Assign Web/API Tasks to a User Group: .........................................................................................180
Assign or revoke privileges to System Tasks ..................................................................................180
Assign/revoke System Tasks to/from Document Types ................................................................180
Grant Administrative Processing Privileges ...........................................................................................181
Granting Workflow Log Purging Privileges .............................................................................................181
Configuration Rights ........................................................................................................................................181
Importing Life Cycles .......................................................................................................................................182
Importing New Data .................................................................................................................................183
Resuming Saved Session .........................................................................................................................184
Conflict Resolution ...................................................................................................................................185
Understanding Conflicts ...................................................................................................................187
Life Cycle Conflicts ...................................................................................................................................187
Queue Conflicts ........................................................................................................................................188
Naming Conflicts Dialog Box ...................................................................................................................190
Resolving Document Type Conflicts .......................................................................................................191
Resolving User Form Conflicts ................................................................................................................192
Resolving Other Conflicts ........................................................................................................................193
Retesting Conflicts ...................................................................................................................................197
Custom Query Resolution ........................................................................................................................198
Creating Reports .......................................................................................................................................198
Saving Sessions .......................................................................................................................................199
Resolutions from File ...............................................................................................................................199
Orphaned Documents ..............................................................................................................................200
Post Import Activities ...............................................................................................................................201
Specifying the OnBase Client Interface Type .................................................................................................202
Configuring the Server for Use with the Core-Based OnBase Client Interface .....................................203
Setting Workflow to Initiate Upon Import .......................................................................................................203
Setting Workflow to Initiate Upon Re-indexing...............................................................................................204
Disabling the Autofill Prompt for the Re-Index Document Action.................................................................205
Managing Timers .............................................................................................................................................205
Keyword Locking in Workflow .........................................................................................................................206
Workflow Doctor...............................................................................................................................................206
Report Issues ............................................................................................................................................207

OnBase 18
©2018
xi
Hyland Software, Inc.
 Workflow
Table of Contents

Fix System Errors ......................................................................................................................................211

System Interaction .............................................................................................................................. 212
Database...........................................................................................................................................................212
Security .............................................................................................................................................................212
EDM Services....................................................................................................................................................213
Integration for Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, and Integration for Microsoft
Outlook 2016 ....................................................................................................................................................213
Office Business Application for 2010 .............................................................................................................214
OnBase Mobile Modules..................................................................................................................................214
Virtual Print Driver ............................................................................................................................................214

STUDIO - WORKFLOW CONFIGURATION

Overview ............................................................................................................................................... 215
Getting Started in Studio..................................................................................................................................215
Pre-Plan .....................................................................................................................................................215
Life Cycle and Queues ..............................................................................................................................215
Configuring Work, Tasks, and Timers .....................................................................................................216
Graphic Layout ..........................................................................................................................................216
Document Types, Keywords and Folders ...............................................................................................216
Assign Rights ............................................................................................................................................217
Test Your Workflow ..................................................................................................................................217
Flow Control Options .......................................................................................................................................217
Conditional Branching ..............................................................................................................................217
Looping .....................................................................................................................................................217
Breaking Execution ...................................................................................................................................217
Design Concepts ..............................................................................................................................................218
Queues that Create Output Files .............................................................................................................218
A --> B --> C .........................................................................................................................................218
Queues That Feed an External System ...................................................................................................218
A --> B --> C .........................................................................................................................................219
A --> Wait Queue --> B --> C ................................................................................................................219
Queue Recoverability ................................................................................................................................219
Performance Concepts ....................................................................................................................................219
Keyword Type Group ................................................................................................................................219
Performing Sub Functions Using Function Call Life Cycles ..................................................................220
Providing Constant Movement of Documents .......................................................................................220
Consolidating Work Loads .......................................................................................................................220
Setting Related Document Keyword Values ...........................................................................................221
Alternatives for Modifying Keywords ......................................................................................................221
Using E-Forms ..................................................................................................................................................222
Definitions.........................................................................................................................................................222
Actions ......................................................................................................................................................222
Action Types .............................................................................................................................................222
Ad Hoc User Task .....................................................................................................................................223

OnBase 18
©2018
xii
Hyland Software, Inc.
 Workflow
Table of Contents

Work Items ................................................................................................................................................223

Life Cycle ...................................................................................................................................................223
Notification ...............................................................................................................................................223
Property .....................................................................................................................................................223
Queue ........................................................................................................................................................223
Rules ..........................................................................................................................................................224
Rule Type ...................................................................................................................................................224
Task List ....................................................................................................................................................224
System Work ......................................................................................................................................224
User Work ...........................................................................................................................................225
Ad Hoc User Tasks ............................................................................................................................225
Web/API Tasks ..................................................................................................................................225
Timer Work .........................................................................................................................................225
System Task ......................................................................................................................................225
On Abort Task Lists ...........................................................................................................................226
Events .................................................................................................................................................226
Timers .......................................................................................................................................................226
Transitions ................................................................................................................................................226
User Form ..................................................................................................................................................227
User Work ..................................................................................................................................................227
Web/API Task ...........................................................................................................................................227
Workflow Document Security ..........................................................................................................................227
WorkView Security with Workflow ................................................................................................ 228
Launching OnBase Studio .................................................................................................................. 229
Connecting to Repositories ............................................................................................................... 229
Using Repositories in OnBase Studio.............................................................................................. 229
Searching the Repositories Pane ..................................................................................................... 229
Creating a Life Cycle ........................................................................................................................... 230
Types of Life Cycles .........................................................................................................................................230
Creating a Life Cycle for Documents ..............................................................................................................231
Creating a Life Cycle for Agenda Items, Meetings, Plan Review Projects, or External User Requests ......233
Creating a Life Cycle for Managed Folders ....................................................................................................236
Creating a Life Cycle for Message Items........................................................................................................239
Creating a Life Cycle for WorkView Objects...................................................................................................242
Canceling Item Creation ..................................................................................................................................245
Checking Life Cycles In and Out......................................................................................................................245
Checking In ...............................................................................................................................................245
Checking Out .............................................................................................................................................246
Studio Logging ..........................................................................................................................................246
Life Cycle General Options ..............................................................................................................................246
Configuring Life Cycles to Support Ownership ..............................................................................................248
Ownership and Coverage .........................................................................................................................249
Ownership and Load Balancing ...............................................................................................................249

OnBase 18
©2018
xiii
Hyland Software, Inc.
 Workflow
Table of Contents

Assigning User Groups to a Life Cycle............................................................................................................249

Assigning Document Types to a Life Cycle ....................................................................................................250
Assigning Managed Folder Types to a Life Cycle ..........................................................................................250
Assigning an Application Class to a Life Cycle ..............................................................................................251
Configuring a Life Cycle Icon...........................................................................................................................251
Password Protecting Life Cycle Configuration ..............................................................................................252
Copying Life Cycles..........................................................................................................................................255
Converting Life Cycles .....................................................................................................................................257
Creating Queues .................................................................................................................................. 258
Configuring Queues .........................................................................................................................................259
MRM Queue Options ................................................................................................................................265
Allowing Users to Override the Auto-Feed Setting .................................................................................266
Understanding Auto-Feed Locks .............................................................................................................266
Assigning User Groups to a Queue .................................................................................................................266
Assigning an Icon to a Queue..........................................................................................................................267
Advanced Options ............................................................................................................................................267
Work Folder ...............................................................................................................................................267
Portfolio Type ...........................................................................................................................................268
Default Template ......................................................................................................................................268
VB Script to Execute on Selected Document ..........................................................................................268
Inbox Refresh Rate (seconds) .................................................................................................................269
Sort Documents By ...................................................................................................................................270
User Privileges ..........................................................................................................................................270
Queue Monitoring ..............................................................................................................................271
Configuring Filter Options for a Queue ...........................................................................................................272
Configuring Filters for Life Cycles that Route Documents ....................................................................272
Use Only Selected Filters ..................................................................................................................273
Available Filters .................................................................................................................................273
Default Filter .......................................................................................................................................273
Display Filtered Document Count .....................................................................................................274
Configuring Filters for Life Cycles that Route WorkView Objects .........................................................274
Use Only Selected Filters ..................................................................................................................274
Available Filters .................................................................................................................................275
Default Filter .......................................................................................................................................275
Display Filtered Document Count .....................................................................................................275
Coverage Tab........................................................................................................................................ 275
Configuring a Load Balancing Queue .............................................................................................. 276
Configuring Members ......................................................................................................................................277
Configuring Users as Members ...............................................................................................................278
Configuring User Groups as Members ....................................................................................................279
Configuring Roles as Members ...............................................................................................................279
Load Balancing Queue Options .......................................................................................................................280
Allocated Percentage ...............................................................................................................................280
By Priority ..................................................................................................................................................281

OnBase 18
©2018
xiv
Hyland Software, Inc.
 Workflow
Table of Contents

In Order ......................................................................................................................................................282
Keyword Based .........................................................................................................................................282
Match Keyword to User Name .................................................................................................................284
Rules Based ..............................................................................................................................................285
Load Balancing Work ........................................................................................................................285
Shortest Queue .........................................................................................................................................285
Load Balancing Considerations for Institutional Databases .................................................................286
Creating Transitions ........................................................................................................................... 286
Creating Actions .................................................................................................................................. 287
Adding ...............................................................................................................................................................288
Configuring .......................................................................................................................................................288
Copying and Pasting Actions ..........................................................................................................................289
Creating Rules ...................................................................................................................................... 290
Adding ...............................................................................................................................................................290
Configuring .......................................................................................................................................................290
Copying and Pasting Rules..............................................................................................................................292
Reverting Changes to Actions and Rules .......................................................................................................293
Creating System Tasks ....................................................................................................................... 293
Copying and Pasting System Tasks ...............................................................................................................296
Creating Ad Hoc Tasks ....................................................................................................................... 297
Using an Existing Ad Hoc Task .......................................................................................................................299
Configuring Ad Hoc Task Lists........................................................................................................................300
Additional Task List Options ....................................................................................................................301
Password Protection ................................................................................................................................301
Configuring Shortcut Keys for Ad Hoc Tasks .........................................................................................302
Assigning User Groups to an Ad Hoc Task .............................................................................................303
Icon ............................................................................................................................................................303
Copying and Pasting Ad Hoc Tasks................................................................................................................304
Configuring Filter Rules for Ad Hoc Tasks .....................................................................................................304
Configuring .......................................................................................................................................................305
Copying and Pasting Rules..............................................................................................................................306
Adding a Task to the Ad Hoc Task List ..........................................................................................................307
Web/API Task Folder .......................................................................................................................................307
Creating Task Lists .............................................................................................................................. 308
Assigning User Groups to a Task List .....................................................................................................309
Icon ............................................................................................................................................................310
Adding a Task to the Task List........................................................................................................................310
Copying and Pasting Task Lists......................................................................................................................310
On Abort Task Lists..........................................................................................................................................310
Creating On Abort Tasks..................................................................................................................................311
Configuring On Abort Task Lists .....................................................................................................................311
Task Options.....................................................................................................................................................311
Help Text ...................................................................................................................................................312

OnBase 18
©2018
xv
Hyland Software, Inc.
 Workflow
Table of Contents

Break On ....................................................................................................................................................312
Continue Execution After Transition .......................................................................................................312
Additional Options ....................................................................................................................................312
Creating Shortcuts ...........................................................................................................................................313
Deleting Actions, Rules, Task Lists, or Timers ...............................................................................................313
Renaming Life Cycles, Queues, Actions, Rules, Task Lists, or Timers..........................................................314
Linked Actions, Rules, Task Lists, Tasks, and Timers ...................................................................................314
Creating Events.................................................................................................................................... 315
Queue Events....................................................................................................................................................316
Queue Event Categories ..................................................................................................................................317
Item Removed from Queue ......................................................................................................................317
Assignment Changed ...............................................................................................................................317
Ownership Changed .................................................................................................................................318
Watermark Limit Reached .......................................................................................................................318
Life Cycle Events ..............................................................................................................................................319
Life Cycle Event Categories .............................................................................................................................320
Item Removed from Life Cycle ................................................................................................................320
System Events ..................................................................................................................................................320
Creating System Events ...........................................................................................................................321
Configuring System Events ......................................................................................................................321
Mapping Properties ...........................................................................................................................321
Task List Options ...............................................................................................................................322
Break On .......................................................................................................................................322
Additional Options .......................................................................................................................322
Documentation ..................................................................................................................................322
Adding Tasks to Events ...................................................................................................................................323
Configuring Roles ................................................................................................................................ 324
Documentation Tab..........................................................................................................................................327
Generating Documentation for Life Cycles ................................................................................... 327
Creating Custom Templates for Documentation Generation ................................................... 331
Configuration Overview....................................................................................................................................331
Understanding Required Files ..................................................................................................................331
Understanding Tags .................................................................................................................................332
Understanding Fragments .......................................................................................................................332
Configuring Templates in Microsoft Word .....................................................................................................333
Configuring Table Fields ..........................................................................................................................333
Accessing Tag Information in OnBase Studio ...............................................................................................334
Configuring the Required XML File .................................................................................................................335
Installing the Template ....................................................................................................................................336
Life Cycle Graphical Layout .............................................................................................................. 336
Creating Queues in the Design View ...............................................................................................................337
Aligning Shapes in Design View ......................................................................................................................340
Creating Transitions.........................................................................................................................................341
Formatting Connectors ............................................................................................................................342

OnBase 18
©2018
xvi
Hyland Software, Inc.
 Workflow
Table of Contents

Formatting Line Thickness ......................................................................................................................343

Creating a Snapshot of the Design View ........................................................................................................344
Viewing Properties ...........................................................................................................................................344
Deleting and Renaming....................................................................................................................................344
Timers .................................................................................................................................................... 344
Creating a New Timer ......................................................................................................................................344
Configuring Legacy Timers ......................................................................................................................345
Configuring Execution Windows .......................................................................................................346
Configuring Unity Scheduler Timers .......................................................................................................346
Copying and Pasting Timers ....................................................................................................................347
Resetting the Cache after Editing Timers.......................................................................................................348
Converting Timers............................................................................................................................................348
Converting Legacy Timers .......................................................................................................................349
Converting Unity Scheduler Timers .........................................................................................................350
Managing Timers .............................................................................................................................................351
User Forms ............................................................................................................................................ 352
User Forms and the Workflow Property Bag ..................................................................................................353
User Forms in the Core-Based Workflow........................................................................................................354
Modify and Deleting User Forms.....................................................................................................................355
Finding References.............................................................................................................................. 355
Creation and Modification Logging ................................................................................................. 356
Adding, Moving, or Removing Work Items .................................................................................... 356
Creating Configuration Reports....................................................................................................... 361
User Group Rights ............................................................................................................................... 362
User Group Configuration for Workflow .........................................................................................................362
Copying Workflow Settings for User Groups ..........................................................................................363
Service Accounts ......................................................................................................................................364
Configure Life Cycles ...............................................................................................................................364
Granting a User Rights to Configure All Life Cycles ..................................................................364
Configure custom queries, VB scripts, folder and notes .......................................................................364
Assign or revoke rights to Custom Queries .....................................................................................364
Gain access to the Workflow inbox and workstation options ........................................................365
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-click menu out-
side of Workflow .......................................................................................................................................365
Change viewing privileges to life cycles and queues in the Workflow inbox .......................................365
Assign or revoke life Cycle privileges ...............................................................................................365
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ............................................366
Assign or revoke privileges to Ad hoc Tasks ...................................................................................366
Assign Web/API Tasks to a User Group: .........................................................................................366
Assign or revoke privileges to System Tasks ..................................................................................366
Assign/revoke System Tasks to/from Document Types ................................................................367
Grant Administrative Processing Privileges ...........................................................................................367
Granting Workflow Log Purging Privileges .............................................................................................367

OnBase 18
©2018
xvii
Hyland Software, Inc.
 Workflow
Table of Contents

Workflow Doctor ................................................................................................................................ 368

Defining Doctor Options ..................................................................................................................................368
Doctor Results ..................................................................................................................................................368
Exporting Doctor Results .................................................................................................................................370
Configuring Window Titles ............................................................................................................... 371
Configuring Window Titles Definitions ...........................................................................................................371
Configuring Global Window Titles...................................................................................................................373
Configuring Life Cycle and Queue Window Titles ..........................................................................................374
Comparing Workflow Repository Tree Items ............................................................................... 374
Navigating Differences Found.........................................................................................................................376
Creating a Report of Differences.....................................................................................................................377
Displaying Item Differences ............................................................................................................................377
Configuring Web Services ................................................................................................................. 379
Interface Translations ........................................................................................................................ 380
Export and Import Considerations .................................................................................................. 380
Exporting Life Cycles .......................................................................................................................................380
Importing...........................................................................................................................................................384
Orphaned Items ........................................................................................................................................388
Configuration Troubleshooting........................................................................................................ 390
Debug Breakpoints...........................................................................................................................................390
Editing Keyword and Property Values at Debug Breakpoints ................................................................391
Step Debug, Trace Window, and Trace to File................................................................................................391
Disable Rules and Actions ...............................................................................................................................391
Generate Reports .............................................................................................................................................391
Configuration Report ................................................................................................................................391
List Contents Report .................................................................................................................................391
Notes, Redactions, Burned Markups, and Deficiencies on Documents with Overlays ................................392

STUDIO - WORKFLOW ACTIONS

Considerations for Actions ............................................................................................................... 394
User Interaction ................................................................................................................................................394
Keywords ..........................................................................................................................................................394
Properties .........................................................................................................................................................395
Finding Actions .................................................................................................................................... 396
Agenda Manager Category................................................................................................................ 396
Set Property from Field ....................................................................................................................................397
Set Value ...........................................................................................................................................................398
Application Automator Category .................................................................................................... 400
Get Storyboard Result ......................................................................................................................................400
Run Storyboard.................................................................................................................................................401
Approvals Category ............................................................................................................................ 402

OnBase 18
©2018
xviii
Hyland Software, Inc.
 Workflow
Table of Contents

Add Approver at Current Level ........................................................................................................................402

Add Auto Approved User .................................................................................................................................403
Approve/Reject Item ........................................................................................................................................403
Assign First Approvers.....................................................................................................................................404
Custom Approval Log Entry.............................................................................................................................405
Escalate Expired Approvals .............................................................................................................................407
Remove Item from Approval Process.............................................................................................................408
Replace Approval Status at Current Level ......................................................................................................408
Replace Approval User.....................................................................................................................................409
Send Item to Previous Approval Level ............................................................................................................410
Send Reminder Notifications...........................................................................................................................410
Set Property to Approval Users .......................................................................................................................411
Biometric Scanning Category ........................................................................................................... 412
Display Biometric Scanner...............................................................................................................................412
Document Category ............................................................................................................................ 415
Add Document to Active Medical Form Packet .............................................................................................415
Add Document to Gateway Caching Server ...................................................................................................415
Add Document to New Medical Form Packet ................................................................................................416
Add Document to Scan Queue Process..........................................................................................................417
Assign Document to Reading Group...............................................................................................................417
Attach Document to Patient/Chart .................................................................................................................418
Auto-Folder Document.....................................................................................................................................419
Setting Document Types to Auto-Folder in Workflow ............................................................................419
Burn Redaction Notes ......................................................................................................................................420
Check In Document ..........................................................................................................................................421
Check Out Document .......................................................................................................................................421
Complete Medical Form Packet......................................................................................................................422
Copy Document ................................................................................................................................................422
Usage Considerations ..............................................................................................................................423
Create Discussion Thread ...............................................................................................................................424
Create Document from Document Template .................................................................................................424
Create E-Form Child Work Items .....................................................................................................................425
Create Note.......................................................................................................................................................427
Create or Update Agenda Item From Document............................................................................................432
Create PDF/TIFF File........................................................................................................................................434
Create Release of Information Request..........................................................................................................436
Request Information Tab ..................................................................................................................436
Patient Information Tab ....................................................................................................................436
Requester Information Tab ...............................................................................................................437
Create SAP Work Item .....................................................................................................................................437
Create WorkView Object from this Document ...............................................................................................438
Delete Document..............................................................................................................................................440
Delete Note .......................................................................................................................................................440
Display Document ............................................................................................................................................441

OnBase 18
©2018
xix
Hyland Software, Inc.
 Workflow
Table of Contents

Display Folder for Document ...........................................................................................................................442

Display Medical Record Chart Pop..................................................................................................................443
Exclude from Document Retention .................................................................................................................443
Export to Network Location.............................................................................................................................443
Document Tab ..........................................................................................................................................445
Index File Tab ............................................................................................................................................446
Feedback to Revenue Cycle Management .....................................................................................................448
Generate Document Packet.............................................................................................................................451
Import Document .............................................................................................................................................454
Options Tab ...............................................................................................................................................456
Using this Action with WorkView .............................................................................................................457
Mark As Ready for Document Transfer ..........................................................................................................458
Place Hold on Managed Folder .......................................................................................................................458
Post Event on Managed Folder .......................................................................................................................459
Print Batch ........................................................................................................................................................460
Print Document.................................................................................................................................................462
Purge Document...............................................................................................................................................464
Push Document into Cache .............................................................................................................................465
Queue Document for OCR................................................................................................................................465
Re-Index Document ..........................................................................................................................................466
Reload Item.......................................................................................................................................................470
Reload Keywords..............................................................................................................................................470
Remove Document from Reading Group ........................................................................................................470
Remove Document from All Medical Form Packets......................................................................................471
Remove Exclusion from Document Retention ...............................................................................................471
Remove Hold on Managed Folder...................................................................................................................471
Render Statement.............................................................................................................................................472
Run Script..........................................................................................................................................................472
Send Document Event......................................................................................................................................473
Send Document to Secure Package ...............................................................................................................473
Send Item to Pocket.........................................................................................................................................474
Set Document Type..........................................................................................................................................474
Set Folder and Template..................................................................................................................................476
Set Related Item’s Priority to This Item’s Priority...........................................................................................477
Set Text Encoding ............................................................................................................................................478
Sign Document .................................................................................................................................................478
Split Document .................................................................................................................................................479
Stamp Version ..................................................................................................................................................480
Update Document Name .................................................................................................................................481
Update Document Retention Status................................................................................................................481
Update WorkView Object .................................................................................................................................482
Upload to DocuSign..........................................................................................................................................484
EIS Messaging Category ..................................................................................................................... 485
Add Message Item to Other Life Cycle ...........................................................................................................485
Apply Mapping to Message Item ....................................................................................................................486

OnBase 18
©2018
xx
Hyland Software, Inc.
 Workflow
Table of Contents

General Tab ..................................................................................................................................486

Related Tab ..................................................................................................................................486
Apply Transformation to Message Item.........................................................................................................487
Apply XPath to Message Item .........................................................................................................................488
Call LOB Broker Operation ...............................................................................................................................488
Call SOAP Service.............................................................................................................................................489
General Tab ..................................................................................................................................489
Options Tab..................................................................................................................................490
Publish Message to EIS Message Broker.......................................................................................................490
General Tab ..................................................................................................................................491
Related Tab ..................................................................................................................................492
Save Message Item as a Document ...............................................................................................................493
General Tab ..................................................................................................................................493
Document Details Tab .................................................................................................................494
Send Published Message to LOB Broker ........................................................................................................495
Serialize Object to XML Message ...................................................................................................................496
General Tab ..................................................................................................................................496
Related Tab ..................................................................................................................................497
Set Active Container Item ................................................................................................................................497
Set Message Item Response...........................................................................................................................498
Set Properties from Message Item .................................................................................................................498
Split Message Item Into Child Work Items .....................................................................................................500
Electronic Plan Review Category .................................................................................................... 501
Log Event ..........................................................................................................................................................502
Open/Close Project ..........................................................................................................................................507
Set Property from Field ....................................................................................................................................507
Set Value ...........................................................................................................................................................508
Email Category ..................................................................................................................................... 509
Create Document from Email ..........................................................................................................................509
Create Documents from Attachments............................................................................................................510
Remove Attachments from Email ...................................................................................................................511
Set Property from Email Metadata..................................................................................................................512
External Access Category .................................................................................................................. 514
Create External User ........................................................................................................................................515
Set Property to Field.........................................................................................................................................515
Set Security Keyword .......................................................................................................................................515
Set User Group .................................................................................................................................................516
Set Value ...........................................................................................................................................................516
Foldering Category ............................................................................................................................. 517
Transition to Final Disposition ........................................................................................................................517
Forms Category.................................................................................................................................... 517
Create E-Form...................................................................................................................................................517
Mapping Keyword Types with Constant Values or Properties ..............................................................518
Inherit Keywords Tab ...............................................................................................................................521

OnBase 18
©2018
xxi
Hyland Software, Inc.
 Workflow
Table of Contents

Incremental Parallel Upgrade Process (IPUP) Environmental Considerations ....................................522

Interaction with E-Forms in Workflow.............................................................................................................523
Keyword Validation in OnBase ................................................................................................................523
Create Form ......................................................................................................................................................524
Mapping Keyword Types with Constant Values or Properties ..............................................................524
Inherit Keywords Tab ...............................................................................................................................525
Image Form Tab .......................................................................................................................................527
Incremental Parallel Upgrade Process (IPUP) Environmental Considerations ....................................527
Display E-Form for Input ..................................................................................................................................528
Display Form for Input .....................................................................................................................................529
Display HTML Form .........................................................................................................................................530
Using Multi-Instance Keyword Type Groups ...........................................................................................533
Display HTML Form (Unity Form)....................................................................................................................533
Keyword Category .............................................................................................................................. 535
Add Keyword.....................................................................................................................................................535
Add Keyword Record........................................................................................................................................536
Autofill Keyword Set.........................................................................................................................................538
Compare and Copy Keyword Records for This and Related Items...............................................................541
Copy Keyword...................................................................................................................................................543
Copy Keyword from Related Item ...................................................................................................................544
Copy Keyword Record......................................................................................................................................545
Copy Keyword Records from Related Item.....................................................................................................548
Copy Keyword Records to Related Item .........................................................................................................551
Copy Keyword to Related Item ........................................................................................................................554
Copy Keywords from/to Related Item ............................................................................................................555
Options ......................................................................................................................................................555
Create Autofill Record......................................................................................................................................558
Delete All Keywords of Certain Type...............................................................................................................559
Delete Autofill Record .....................................................................................................................................559
Delete Keyword.................................................................................................................................................560
Delete Keyword Record....................................................................................................................................561
Increment/Decrement Keyword ......................................................................................................................563
Keyword Record - Begin...................................................................................................................................564
Keyword Record - End ......................................................................................................................................565
Modify Keyword Record...................................................................................................................................566
Replace Keyword..............................................................................................................................................569
Using This Action With Multi-Instance Keyword Type Groups ..............................................................570
Set Autofill Value ..............................................................................................................................................571
Set Autofill Value From Keyword ....................................................................................................................572
Set Entry to Queue Date Equal to Autofill Value.............................................................................................572
Set Entry to Queue Date Same as Keyword....................................................................................................573
Set Keyword Same as Entry to Queue Date....................................................................................................573
Set Keyword to User Name..............................................................................................................................574
Set Keyword Value from Autofill Value...........................................................................................................574
Set Related Document’s Keyword Equal to This Document’s Keyword .......................................................575

OnBase 18
©2018
xxii
Hyland Software, Inc.
 Workflow
Table of Contents

Set This Document’s Keyword Equal to Related Document’s Keyword .......................................................575

Store Related Item Count in Keyword .............................................................................................................576
Medical Records Category ................................................................................................................ 576
Set Analysis or Coding Complete for Chart....................................................................................................576
Notifications Category ....................................................................................................................... 578
Set Notification Recipients to Property ..........................................................................................................578
Property Category .............................................................................................................................. 578
Copy Property ...................................................................................................................................................578
Copy Property to/from Form Field ..................................................................................................................580
Increment/Decrement Property Value ............................................................................................................581
Set Entry to Queue Date Same As Property Value .........................................................................................581
Set Keyword from Property Value ...................................................................................................................582
Set Multiple Property Values ...........................................................................................................................584
Set Property to Expression ..............................................................................................................................589
Supported Operators .........................................................................................................................590
Functions ............................................................................................................................................590
Testing Expressions ..........................................................................................................................600
Set Property Value............................................................................................................................................601
Set Property Value from Keyword Record ......................................................................................................607
Store Related Item Count in Property .............................................................................................................610
Submit Report Capture Batch..........................................................................................................................610
Submit Report Capture Batch for Inpatients ..................................................................................................611
SharePoint Category .......................................................................................................................... 612
Add Document to Content Source ..................................................................................................................612
Create Subsite ..................................................................................................................................................612
System Category.................................................................................................................................. 615
Add Item to Other Life Cycle............................................................................................................................615
Add Document to ShareBase Folder...............................................................................................................616
Folder Path Configuration .................................................................................................................617
Folder Name .......................................................................................................................................617
Add to Mobile Briefcase ..................................................................................................................................618
Assign Ownership ............................................................................................................................................618
Assign to User ..................................................................................................................................................619
Prompt Tab ...............................................................................................................................................623
Break Processing .............................................................................................................................................624
Upgrading from a Previous Version ........................................................................................................626
Call WCF Service ..............................................................................................................................................626
Testing the Web Service ..........................................................................................................................632
Options Tab ...............................................................................................................................................633
Authentication Tab ...................................................................................................................................634
Call Web Service...............................................................................................................................................634
Testing the Web Service ..........................................................................................................................640
Options Tab ...............................................................................................................................................641
Proxy Tab ..................................................................................................................................................642

OnBase 18
©2018
xxiii
Hyland Software, Inc.
 Workflow
Table of Contents

Authentication Tab ...................................................................................................................................642

Available Protocols ..................................................................................................................................642
Call Web Service using MS SOAP Toolkit.......................................................................................................643
Cancel Report Capture Batch ..........................................................................................................................643
Compose Document ........................................................................................................................................644
Create Batch .....................................................................................................................................................646
Create Collaboration Workspace ....................................................................................................................646
Create ShareBase Folder .................................................................................................................................647
General Tab ...............................................................................................................................................647
Parent Folder Configuration ..............................................................................................................647
New Folder Name ..............................................................................................................................648
Indexing Tab .............................................................................................................................................649
Custom Log Entry.............................................................................................................................................651
Delete All Child Work Items .............................................................................................................................652
Delete ShareBase Folder .................................................................................................................................653
Folder Path Configuration .................................................................................................................653
Folder Name .......................................................................................................................................653
Display Message Box.......................................................................................................................................654
Display URL.......................................................................................................................................................656
Enable/Disable Workflow Trace......................................................................................................................658
Execute Program..............................................................................................................................................658
Promote Disk Group.........................................................................................................................................660
Queue IHE Message.........................................................................................................................................660
Purge Cache .....................................................................................................................................................661
Rebalance Item.................................................................................................................................................661
Rebalance Queue .............................................................................................................................................662
Refresh Display.................................................................................................................................................662
Remove from Mobile Briefcase.......................................................................................................................663
Remove Item from All Life Cycles ...................................................................................................................663
Remove Item from Life Cycle ..........................................................................................................................664
Remove Ownership ..........................................................................................................................................665
Remove User Assignment ...............................................................................................................................666
Run Unity Script ................................................................................................................................................669
Send HL7 Message ..........................................................................................................................................670
Sending Text Transcriptions ....................................................................................................................673
Sending WorkView Attributes ..................................................................................................................674
Send Web Request ...........................................................................................................................................674
Protocols ...................................................................................................................................................676
Options Tab ...............................................................................................................................................683
Proxy Tab ..................................................................................................................................................684
Authentication Tab ...................................................................................................................................684
Send Notification..............................................................................................................................................684
General Tab ...............................................................................................................................................685
Tracking Tab .............................................................................................................................................687
Set Child Work Item as Complete ...................................................................................................................687

OnBase 18
©2018
xxiv
Hyland Software, Inc.
 Workflow
Table of Contents

Set Portfolio and Template..............................................................................................................................688

Set Priority on Item...........................................................................................................................................688
Set Property to ShareBase Notification Link ..................................................................................................689
Folder Path Configuration .................................................................................................................690
Folder Name .......................................................................................................................................690
Link Expiration ...................................................................................................................................690
Transition Item .................................................................................................................................................691
Unlink Master Patient Index Number ..............................................................................................................692
Unlink Medical Record Number.......................................................................................................................693
Unlink Medical Record Number (Legacy) .......................................................................................................695
WorkView Category ........................................................................................................................... 695
Add to Display Message ..................................................................................................................................695
Close Object .....................................................................................................................................................696
Create New Object ...........................................................................................................................................696
Create Object Association ...............................................................................................................................698
Delete Object ....................................................................................................................................................699
Display WorkView Object.................................................................................................................................700
Display WorkView Object for Input..................................................................................................................700
Log Event on Object .........................................................................................................................................701
Field value ..........................................................................................................................................701
Related Filters ....................................................................................................................................701
System date/time ..............................................................................................................................702
Current user .......................................................................................................................................702
Workflow property .............................................................................................................................702
Modify Object Class .........................................................................................................................................702
Send WorkView Notification............................................................................................................................702
Custom/Dynamic Notification Options ...................................................................................................703
Field value ..........................................................................................................................................703
Related Filters ....................................................................................................................................703
System date/time ..............................................................................................................................703
Current user .......................................................................................................................................703
Workflow property .............................................................................................................................703
Users ...................................................................................................................................................704
Groups ................................................................................................................................................704
Adding Attachments ................................................................................................................................704
Set Attribute Value(s).......................................................................................................................................705
Set Multiple Property Values from WorkView ................................................................................................705
Functions ..................................................................................................................................................706
Macros ......................................................................................................................................................714
Supported Operators ................................................................................................................................714
Set Filter Options..............................................................................................................................................715
Set Property From Attribute.............................................................................................................................716
Field value ..........................................................................................................................................716
Related Filters ....................................................................................................................................717
System date/time ..............................................................................................................................717

OnBase 18
©2018
xxv
Hyland Software, Inc.
 Workflow
Table of Contents

Current user .......................................................................................................................................717

Workflow property .............................................................................................................................717
Suppress Screen Action...................................................................................................................................717
Related Tab ........................................................................................................................................... 718
Related Tab for Unity Life Cycles ....................................................................................................................718
Related Tab ...............................................................................................................................................718
Related Tab for Standard Life Cycles .............................................................................................................718
Related Tab ...............................................................................................................................................718
Last Execution Result Behavior for Related Items ...................................................................... 721
Records Management’s Effect on the Last Execution Result .................................................... 721
Document Category ..................................................................................................................................722
Keyword Category ....................................................................................................................................722
Property Category .....................................................................................................................................722
System Category ......................................................................................................................................722
Document Category ..................................................................................................................................723
Keyword Category ....................................................................................................................................723
Configuring Life Cycles Compatible with versions 11.0 and Earlier ........................................ 723

STUDIO - WORKFLOW RULES

Considerations for Rules ................................................................................................................... 725
Finding Rules ........................................................................................................................................ 725
Application Automator Category .................................................................................................... 726
Check Storyboard Status .................................................................................................................................726
Agenda Manager Category................................................................................................................ 727
Check Field Value.............................................................................................................................................727
Related Entity Exists.........................................................................................................................................730
Approvals Category ............................................................................................................................ 732
Check Item Approval Level ..............................................................................................................................732
Check Item Approval Status ............................................................................................................................732
Check User Approval Status ............................................................................................................................733
Item in Approval Process.................................................................................................................................733
Document Category ............................................................................................................................ 734
Active Medical Form Packet Exists for Chart Document ..............................................................................734
Check Chart Data on This Chart ......................................................................................................................735
Check Date Data on This Chart .......................................................................................................................737
Check Document File Format ..........................................................................................................................738
Check Document Tracking Status...................................................................................................................739
Check Document Type.....................................................................................................................................740
Check Document Type Group..........................................................................................................................741
Check External Report Capture Status............................................................................................................741
Check for Patient/Chart ...................................................................................................................................742
Check Priority on Item......................................................................................................................................743

OnBase 18
©2018
xxvi
Hyland Software, Inc.
 Workflow
Table of Contents

Check Text Encoding .......................................................................................................................................743

Document Assigned to Reading Group...........................................................................................................744
Document Exists Within Medical Form Packet ..............................................................................................744
Document Type Exists on This Chart..............................................................................................................744
Document Was Signed by the User.................................................................................................................745
DocuSign Envelope Completed .......................................................................................................................745
Executed In .......................................................................................................................................................746
Note Exists........................................................................................................................................................746
Related Folder Contains Documents ..............................................................................................................746
Run Script..........................................................................................................................................................747
Signature Is Valid on Document......................................................................................................................747
Signature Is Valid on Form ..............................................................................................................................748
WorkView Object Exists ...................................................................................................................................748
EIS Messaging Category ..................................................................................................................... 749
Check Published Message Complete .............................................................................................................749
General Tab ..................................................................................................................................750
Response Handling Tab ..............................................................................................................750
Compare Message Item Type .........................................................................................................................751
Email Category ..................................................................................................................................... 752
Attachment Exists ............................................................................................................................................752
Electronic Plan Review Category .................................................................................................... 752
Check Field Value.............................................................................................................................................752
Related Entity Exists.........................................................................................................................................754
Keyword Category .............................................................................................................................. 756
Autofill Row Exists ...........................................................................................................................................756
Check Autofill Value .........................................................................................................................................756
Check Date Autofill Value ................................................................................................................................758
Check Date Keyword ........................................................................................................................................760
Check Keyword Value ......................................................................................................................................762
Compare Keyword Records for This and Related Item..................................................................................764
Compare Keyword Values for This and Related Document ..........................................................................765
Compare Two Keywords..................................................................................................................................766
Keyword Record Exists ....................................................................................................................................767
Keyword Value Exists.......................................................................................................................................769
Notifications Category ....................................................................................................................... 770
Check Notification Complete ..........................................................................................................................770
Property Category .............................................................................................................................. 770
Check Date Property Value ..............................................................................................................................770
Check Property Value.......................................................................................................................................773
Compare Two Properties.................................................................................................................................774
Property Exists .................................................................................................................................................775
System Category.................................................................................................................................. 775
Audit Sample ....................................................................................................................................................775

OnBase 18
©2018
xxvii
Hyland Software, Inc.
 Workflow
Table of Contents

Check Child Work Item Status.........................................................................................................................776

Check Content Type .........................................................................................................................................776
Check Item Count for Queue ...........................................................................................................................776
Check Last Execution Result ...........................................................................................................................777
Check Ownership .............................................................................................................................................777
DLL Exit Call......................................................................................................................................................778
Evaluate Expression .........................................................................................................................................778
Supported Operators .........................................................................................................................779
Functions ............................................................................................................................................779
Testing Expressions ..........................................................................................................................789
Has Child Work Items ......................................................................................................................................790
Is Child Work Item ............................................................................................................................................791
Is First or Last Item ..........................................................................................................................................791
Is User in User Group or Role...........................................................................................................................791
Item Assigned to User......................................................................................................................................792
Item Has Been in Life Cycle.............................................................................................................................793
Item Has Been in Queue ..................................................................................................................................793
Item in Particular Life Cycle.............................................................................................................................794
Item in Particular Queue ..................................................................................................................................794
Item in Workflow ..............................................................................................................................................795
Item Has Been Owned Longer Than ...............................................................................................................795
Prompt User with Question Box ......................................................................................................................796
Symbols Used ....................................................................................................................................796
Related Item Does Not Exist............................................................................................................................799
Related Item Exists ..........................................................................................................................................799
Run Unity Script ................................................................................................................................................800
WorkView Category ........................................................................................................................... 801
Check Attribute Value ......................................................................................................................................801
Check Object Class ..........................................................................................................................................802
Data Set Contains.............................................................................................................................................803
Object Is New ...................................................................................................................................................804
Related Tab ........................................................................................................................................... 804
Related Tab for Unity Life Cycles ....................................................................................................................804
Related Tab ...............................................................................................................................................804
Related Tab for Standard Life Cycles .............................................................................................................805
Related Tab ...............................................................................................................................................805
Configuring Life Cycles Compatible with versions 11.0 and Earlier ........................................ 808

STUDIO - NOTIFICATIONS
Configuring Notifications .................................................................................................................. 809
Configuration Overview....................................................................................................................................809
Creating New Notifications .............................................................................................................................810
Checking Notifications In and Out ..................................................................................................................813

OnBase 18
©2018
xxviii
Hyland Software, Inc.
 Workflow
Table of Contents

Checking In ...............................................................................................................................................814
Checking Out .............................................................................................................................................814
Configuring the Subject ...................................................................................................................................814
Archived Notifications .....................................................................................................................................816
Archived Notifications Keyword Types ...................................................................................................817
Configuring Archived Notifications .........................................................................................................818
Configuring Recipients.....................................................................................................................................819
Configuring Settings ........................................................................................................................................821
Cut, Copy, and Paste in Notifications..............................................................................................................822
Creating Content for Plain Text Notifications ................................................................................................823
Creating Content for Formatted Notifications ...............................................................................................823
Inserting an Image ....................................................................................................................................823
Formatting Text ........................................................................................................................................824
Font .....................................................................................................................................................824
Size .....................................................................................................................................................824
Font Color ...........................................................................................................................................824
Style ....................................................................................................................................................825
Alignment ...........................................................................................................................................825
Indentation .........................................................................................................................................826
List Styles ...........................................................................................................................................826
Page Color ................................................................................................................................................827
Tables ........................................................................................................................................................828
Inserting a Table ................................................................................................................................828
Drawing a Table .................................................................................................................................828
Creating a Custom Table ..................................................................................................................828
Resizing a Table .................................................................................................................................829
Deleting Table Content ......................................................................................................................830
Deleting Tables ..................................................................................................................................830
Hyperlinks .................................................................................................................................................830
Inserting a Hyperlink ..........................................................................................................................830
Editing a Hyperlink .............................................................................................................................832
Configuring Tokens..........................................................................................................................................833
Formatting Upop Links .............................................................................................................................836
Splitting the Editor Pane ..................................................................................................................................836
Reverting Changes to Notifications ................................................................................................................838
Converting Plain Text Notifications to Formatted Notifications...................................................................838
Editing an Existing Notification .......................................................................................................................839
Renaming a Notification ..........................................................................................................................839
Generating a Test Notification ........................................................................................................................839
Publishing a Formatted Notification ...............................................................................................................840
Using Versions of a Formatted Notification ...........................................................................................841
Spell Check .......................................................................................................................................................844
Supported Dictionaries .............................................................................................................................844
Notification Shortcuts......................................................................................................................................845

OnBase 18
©2018
xxix
Hyland Software, Inc.
 Workflow
Table of Contents

STUDIO ADMINISTRATION
Overview ............................................................................................................................................... 846
Connecting to Repositories ............................................................................................................... 846
Refreshing Repositories...................................................................................................................................849
Expanding and Collapsing Items in the Repository Pane ..............................................................................850
Viewing Items in the Designer Pane ...............................................................................................................850
Unity Projects....................................................................................................................................... 851
Creating a Unity Script Project ........................................................................................................................851
Unity Script Project Properties ................................................................................................................855
References Tab ..................................................................................................................................855
Properties Tab ...................................................................................................................................855
Versions Tab ......................................................................................................................................855
Permissions Tab ................................................................................................................................855
Creating a Unity Library Project.......................................................................................................................856
Unity Library Project Properties ...............................................................................................................857
References Tab ..................................................................................................................................858
Versions Tab ......................................................................................................................................858
Permissions Tab ................................................................................................................................858
Opening an Existing Unity Project ...................................................................................................................858
Managing Unity Projects..................................................................................................................................859
Configuring the Default Diagnostic Level for a Unity Script ..................................................................860
Monitoring Unity Project Usage ...............................................................................................................860
Monitoring Unity Script Performance Statistics .....................................................................................862
Clearing Script Performance Statistics ...................................................................................................862
Deleting Unity Projects .............................................................................................................................863
Recovering a Deleted Unity Project .........................................................................................................863
Exporting a Unity Script or Unity Library .................................................................................................863
Exporting an Assembly ............................................................................................................................865
Unity Integrations ............................................................................................................................... 867
Creating a New Integration..............................................................................................................................868
Unity Integration Properties .....................................................................................................................870
Renaming an Integration .................................................................................................................................870
Deleting an Integration.....................................................................................................................................870
Reactivating a Deleted Integration ..................................................................................................................871
Configuring Portfolio Types.............................................................................................................. 872
Configuring Portfolio Relations .......................................................................................................................873
Wizard Options .........................................................................................................................................875
Relating Documents to Documents .................................................................................................875
Configuring a Document Type Relationship ..............................................................................877
Configuring a Workflow Filter Relationship ...............................................................................880
Relating Documents to Entity Items .................................................................................................882
Relating Documents to WorkView Objects ......................................................................................883
Custom Keyword Type Mapping ......................................................................................................887

OnBase 18
©2018
xxx
Hyland Software, Inc.
 Workflow
Table of Contents

Relating Entity Item to Documents ...................................................................................................888

Relating Message Items to Documents ...........................................................................................892
Relating Message Items to WorkView Objects ...............................................................................895
Relating WorkView Objects to Documents ......................................................................................897
Relating WorkView Objects to WorkView Objects ...........................................................................901
Creating Portfolio Types ..................................................................................................................................909
Searching in Studio.............................................................................................................................. 912
Search Options .................................................................................................................................................913
Search Results..................................................................................................................................................915
Exporting Search Results .........................................................................................................................916
Output Tab ............................................................................................................................................ 916
Shortcuts ............................................................................................................................................... 916
The Reset Server Cache Button ....................................................................................................... 917
Studio Options ..................................................................................................................................... 917
General ..............................................................................................................................................................918
Doctor................................................................................................................................................................918
Workflow...........................................................................................................................................................920
Action/Rule Categories....................................................................................................................................922
WorkView ..........................................................................................................................................................923
Script Editors ....................................................................................................................................................923
Managing Locks ................................................................................................................................... 924
Output Window ................................................................................................................................... 925
Controlling the Interface Display .................................................................................................... 925
Using the Quick Access Toolbar ....................................................................................................... 926
Spell Check .......................................................................................................................................................927

STUDIO - ITEM GENERATORS

Configuring Item Generators ............................................................................................................ 930
Creating Generators .........................................................................................................................................931
Creating Generator Sets ..................................................................................................................................943
Executing Generators and Generator Sets .....................................................................................................946
Administrating Generator Batches ..........................................................................................................946

EXPORTING AND IMPORTING CONFIGURATIONS

Exporting ............................................................................................................................................... 948
Export Considerations......................................................................................................................................949
Exporting a Configuration ................................................................................................................................949
Importing ............................................................................................................................................... 955
Import Considerations .....................................................................................................................................955
Importing a Configuration................................................................................................................................956
Auto Resolution .................................................................................................................................971

OnBase 18
©2018
xxxi
Hyland Software, Inc.
 Workflow
Table of Contents

Save and Load Decisions ..................................................................................................................972

Save Decisions.............................................................................................................................972
Load Decisions ............................................................................................................................972

ORG CHARTS AND CALENDARS

Org Chart Concepts..........................................................................................................................................973
Product Rights ..................................................................................................................................................974
Configuring an Org Chart .................................................................................................................................974
Creating Roles ..........................................................................................................................................979
Assigning a Role to an Employee ............................................................................................................983
Calendar Concepts...........................................................................................................................................983
Business Calendars ..................................................................................................................................983
Shift Calendars .........................................................................................................................................984
Coverage Queue .......................................................................................................................................984
Business Days ..........................................................................................................................................984
Configuring Calendars .....................................................................................................................................985
Configuring the Business Calendar .........................................................................................................985
Configuring Holidays ................................................................................................................................987
Configuring User Calendars .....................................................................................................................988
Configuring Users to Modify Calendars ..................................................................................................991
Copying Calendars ...........................................................................................................................................991
Org Charts and Calendars in Studio Workflow Configuration .......................................................................992
Assigning an Org Chart ............................................................................................................................992
Assigning Queue Coverage ......................................................................................................................993
Configuring Calendars and Org Charts in Institutional Databases .......................................................995
Calendar Usage in the Client ...........................................................................................................................995

WORKFLOW INSTALLATION
Requirements ....................................................................................................................................... 997
Client Module Supported Operating Systems ................................................................................................997
Microsoft Visual C++ Requirements ...............................................................................................................998
Microsoft .NET Framework Requirements .....................................................................................................998
Client Retrieval Workstation Hardware Requirements ..................................................................................998
Databases Supported ......................................................................................................................................999
Microsoft SQL Server ...............................................................................................................................999
Oracle ......................................................................................................................................................1000
SAP SQL Anywhere ................................................................................................................................1000
Database/File Servers....................................................................................................................................1001
Database Client / Server Version Compatibility ...........................................................................................1001
Third-Party Software Compatibility ...............................................................................................................1002
About Virtual Environments...........................................................................................................................1002
64-Bit Support Statement ..............................................................................................................................1002
Windows User Account Control Statement ..................................................................................................1003

OnBase 18
©2018
xxxii
Hyland Software, Inc.
 Workflow
Table of Contents

Modifying Configuration Files ...............................................................................................................1003

Licensing.........................................................................................................................................................1003
Pre-Installation ..................................................................................................................................1003
Installation ..........................................................................................................................................1004
Sending Notifications using Outlook 2003...................................................................................................1004
Sending Notifications Using the Hyland Distribution Service .....................................................................1004
Using the Core-Based OnBase Client Interface............................................................................................1005
Application Server Overview..........................................................................................................................1005
Defining the Application Server .............................................................................................................1005
Workflow Web.config Settings ......................................................................................................................1006
Viewer Vars .............................................................................................................................................1007
Workflow Unity Client Configuration File Settings .......................................................................................1008
Command Line Switches and .ini Settings ....................................................................................1010
Command Line Switches ...............................................................................................................................1010
INI File .............................................................................................................................................................1010
Previous File Location/File Name .........................................................................................................1010
Location ..................................................................................................................................................1011
INI Considerations in a Citrix and Microsoft Windows Remote Desktop Environment .....................1011
Editing the INI File ...................................................................................................................................1012
INI File Settings ..............................................................................................................................................1013
Backup/Recovery ..............................................................................................................................1019
Backup ............................................................................................................................................................1019
Configuration ..........................................................................................................................................1019
Registry Settings .....................................................................................................................................1020
External Files ...........................................................................................................................................1020
Recovery .........................................................................................................................................................1020
Configuration ..........................................................................................................................................1020
External Files ...........................................................................................................................................1020
Module related .INI Options ...................................................................................................................1020
Web.config ..............................................................................................................................................1020
Troubleshooting ................................................................................................................................1020
Queue Logging ...............................................................................................................................................1020
Purge .......................................................................................................................................................1021
Restricted Purge .....................................................................................................................................1021
Timers .............................................................................................................................................................1021
Unavailable Application Server......................................................................................................................1022
User Interaction Window................................................................................................................................1022
Diagnostics Console ......................................................................................................................................1022
On Demand Diagnostics (ODD) .....................................................................................................................1023
Configuring Message Sources ..............................................................................................................1024
Viewing Troubleshooting Messages .....................................................................................................1024
Setting the Log to Refresh Automatically .............................................................................................1025
Assigning Access for Users ...................................................................................................................1025
Firefox and the Separate Viewer Layout.......................................................................................................1026

OnBase 18
©2018
xxxiii
Hyland Software, Inc.
 Workflow
Table of Contents

Upgrade Considerations ..................................................................................................................1026

Workflow Upgrade Considerations ...............................................................................................................1026
Contacting Support ...........................................................................................................................1027

STUDIO INSTALLATION
Requirements .....................................................................................................................................1028
Microsoft Visual C++ Requirements .............................................................................................................1028
Unity Client Platform Hardware Requirements ............................................................................................1029
64-Bit Studio Hardware Requirements .........................................................................................................1030
Microsoft .NET Framework Requirements ...................................................................................................1030
Databases Supported ....................................................................................................................................1031
Microsoft SQL Server .............................................................................................................................1031
Oracle ......................................................................................................................................................1031
SAP SQL Anywhere ................................................................................................................................1032
Database/File Servers....................................................................................................................................1032
Hyland Software - Microsoft Service Pack Statement.................................................................................1032
Third-Party Software Compatibility ...............................................................................................................1032
About Virtual Environments...........................................................................................................................1033
64-Bit Support Statement ..............................................................................................................................1033
Windows User Account Control Statement ..................................................................................................1033
Modifying Configuration Files ...............................................................................................................1034
Pre-Installation ..................................................................................................................................1034
Installation ..........................................................................................................................................1034
Overview .........................................................................................................................................................1034
Installing OnBase Studio................................................................................................................................1036
Connection Strings in Web.config.................................................................................................................1042
Connection String Examples .................................................................................................................1044
SQL Server Examples ......................................................................................................................1044
Oracle Examples ..............................................................................................................................1044
Change, Repair, or Remove an Installation ...................................................................................................1045
Running the Installer From the Command Line............................................................................................1045
Feature Names .......................................................................................................................................1046
Properties ................................................................................................................................................1046
Installing the 64-bit Studio.............................................................................................................................1046
Upgrade Considerations ..................................................................................................................1047
Studio Upgrade Considerations ....................................................................................................................1047
Troubleshooting ................................................................................................................................1047
Editing the Configuration File ........................................................................................................................1048
Enabling Diagnostics Console Logging ................................................................................................1048
Trusted Certificates ................................................................................................................................1048
Language Support ..........................................................................................................................................1048
Contacting Support ...........................................................................................................................1050

OnBase 18
©2018
xxxiv
Hyland Software, Inc.
 Workflow
Table of Contents

USING MULTI-INSTANCE GROUPS WITH KEYWORD RECORD BEGIN/

END
Limitations and Requirements .......................................................................................................1051
Procedures for Configuration.........................................................................................................1051
Example ..........................................................................................................................................................1051
Example ..........................................................................................................................................................1053
Example ..........................................................................................................................................................1056

WORKFLOW BEST PRACTICES

General Design ...................................................................................................................................1057
General Performance .......................................................................................................................1061
Related Documents ...........................................................................................................................1061
Filters and Filter Rules .....................................................................................................................1062
Keywords and Properties ................................................................................................................1063
Scripting ..............................................................................................................................................1064
Timers ..................................................................................................................................................1064
E-Forms and User Forms ..................................................................................................................1066
Servers .................................................................................................................................................1066
Load Balancing and Ownership ......................................................................................................1067
Working with the Document Transfer Module...........................................................................1069

WORKFLOW DATA PROVIDER CONFIGURATION

Workflow Data Provider Types .....................................................................................................1070
Adding a Workflow Activity Data Provider Type...........................................................................................1071
Adding a Workflow Configuration Data Provider Type ................................................................................1083
Adding a Workflow Inbox Data Provider Type..............................................................................................1095

INTEGRATION WITH FULCRUM BIOMETRICS SCANNERS

Usage - Unity Client ..........................................................................................................................1113
Usage - Mobile Access for iPad (Legacy) and Mobile Access for iPhone ..............................1117

CONFIGURING THE DISTRIBUTION SERVICE

Overview .............................................................................................................................................1119
Using the Distribution Service with Document Distribution ........................................................................1119
Configuration .....................................................................................................................................1120
Configuring a Service Account ......................................................................................................................1121
Enabling the Distribution Service ..................................................................................................................1123

OnBase 18
©2018
xxxv
Hyland Software, Inc.
 Workflow
Table of Contents

Enable Email Automation .......................................................................................................................1123

Send Attachments ..................................................................................................................................1123
Users Configuration Requirements...............................................................................................................1124
Encrypting the Service Account Credentials ................................................................................................1124
Changing Configuration File Settings ...........................................................................................................1126
Configuring Test Mode ..................................................................................................................................1126
Adding Support for Multiple Data Sources ...................................................................................................1128
Configuring EML Transfer Encoding.............................................................................................................1130
Configuring the Distribution Service to Save Notifications as E-Mail (EML) Files.....................................1131
Sending Notifications in HTML Format ........................................................................................................1131
Sending Unity Forms ......................................................................................................................................1131
Configuring a Temporary File Cache ............................................................................................................1131
Configuring Retry Settings.............................................................................................................................1135
Configuring Maximum Recipients.................................................................................................................1136
Configuring Default Sender Options .............................................................................................................1137
Displaying the User Who Triggered the Notification as the Sender............................................................1138
Configuring Attachment Options ..................................................................................................................1138
Configuring Email Server Settings ................................................................................................................1140
Configuring Test Notifications ......................................................................................................................1142
Integration with the Unity Management Console .....................................................................1144
Troubleshooting ................................................................................................................................1147
Logging Information to the Diagnostics Console ........................................................................................1148
Access to the path...is denied .......................................................................................................................1148
Error Loading Document: Attachments Are Not Sent..................................................................................1149
Messages Are Not Sent .................................................................................................................................1149
Workstation Registration Not Found .....................................................................................................1149
Cannot Create a Session Pool ...............................................................................................................1150
"No Count" Is On .....................................................................................................................................1150
Version Mismatch ..................................................................................................................................1150
Message Content and Attachments Are Reversed......................................................................................1151
Unity Forms Limitations.................................................................................................................................1153
Windows User Account Control Statement ..................................................................................................1153
Automatic Startup Does Not Work................................................................................................................1154

LICENSING FOR CUSTOMERS PREVIOUS TO 2007

Workflow Licensing........................................................................................................................................1156
Combined Workflow/WorkView Licensing ...................................................................................................1156
How Combined Licensing Works ..........................................................................................................1156

OnBase 18
©2018
xxxvi
Hyland Software, Inc.
 EXPOSURE

Overview
The Workflow module is an electronic document routing system that processes work more
efficiently, quickly and accurately than traditional paper processing. Workflow streamlines
business processes and is designed to accommodate change quickly. Documents can enter
Workflow in a variety of ways, including input processors like COLD, DIP, Document Imaging,
and PCL. Documents may also be imported into a Workflow process manually or via an
electronic form completed over the Internet. Configurable rules and actions ensure that
documents are distributed in a standard, controlled manner and that business rules and
practices are followed.
Workflow has the ability to prompt users for input or automatically process documents based
on information such as a keyword, document handle (a unique OnBase ID), or Document Type.
Assigning specific users with rights to modify a document’s movement on an ad hoc basis
accommodates exceptions to the configured model. Timers can be employed on queues to
make sure documents continue through the process efficiently. Troubleshooting and queue-
logging tools allow for error-free, secure configurations. Configured workflows can be exported
to disk for backup and recovery purposes or for distribution to another OnBase system.
Workflow is accessible via the Internet when the OnBase Web Server is purchased.

Applications
Medical Insurance Payment Processing
The process begins with a fax, an image, or a text report. Claims documents enter the Workflow
and initiate the process. An initial claim review queue in Workflow checks for duplicate claims
and checks to see what related documents currently exist. Timers trigger notifications and
check on documents that are missing. The claims are then load-balanced as they are assigned
to an adjuster.
The adjuster reviews all the available information, making notes on the document. A fax or e-
mail may be sent to the provider requesting more information. Ultimately, the claim is either
accepted or rejected. Accepted claims then go to the accounts payable queue to be paid and
the rejected claims go to the rejected claims queue where a letter is generated explaining to the
provider the reason the claim has been rejected.

OnBase 18 1
©2018
Hyland Software, Inc.
 Workflow
Exposure

Accounts Payable
It can be cumbersome ensuring that vendors get paid promptly and accurately with a high
volume of invoices flowing into a company daily. An accounts payable clerk needs to find and
review all of the related documentation for an invoice. This may include an initial requisition, a
purchase order, and packing slips. The issue is complicated when a supplier sends you a billing
statement for several purchase orders. Some may contain full shipments and others partial
shipments. All of which make it very difficult to organize and track. A Workflow solution can
streamline and organize the process.
As invoices and statements enter Workflow, system work checks for related documents. The
requisitions, purchase orders, and packing slips are matched as supporting documentation.
The accounts payable clerk has all the necessary documentation to make a payment decision.
The clerk is alerted to documentation that is incomplete or missing. A task can be executed to
pay the invoice in full or issue a partial payment. A full payment decision can be designed to
trigger payment from the company’s accounting system. If a partial payment is issued, a
notification can be sent to the vendor. The notification tells the vendor that a partial payment is
in order and invites them to login to the company’s Web Server. Vendors can then participate in
Workflow. They have access to areas and documents that you allow them access. They can
review all the documentation and dispute or approve the partial pay. By involving the vendor
directly in the payment process resolution, you can eliminate the need to send information back
and forth.
The resolution and payment of invoices is both quick and accurate for you and your vendors.

Proof of Delivery Audit

In the transportation industry, proof of delivery is essential. The faster a company can provide
this documentation, the faster they get paid. OnBase Workflow and E-Forms can be used to
expedite this process.
As transportation orders come in via fax, phone, the company website or e-mail they enter
Workflow. The orders are then routed to dispatch where they get assigned to freight routes.
Drivers then download these orders into handheld computers aboard delivery trucks. As
deliveries are made, drivers transmit the complete bills of lading to OnBase. Once received, the
bill of lading triggers invoice generation. The invoices can be transmitted or mailed to the client
for payment.
When the payments are received, Workflow matches them with the invoices sent. For overdue
invoices, a timer automatically sends reminders to your clients.

Loan Processing
Workflow can be used to monitor the status of loan files and automatically route them to the
appropriate person(s) based upon pre-defined rules and process flows. In addition to
automated routing, users can route documents on an ad hoc basis. Workflow allows
management to analyze the loan production process, plan and test changes to the work
process.

OnBase 18 2
©2018
Hyland Software, Inc.
 Workflow
Exposure

Workflow provides an environment where the tools and documents required to process a loan
are readily available on the desktop. In some cases, Workflow identifies which task the user is
performing and automatically opens documents appropriate for that task.
When a new loan file arrives, it is assigned to an underwriter. The underwriter selects the loan
file and Workflow executes the user work specified for underwriters. For example, a form may
be displayed in which the underwriter enters comments and then selects the appropriate
button, cancel, approve or deny. A rule then tests to determine the underwriter’s response and
initiates the appropriate transition; to cancel, deny, or to route to the account manager. It may
be necessary to route the document to multiple underwriters for approval before submission to
the account manager. If the underwriter is out that day, a timer, (a monitoring process running
on the Workflow server) automatically reassigns the loan file to another underwriter.
When the loan file makes the transition to the account manager queue, the system work for the
account manager queue initiates and automatically faxes the approval to the broker. The loan
file rests in the queue until the account manager selects it and begins the user work. When the
account manager completes their work, Workflow checks to see if any outstanding funding
conditions remain. If there are no further conditions, Workflow automatically routes the
appropriate documents to funding. Otherwise, the loan file remains in the account manager
queue until all conditions are fulfilled.
Typically, queues are shared by groups of individuals. Many workers can share the same queue,
but each would see only the document files assigned to him or her using a load balancing
queue.

Electronic Forms
Workflow is often used in conjunction with Electronic Forms (E-Forms), which can be used for
request processes that require one or more levels of verification. For example, a Human
Resources department’s vacation request process may require that one or more managers sign
a vacation request before it is approved. The OnBase Digital Signature module can be used in
conjunction with Workflow and E-Forms to provide a means for electronically signing
documents.
Example applications for E-Forms include:
• Requests for Purchase Orders
• Departmental work requests. For example, an “Information Systems Request” can be
filled out by a user who needs assistance from the organization’s IS department.
When the E-Form is submitted, an employee is notified. The request can be assigned
a status, enabling the originator to check on the progress of the request at any time.
• Office supplies
• Software bugs and enhancements
• Online questionnaires. Answers are standardized and tabulating the results is a more
streamlined process.
• Shipping requests

OnBase 18 3
©2018
Hyland Software, Inc.
 Workflow
Exposure

Licensing
Workflow Licensing
A Workflow license is required to configure life cycles as well as to perform Workflow activity.
Effective January 1, 2007, one of the following licenses is required:
• Workflow Concurrent Client SL
• Workflow Workstation Client SL
• Workflow Named User Client SL

Note: Each of these licenses includes the E-Forms module.

In addition to one of these licenses, a valid Client license is required.

If Workflow was purchased previous to January 1, 2007, see Licensing for Customers previous
to 2007 on page 1156.

The Information Management Concurrent Client License

The Information Management Concurrent Client license combines the following licenses:
• Workflow Concurrent Client SL (plus E-Forms)
• WorkView Concurrent Client SL
• OnBase Concurrent Client
This license takes precedence over all other available client licenses and is consumed before
those other licenses. When used to license Workflow on the OnBase Client, the Information
Management Concurrent Client license must either be registered to a workstation or assigned
to a user group. When used to license Workflow on a Core-based client, this license must be
register to a user group. When used to license WorkView | Case Management, this license must
be assigned to a user group.

Combined Workflow/WorkView Licensing

If you are running both Workflow and WorkView, combined licenses can grant access to both of
the modules.
• Workflow/WorkView Concurrent Client SL
• Workflow/WorkView Workstation Client SL
• Workflow/WorkView Named User Client SL

Note: Each of these licenses includes the E-Forms module.

OnBase 18 4
©2018
Hyland Software, Inc.
 Workflow
Exposure

How Combined Licensing Works

Combined licenses are only consumed by users that have been assigned to use combined
licenses in the User Settings dialog box. When a user is assigned to use combined licenses, he
or she will not be able to use a license for Workflow or WorkView that is not combined. If non-
combined licenses are available for consumption, access to the modules are not granted until a
combined license becomes available.
If a user that is assigned to use a combined license who is working on a workstation registered
for the use of one of the two products licensed by the combined license, only the product
registered will be available for use.
If there are no non-combined licenses available, a combined license will be consumed even if
the user is not assigned to use combined licenses.
To access the User Settings dialog box and configure a user for combined licensing:
1. From the Configuration module, select Users | User Names/Passwords .
2. Select the User Name and click Settings .
3. Select the Combined Workflow / WorkView License check box.
4. Click Save .
Once a combined license has been consumed, the license is not released until the Client is
restarted. If a combined license is revoked, it will still be consumed until the Client is restarted.
If the license is switched from a combined concurrent license to a concurrent license for one of
the products, it will still consume the combined concurrent until the Client is restarted.

Check your current licensing status by selecting Utils | Product Licenses from the
Configuration module.

Workstation Registration
When using Workflow in the OnBase Classic Client, the workstation must be registered for any
of the workstation licenses issued ( Workflow User - Concurrent or Workflow User- Named ).

OnBase 18 5
©2018
Hyland Software, Inc.
 O NB ASE C LIENT USAGE

Workflow Document Security

Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
• Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types , then select the
desired Document Type and select Life Cycles . Assign the desired life cycles at the
Life Cycles dialog box.
• Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights . Select the desired
user group and select Workflow . Assign the desired life cycles and queues at the
Assigning Workflow dialog box.
• Users must be granted the Retrieve/View privilege, either as a user group privilege or
as an override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to view all the items in that queue by
default, regardless of their security rights (i.e. Document Type rights).

Caution: The ability to modify items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to modify all items in that queue by
default, regardless of their Modify privilege setting, including related items. Administrators
should be aware that Workflow automatically grants the Modify privilege to users for any items
that are in their queue. As a result, care should be taken to only present items which users
should be allowed to modify.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing.

OnBase 18 6
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

Administrative Tasks
The following sections outline tasks that will help you set up your workstation in order to get
started using Workflow.

Registering a Workstation
Tip: It is considered a best practice to register a processing workstation as a Named Client
rather than a Concurrent Client. This ensures that the processing workstation always has
access to the processing module. A workstation registered as a Concurrent Client cannot
access the processing module if another workstation is currently registered for it.

To register a workstation to use licensed products:

1. In the OnBase Client, select Workstation Registration from the Admin | User
Management menu. The Products Registered for Workstation dialog box is displayed.

OnBase 18 7
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

The left pane of the screen displays a list of the workstations that have, at any time,
been logged in to OnBase. The columns in the left pane contain the following
information:
• License(s): Displays the symbols of the products registered for that workstation.
The legend for the symbols is located below the list of workstations.
• Registered: Displays the name of each workstation that has ever been logged in
to OnBase.
• Last Logon: Displays the date that the workstation was last logged on.
• Description: Displays a short description of the individual workstation.
2. Select the workstation to register products for in the left Workstations pane. The
current workstation is shown at the top of the list and is marked with an asterisk (* ).

Tip: To filter the workstations displayed in the left Workstations pane, type the first few letters
of the Workstation Name in the Filter field. The list is filtered to show only those workstations
with a name that begins with the letters typed.

3. Select the license to register from the Products Registered drop-down list.
If you are properly licensed for a product and it is not available from the drop-down
select list, it may be registered on another workstation.
To view the products registered for other workstations and revoke those licenses:
a. In the left pane, select the workstation to view the products registered for. A
workstation with a + in the License(s) column is registered for one or more products.
The right Products Registered pane displays all products registered for the selected
workstation.
b. Select the product registration to revoke in the right Products Registered pane.
c. Click Revoke .
If the license is not available in the drop-down select list and it is not registered to any
other workstation, it is possible that the module may not be licensed. Contact your
system administrator to help determine the licenses that should be available.
4. After selecting the license to register the selected workstation for, click Register .
5. When you have finished registering workstations, click Exit .

OnBase 18 8
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Verifying and Revoking Workstation Registrations

To view the products registered for the current workstation only, maximize the System Status
dialog box. The System Status dialog box is always available in the main Client window. If it is
minimized, it is displayed in the lower left corner of the main Client window.

At the bottom of the System Status window is a list of all products registered on the
workstation and a status message for each.

OnBase 18 9
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

To view the products registered for any workstations that have logged in to OnBase and revoke
product registrations:
1. In the OnBase Client, select Workstation Registration from the Admin | User
Management menu. The Products Registered for Workstation dialog box is displayed.

The left pane of the screen displays a list of the workstations that have, at any time,
been logged on to OnBase. The current workstation is shown at the top of the list and
marked with an asterisk ( * ).
2. In the left pane, select the workstation to view the products registered for.

Tip: To filter the workstations displayed in the left pane, type the first few letters of the
Workstation Name in the Filter field. The list is filtered to show only those workstations with a
name that begins with the letters typed.

The right Products Registered pane displays all products registered for the selected
workstation.
3. To revoke a product registration, select the product registration to revoke in the right
Products Registered pane and click Revoke .
4. To re-register a workstation, delete the old workstation by selecting it in the left
Workstations pane and clicking Delete . All product rights held by the deleted
workstation are returned to the list of available licenses found in the Products
Registered drop-down select list. This forces the user logging on from that workstation
to register the workstation the next time they attempt to log on.

OnBase 18 10
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Clearing Excess Workstation Registrations

The number of workstations you can register for a given module is dependent upon the number
of licenses you have purchased for that module. If you attempt to register a specific module on
more workstations than you have licenses for, the excess workstations will be unable to use
the module. When a user logs on to a workstation with one or more excess product
registrations, a warning will be displayed to inform them what modules will not work on that
workstation.
You can remove excess product registrations the same way you would remove a functional
product registration. From the Workstation Registration dialog box, select the workstation that
has excess product registrations.
To filter the workstations displayed in the left pane of the Workstation Registration dialog box,
type the first few letters of the Workstation Name in the Filter field. The list is filtered to show
only those workstations with a name that begins with the letters typed.
Any products that are registered in excess of the licensing limit will contain the [Excess
Registration] string. Select the necessary products and click Revoke to remove the excess
registration from the workstation.
To re-register a workstation, delete the old workstation by selecting it in the left Workstations
pane and clicking Delete . All product rights held by the deleted workstation are returned to the
list of available licenses found in the Products Registered drop-down select list. This forces
the user logging on from that workstation to register the workstation the next time they attempt
to log on.

Workstation Cleanup
At some point, it may be necessary to delete workstations from the list in the Products
Registered for Workstation dialog box. This may be necessary if there are many workstations
on the list that are no longer accessing OnBase. One method of cleanup is to delete all of them
and allow the list to regenerate as workstations are logged back on to OnBase. Alternatively,
you can select the desired workstations and delete them in groups. If workstations are deleted
inadvertently, they will be added back when the workstation is logged onto OnBase. If the
current workstation is selected, an error message is displayed and it is not removed from the
list.
To delete a workstation from the Products Registered for Workstation :
1. From the OnBase Client, click Admin | User Management | Workstation Registration .
The Products Registered for Workstation dialog box is displayed.
2. The left side of the dialog box contains four sortable columns. The Last Logon column
allows the user to delete all workstations that have not been logged on to OnBase
during a specified period of time.
3. Select the desired workstations and click the Delete button.
4. Select Exit when finished.

OnBase 18 11
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

View Current Users

View Current Users allows a user to view information about other OnBase users, including the
time a user logged onto the system and the type of license being consumed by that user’s
workstation.
User entries can be removed, or cleaned up, from the Users Currently Logged In dialog box
provided that the user is not trying to remove his or her own session and the session being
cleaned up is not displaying an Active status.
To view current user information, select Admin | User Management | View Current Users . The
Users Currently Logged In dialog box is displayed.

Workflow Inbox Windows

There are two options for opening the Workflow Inbox in the OnBase Client:
• Click the Workflow Inbox toolbar icon, or
• Select User | Workflow .

OnBase 18 12
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

The Workflow Inbox displays several main interaction windows. The initial appearance of the
screen varies, depending on how it was set up the last time it was used.

Window Name Description

Life Cycle View Displays all life cycles and queues to which the user has access.
Depending on your system’s configuration, a number may appear in
square brackets next to a queue. This indicates the number of
documents currently in that queue.

Note: This window is also called the Workflow window in the

Workstation Options dialog box.

Documents Window Lists the documents that are in the queue selected in the life cycle
window. If there are no documents in the queue, this window will be
empty.

Note: This window is also called the Inbox window in the Workstation
Options dialog box.

User Interaction Displays the specific work that must be performed by the user in order to
Window process the selected document. This window displays information only if
user questions, life cycle or queue help text, message boxes, or HTML
forms have been configured.

Note: This window is also called the User Interface window in the
Workstation Options dialog box.

Work Folder Window Displays all documents in OnBase that are related to the selected inbox
document, based on the criteria configured for the folder type.

Note: This window is also called the Folder window in the Workstation
Options dialog box.

Note: A document must be selected in order for the context menu to

display in the Work Folder tab.

Document Viewer Displays the selected document.

Tasks Bar Contains icons for the tasks that the user can select to perform on the
document. Tasks also appear on the Workflow drop-down list to allow for
more space on the desktop.

Note: Specific display options can be set for this window using the options available on the
Workflow Display Options tab of the Workstation Options dialog box. Specifically, the size of
this window is controlled by the Percent Workflow parameter.

OnBase 18 13
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Note: When a filter is applied to the inbox and columns are resized, column widths are retained.
The next time the filter is applied to the inbox, the set column widths will be reflected.

Workflow Client Life Cycle View

The Life Cycle View, or window, in the Client module displays those life cycles and queues to
which your user group has been granted rights.
By default, the life cycle window displays in tree view when Workflow is opened, but can be
displayed in graphic view by pressing the Change View toolbar button.
Right-clicking the life cycle name gives the following options:

Options Description

Refresh Enables you to refresh the life cycle without transitioning the document out of the
queue.

Workflow Enables users with Administrative Processing Privileges to view the status of
Replay the life cycle at any given time as well as track a document's progress through
the system.

Note: Currently only available in the Classic User Interface.

Create List Creates a report of all documents in that life cycle. The Document Type is SYS
Report List Contents Report .
For a user with administration rights, the user can select to create the report on
either Assigned Documents or All Documents in the selected life cycle. The report
will list each queue and the appropriate list of documents based on the user's
rights. When this right-click option is selected, a dialog box will display prompting
you to select to generate a report based on All Documents or Assigned
Documents Only . Click the appropriate button.
If a user does not have administration rights for all queues, the All Documents
option will only be applicable to queues for which the user has administration
rights.
For a user that has no administration rights, only assigned documents in each
queue will be displayed.

When you right-click on a queue, the following options are available:

Option Description

Refresh Enables you to refresh the queue.

OnBase 18 14
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Option Description

Create List Creates a report of all documents in that life cycle. The Document Type is SYS
Report List Contents Report .
For a user with administration rights in a load balancing queue, the user can
select to create the report on either Assigned Documents Only or All
Documents in the selected queue.
If the user does not have administration rights, the report will only list assigned
documents.

Perform Initiates system work configured for the queue to begin.

System Work

Execute Executes the timer work associated with the selected timer.
Timer Work

Auto-Work This option opens the next available document in the queue. Any documents that
are opened by other users will be skipped over to access a document that can be
worked on. This option is disabled if the queue is using auto-feed functionality. If
a queue is configured for auto-feed, this option is only available after Show All
Documents is selected.

Note: This option is only available when Exclusive Document Viewing is

engaged on the queue.

Show All This option is only available for queue configured with the auto-feed option and
Documents appropriate rights are granted. This option overrides the auto-feed setting and
displays all documents within the queue.

Note: This option removes any filters applied to the inbox.

Tree View
When you select User | Workflow , a tree view of the configured life cycles displays in the upper
left window. Click the plus sign preceding the selected life cycle to view the queues within.
If documents are present in the queue, a numeric label (counter) may appear in the tree view
that indicates the actual document count. In tree view, the count is updated when Refresh is
selected at the queue level, or when documents are manually transitioned in/out of a queue.

Note: As documents are processed in/out of the queue, the counter may need to be refreshed
for an accurate document count.

Select any life cycle. If a description of the life cycle was entered in the Life Cycle Help Text
box during the configuration phase, the text displays in the user interaction window. Right-click
to obtain the life cycle right-click menu.

OnBase 18 15
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Graphic View
To display the graphic view, select the life cycle and click the Change View toolbar button. The
graphic view displays in the same window that contained the tree view.
In graphic view, the count is updated whenever documents are processed in/out or transitioned
in/out of the queue.

Turn the background grid on and off by clicking the Grid toolbar button.

Use the Zoom In and Zoom Out buttons to adjust the display.
Select any life cycle. If a description of the life cycle was entered in the Life Cycle Help Text
box during the configuration phase, the text displays in the user interaction window. Right-click
to obtain the life cycle right-click menu.

Workflow Client Documents Window

The Document window displays a list of all the documents in the selected queue. The name of
the document, as well as when it arrived in the queue is noted in the window. The format of the
arrival time reflects the operating system format, and can be modified via the operating
system.
You can define the length of each displayed column by clicking and dragging the column
heading end border. Once columns are sized appropriately, if you close the Workflow window,
the column settings will be saved for the current workstation.
The information reflected at the bottom of the window consists of:
• The currently selected Queue ( Queue: )
• The user currently logged in ( User: )
• The total number of documents in the queue ( Count: )
• The name of the currently applied filter ( No Filter displays if a filter is not applied).
If you select a document in this window, it appears in the Document Viewer.

Note: If you received an error stating Access Denied. User 'username' is already working with
this document. , a user already has the document open in a Workflow queue.

Right-clicking on a document displays a menu with processing options. The options presented
vary slightly depending on whether the document is an image or text file format.

OnBase 18 16
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Multiple documents can be selected by holding down the Ctrl key and selecting the desired
documents with the mouse. In the same manner, the Shift key can be used to select a range of
documents.

Note: In the Classic Client interface, you cannot deselect documents with the Ctrl key held
down. In order to deselect documents, release the Ctrl key and click on a document. All
documents will be deselected except the document that you clicked on.

Note: In the Classic Client interface, if you click a link in an E-Form, the link will open in the
Document window.

Note: If a keyword in an Auto-Name string is changed via the user interface in a Core-based
workflow, such as when performing an ad hoc task, the Auto-Name string in the Documents
window will automatically update to reflect the change. There are instances, however, when the
Auto-Name string will not refresh automatically. If scripts are being used in a task to update
keywords, the Auto-Name string will not refresh when the keyword is updated. For more
information, please contact your system administrator.

Note: The OnBase right-click context menu is not available if you are viewing an HTML
document in either the Classic or Core-based OnBase Client Workflow interface.

OnBase 18 17
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Right-clicking on a document in the Document window displays the following options:

Option Description

Keywords Opens the Add / Modify Keywords dialog box to view or modify the document
Keyword Values.

Re-Index Opens the Re-Index Document dialog box to re-index the open document.

Note: If a document is awaiting user interaction, this option is not enabled.

Note: This option is not functional for documents that are signed E-Forms.

History Opens the Document History dialog box, which lists the past actions performed
on the document. By default, the entries are sorted in descending order, with
recent actions listed first.

Cross- Select the appropriate Document Type from this menu option to display the
References cross-references related to the selected document.

Note: Only the Document Types that the current user has appropriate rights to
will be available for selection.

View All Opens the Defined Cross-References dialog box, which lists the cross-
Cross- references that are configured for the selected document.
References

Send To | When properly configured, the system will create a blank email message with the
Mail specified document attached.
Recipient

Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the
Internal User Send Mail dialog box.

Send To | You will be prompted to enter a page range and whether you want to send the file
Advanced in native format. When properly configured, the system will create a blank email
Mail message with the specified document attached.

Send To | Sends selected document to the selected envelope. You will be prompted to
Envelope select an envelope to send the selected document to. Select the envelope by
double-clicking on the envelope you want to use.

Clear Deselects the selected document in the Document window.

Selected

Refresh Reloads the document in the viewer with updated information.

Show All Removes the filter and displays a list of all documents.

OnBase 18 18
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Option Description

Show Toggles the combined view on and off. See Show Combined View on page 22 for
Combined more information.
View

Begin User Available when user work has been configured within a queue. When selected, the
Work User Interaction window displays question boxes, message boxes, and HTML
forms.

Route Allows you to move a document to any queue connected to the current queue by a
Document transition. This activity bypasses user work associated with the document. This
option is only available to users that are administrators, have the Workflow
Administrative Processing privilege, or have the Ad Hoc Routing user privilege at
the queue level.

Note: When using the Classic Client interface, this option is only available in an
auto-feed queue after a document has been double-clicked.

Note: This option is only enabled if all of the selected documents are in the same
queue, and the queue has at least one transition.

Workflow Displays the queues that the selected document exists in. A document can only
Queues exist in one queue within a life cycle, but can exist in multiple life cycles.
If multiple documents are selected at once, this option is disabled.

Filter Inbox Allows you to select a pre-configured custom query to apply to the Document
window.

Change Switches the focus of the Document window to the queue specified. The menu
Queue presents a list of queues to which you have rights.

Priority Displays the current document's priority number.

Note: This option is only available in the Classic Client Workflow interface.

OnBase 18 19
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Option Description

Create List
Report Note: This option is only available if you have been given appropriate rights.

Creates a report of all documents in that queue. The Document Type is SYS List
Contents Report .
This option allows you to report on either the selected document or all
documents listed.
When using the Auto-Feed Documents configuration option, documents will be
listed in the report, even if they are not currently displayed in the inbox.
Upon selection of this option, you will be prompted on whether you want to create
the report for only the selected item. Click Yes to generate the report for the
selected document. Click No to generate the report for all documents. By clicking
Cancel , the report will not be generated.

Note: A List Content Report generated from a Workflow life cycle automatically
has a header and summary information included. If a Filter has been applied to
the Inbox, the Filter name will appear in the title, also. You do not have the option
to change these features, nor can you include a report summary in the report.

Create
Keyword List Note: This option is only available if you have been given appropriate rights.

Creates a text (.txt) or comma-separated values (.csv) file of Keyword Values that
can be viewed or manipulated by other programs, or can be used with an AutoFill
Keyword Processor.
This option only creates a Keyword List Report from the selected document.

Note: The Keyword List Report only shows the first instance of each Keyword
Value on the document.

For more information about creating Keyword Lists, see Creating Keyword Lists in
the System Administration module reference guide.

Properties The properties of a document display in the Document Information dialog box.

Note: You may have more options available depending on user rights and licensing. You may
also not have all of these options depending on granted user rights.

OnBase 18 20
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Display Columns in Single Queues

When applying a filter to a single queue, the following is true concerning the display columns
for the filter:
• If no display columns have been configured on the filter, the Document Name column
will display.
• If display columns have been configured, all configured columns will display.

OnBase 18 21
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Show Combined View

The Document window can display the contents of a combination of life cycles and queues. In
order to show the contents of multiple life cycle queues, life cycles and/or queues must be
selected for display. To enable a combined view:
1. Select User | User Options .
2. Select the Workflow Combined View tab.

OnBase 18 22
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

3. Select the check box next to a life cycle to include in the combined view. You can
expand a life cycle by clicking the corresponding plus sign.
4. If you want to include only specific queues from a life cycle, expand the life cycle and
clear the check box(es) next to the queue(s) you do not want to include in the combined
view. If all queues within a life cycle are selected to be shown in the combined view, the
check box for the life cycle is white. If only some of the queues within a life cycles are
selected, the life cycles check box is shaded.

OnBase 18 23
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

5. Repeat steps 3 and 4 until all of the appropriate life cycles and/or queues are selected.
6. If you want the default display to show the combined life cycles and/or queues, select
the Show Combined View at Startup check box.
7. Click OK .
Once a combined view has been enabled, it can be toggled on and off at any time. Right-click on
the Document window and select Show Combined View at Startup to toggle the view on or off.
When the view is on, the documents that exist in the life cycles and queues that were selected
in the Workflow Combined View tab will be displayed. The Workflow Queue column will display
the queue in which the listed document resides.

Workflow Client User Interaction Window

The User Interaction window displays any work that the user must perform while the document
is in the selected queue. To begin user work, select a document in the queue, and click the
Begin User Work button on the Workflow toolbar, right-click the document and select Begin
User Work , or click an ad hoc task on the Tasks Bar or from the Workflow menu.

Note: The Begin User Work button is only enabled if all of the selected documents are in
queues that contain user work.

The User Interaction window appears differently, depending on how the work was configured.
User questions, message boxes and HTML forms are all possible options. Notice that the user
has customized the window sizes and that an HTML form is displayed in the User Interaction
window. The user must complete the user work by typing responses into the appropriate boxes
on the HTML form and then clicking Submit .

Note: If the windows are docked on top of the User Interaction window when user work is
initiated, the focus will automatically switch to the User Interaction and wait for input before
you can continue.

OnBase 18 24
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Workflow Client Work Folder Window

The Work Folder window contains all documents that are related to the main document
selected. If the main document has multiple values for a Keyword Type that is assigned to the
working folder, all documents that have either of the values assigned to it will be pulled into the
working folder as a related document. Upon selection, the related document displays.

Note: Selecting multiple documents and executing a task will refresh the contents of the Work
Folder for each primary document that is selected. The Work Folder is not updated in real time.
If documents are added to the Work Folder after the primary document has been displayed in
the viewer, but before the task list is resumed, those documents will not be displayed in the
Work Folder, but the newly added documents will be acted upon by the Workflow logic when the
task is executed.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.

You can perform an Ad Hoc Task on a related document by dragging the document from this
window onto the icon in the Tasks Bar. Ad Hoc tasks are also available from the Workflow
menu.

Note: Use folders to group documents related to the current document, called supporting
documents. These documents may or may not exist in the Workflow and may be of a different
Document Type than the current document in the Workflow.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

Note: In the Core-based interface, if a Work Folder has a default filter that is configured to
display an HTML form, the form is not displayed when the Work Folder window is selected.
Only Document Types and display columns are applied. The filter must be applied to the Work
Folder manually from the Work Folder window in order for the HTML form to display. Default
filters configured for Work Folders are not applied in the Classic interface.

Note: In the Core-based interface, the selected document retains focus both during and after
task execute.

Caution: User group right restrictions on Document Types do not apply to Document Types
included in the Work Folder window.

OnBase 18 25
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

The following right-click options are available in the Work Folder window:

Option Description

Template Allows you to select a template to apply to filter the work folder.

Note: If a template is applied to the Work Folder window, each Document Type
within the folder is represented with one item listing. The display will not reflect
the number of documents that match the keyword criteria, but rather, will serve as
a reference as to what Document Types are represented in the folder.

Keywords Opens the Add / Modify Keywords dialog box to view or modify the document
Keyword Values.

Re-Index Opens the Re-Index Document dialog box to re-index the open document.

Note: This option is not available for documents that are signed E-Forms.

Delete Deletes the selected document.

Note: This option is available only in the Core-based Workflow interface.

History Opens the Document History dialog box, which lists the past actions performed
on the document. By default, the entries are sorted in descending order, with
recent actions listed first.

Display in When selected, the related document will open in the top level window. If multiple
Top-Level documents are selected, the first document in the list is opened in the top-level
Window window.

Note: There is only one top-level window. If a related document is displayed in

the top-level window and another related document is selected to display in the
top-level window, only the last related document selected is displayed.

Send To | When properly configured, the system will create a blank email message with the
Mail specified document attached.
Recipient

Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the
Internal User Send Mail dialog box.

Send To | You will be prompted to enter a page range and whether you want to send the file
Advanced in native format. When properly configured, the system will create a blank email
Mail message with the specified document attached.

Workflow Displays the queues that the selected document exists in. A document can only
Queues exist in one queue within a life cycle, but can exist in multiple life cycles.

Note: If multiple documents are selected at once, this option is disabled.

OnBase 18 26
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Option Description

Properties The properties of a Document display in the Document Information dialog box.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Workflow Client Document Viewer

The Document Viewer window allows you to view applications as well as documents. When
viewing a document, you can double-click to cross-reference to corresponding documents. You
can also zoom images, use thumbnails, and create notes and highlights.

Note: When you exit a PDF document in the Document Viewer window, an instance of Adobe
Acrobat will still be running in the Task Manager.

You can also set defaults for the zoom level and page number to which image documents open
in the viewer. This setting is effective across all life cycles. The option is set by right-clicking
the Workflow toolbar, selecting Defaults | Set Default Page or Set Default Zoom . You can clear
these settings by right-clicking the Workflow toolbar and selecting Defaults | Clear Default
Page or Clear Default Zoom .
You can open any number of viewer windows to facilitate viewing and comparing of multiple
documents. With custom programming, Workflow can be enabled to present the organization’s
host system through the Document Viewer window for viewing documents and data entry. This
requires a minimal amount of custom programming to interact with an organization's unique
host system.
When a document is open in the viewer, the status bar displays whether or not the document is
read-only or whether the current user has it checked out. If you hover over the document status
( Read-Only or Checked Out ) the name of the user that has the document checked out currently
is displayed.

Terminal Session
The Terminal window is a Reflections emulation window accessing a host system. If your
OnBase system has been configured to interact with a host system, follow these steps to make
a connection:

1. Click the Terminal Session button . The terminal window displays.

Note: The Terminal Session button may not be available depending on your configuration.

2. Click the connection icon .

3. Enter a valid login name and password to connect.

OnBase 18 27
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

If a host system (i.e. mainframe) has been configured to interact with OnBase, you may also
see a terminal window like the one pictured below:

Client Menu for Workflow Application

The options available vary depending on whether the Workflow application is active.
If Workflow is initiated (the main Workflow Inbox window is displayed), the Workflow menu
displays a drop-down list of ad hoc user tasks applicable to the currently selected queue.
In addition, ad hoc tasks are available in the Tasks bar.
In addition, if you have one or more documents selected in a hit list that are assigned to the
same system task, that system task will be available to run on the documents from the hit list.

Note: If the Workflow application is not active, the Tasks bar is used to display System Tasks
that are currently configured and assigned to certain Document Types. System Tasks can be
used in any client application, but will only appear in the Tasks bar when a Document Type has
been assigned System Tasks during configuration.

OnBase 18 28
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Changing the Default Rotation of Pages

In addition to changing the default rotation of the page displayed by default, you can set the
default rotation for specific pages within documents. To set a default rotation for a page,
select the page and select the appropriate rotation. From the document right-click menu, select
Process | Save Rotation as Default for Page . Every document will have the same default
rotation for the page. For example, if you set the default page rotation to 90 degrees on page 2
of a document. All documents will display page 2 rotated 90 degrees. To cancel the default
rotation for all pages, right-click on a document and select Process | Reset Default Rotation .

Restoring the Default Layout

To restore the default layout of the Workflow Inbox windows, right-click on the toolbar, the
status bar, or the Workflow Inbox and select Display | Restore Default Display .
Restore Default Display is also used to enforce new window settings that have been
configured via Workstation Options | Workflow Display Options . The window display sizes will
not be affected by the newly configured settings until they are both saved as Workstation
Options and refreshed in Workflow with Restore Default Display .
In addition, all top level, secondary windows that have been placed on the secondary monitor
will be restored back to the primary monitor upon selecting Restore Default Display .

Using the Client Toolbar in Workflow

When using the Client toolbar in Workflow, document-based actions that are initiated by toolbar
buttons, including running a VBScript, are performed on the document displayed in the
Workflow viewer, regardless of how many documents are selected in the Workflow Inbox.

OnBase 18 29
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Classic User Interface

The Classic OnBase Client interface is the same interface that was available prior to OnBase
version 6.2.0. The following is an example of the Classic OnBase Client interface:

Classic User Interface Deprecation Statement

The OnBase Client Classic Workflow interface is being deprecated for eventual removal from
the Workflow module. The OnBase Client Classic Workflow interface is currently available;
however, it will not be available in OnBase 21 and subsequent versions of OnBase. If you are
using the Classic Workflow interface and upgrading to OnBase 18, Hyland Software
recommends using the Core-based interfaces in the OnBase Client, Web Client, or Unity Client
to fulfill your needs.

Changing the Layout of the Inbox Windows

The appearance of the Workflow Inbox is customized using the right-click menu, or by dragging
windows into position.

OnBase 18 30
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Right-Click Menu
Right-click the Workflow toolbar to display menu options. If an option is activated, a check
mark appears in front of the menu item. Restore Default Display is the only item that does not
display a check mark because it performs a function as soon as it is clicked.

Menu Options Description

Life Cycle Displays the life cycle view.

View

Document Displays the Document Inbox window.

User Displays the User Interaction window.

Interaction

Work Folder Displays the Work Folder window.

Tools Displays the Workflow toolbar.

Display Show Grippers Displays the window grippers and causes

the Toggle Grippers icon to appear active
on the Workflow toolbar.

Lock Window Positions Locks the current window positions. The

lock icon on the Workflow toolbar appears
active. While locked, the Restore Default
Display option is not available.

Restore Default Display Selecting this option causes a

confirmation message box to appear.
Select Yes to restore the Workflow Inbox
to its default display. Select No to close
the message box without making any
changes.

Show Second Pane Opens a second window that displays

items from the Workflow Work Folder
window and is the target for Doc –
Display This/Related Document actions.
If the second window is already opened,
the option will be disabled.

Close Second Pane Closes the second window that displays

items from the Workflow Work Folder
window and is the target for Doc –
Display This/Related Document actions.
If the second window is already closed, the
option will be disabled.

OnBase 18 31
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Menu Options Description

Defaults The following options are available when viewing an image file:
If you have the second pane displayed, each of these options will be available
for the Primary Pane and Secondary Pane respectively.

Set Default Page Allows you to open multi-page image files

to the same page each time an image
displays in the viewer. Navigate to the
page to display, right-click the inbox
toolbar, select Defaults | Set Default
Page .

Clear Default Page Clears the default page settings. All

images now open to the first page.

Set Default Zoom Allows you to set a zoom level that

remains constant across documents in a
queue. Zoom an image to a desired
setting, right-click the inbox toolbar and
select Defaults | Set Default Zoom .

Clear Default Zoom Clears the default zoom settings. Images

open to their actual size.

Set Default Rotation Sets the rotation of the page displayed by

default. You must set the Set Default
Page option to the page you want to be
auto-rotated by default. When a page in
the document has had a rotation saved for
it (via Process | Save Rotation ), the
default rotation will not be applied.
Default rotation is reset when a Workflow
session ends.
Any rotation set via the Set Default
Rotation option overrides any rotations
set via the Save Rotation as Default for
Page option.

Clear Default Rotation Clears the current default rotation setting.

Note: For toolbar button identification and descriptions, see Workflow Toolbar on page 40.

Click and Drag Window Positioning

Another method of customizing the inbox display is to move the windows manually.
• To display the window grippers, right-click and select Display | Show Grippers or
click the Toggle Grippers icon.

OnBase 18 32
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

• To move a window, click the mouse over the gripper and drag the window to a new
location.
• You can move the window outside of the OnBase desktop in order to arrange
Workflow windows and other application windows effectively. When a window is
outside of the OnBase desktop, it is considered “undocked.”
• You can also share the docking position of multiple windows in the undocked state
by dragging a window on top of an undocked window.
• If the Life Cycle view, Document , Work Folder, or User Interaction windows are
dragged on top of one another, a pop-up box displays, asking if you want to share
docking position.
If you click Yes , the window being moved lies on top and all windows sharing the
same pane are labeled with a tab.
If you click No , the window restores itself to its previous position.

Tip: You can drag Workflow windows outside of the Client module onto your Windows desktop.
This can be useful, especially if you are using a dual monitor setup. You can double-click on a
window to remove it from the confines of the Client module. You can double-click on it to
restore its position in the Client module.

The layout of the windows is saved automatically upon exiting the system.

Document Count Displayed

When there are more than 100 documents in the document inbox, the count displayed is >100 .

Core-Based User Interface

The Core-based user interface relies on a web service. In order to use this interface, a web
service must be configured by the System Administrator and the interface must be set to Core-
based in the Configuration module.

OnBase 18 33
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

The following is an example of the Core-based interface:

Changing the Layout of the Inbox Windows

The appearance of the Workflow Inbox is customized by dragging windows into position and
pinning.

Right-Click Menu
Right-click the Workflow toolbar to display menu options. If an option is activated, a check
mark appears in front of the menu item. Restore Default Display is the only item that does not
display a check mark because it performs a function as soon as it is clicked.

Menu Options Description

Life Cycle View Displays the Life Cycle view.

Document Displays the Document Inbox window.

User Interaction Displays the User Interaction window.

Work Folder Displays the Work Folder window.

OnBase 18 34
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Menu Options Description

Tools Displays the Workflow toolbar.

Display | Restore Default Selecting this option causes a confirmation message box to
Display appear. Select Yes to restore the Workflow Inbox to its default
display. Select No to close the message box without making any
changes.

Display | Show Second Pane Opens a second window that displays items from the Workflow
Work Folder window and is the target for Doc – Display This/
Related Document actions. If the second window is already
opened, the option will be disabled.

Display | Close Second Pane Closes the second window that displays items from the
Workflow Work Folder window and is the target for Doc –
Display This/Related Document actions. If the second window
is already closed, the option will be disabled.

Defaults These options are available when viewing an image file.

Note: If you have the second pane displayed, each of these

options will be available in the Primary Pane and Secondary
Pane respectively.

Defaults | Set Default Page Allows you to open multi-page image files to the same page
each time an image displays in the viewer. Navigate to the page
to display, right-click the inbox toolbar, and select Defaults | Set
Default Page .

Defaults | Clear Default Page Clears the default page settings. All images now open to the first
page.

Defaults | Set Default Zoom Allows you to set a zoom level that remains constant across
documents in a queue. Zoom an image to a desired setting,
right-click the inbox toolbar and select Defaults | Set Default
Zoom .

Defaults | Clear Default Zoom Clears the default zoom settings. Images open to their actual
size.

Defaults | Set Default Sets the rotation of the page displayed by default. You must set
Rotation the Set Default Page option to the page you want to be auto-
rotated by default. When a page in the document has had a
rotation saved for it (via the Process | Save Rotation ) menu,
the default rotation should not be applied.
Default rotation is reset when a Workflow session ends.
Any rotation set via the Set Default Rotation will override any
rotations set via the Save Rotation as Default for Page option.

OnBase 18 35
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Menu Options Description

Defaults | Clear Default Clears the current default rotation setting.

Rotation

Click and Drag Window Positioning

Windows can be arranged in many ways. Click and drag the window you want to move and
release the mouse button when the window is positioned appropriately. A gray outline of where
the window will be placed is shown while dragging the window.
You can also stack windows on top of each other to create combined windows that will be
displayed in a tabular format. If you drag one window’s title bar on top of the other window’s
title bar, they will combine into one window. Tabs will display at the bottom of the combined
window for each window that can be accessed within the combined window.

Note: When windows are stacked in tabular form, clicking on the x button in the upper right
hand corner will close the displayed tab.

Pinning
Windows can be pinned to a specific place or hidden when not in use. If you want to always see
a window, pin it. To pin it, click the pin button in the title bar. If a pin button is not present, the
window cannot be pinned or hidden. The window will always display in the current position,
even if it is obstructing another window. Rearrange the window to the outer edge of the screen
to find a position where the window can be pinned.
When a window is not pinned, the window will be hidden when not in use. In order to access a
hidden window, hover over the tab that corresponds to the appropriate window. The tab label
will correspond to the title displayed in the window’s title bar. The window will be displayed.
Window tabs are displayed on the left or right edges of the screen.

OnBase 18 36
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Viewing Document Results

In the Document window, you can access the Options dialog box by clicking the Options
button.

You can specify the number of documents you want returned at a time in the Results Per Page
field. Only numbers greater than 0 can be entered.
You can also specify if you want the Previous Results and Next Results buttons to display with
or without text labels. If you want the labels to be displayed on the button, select Show Text
Labels . Otherwise, select No Text Labels .
You can navigate through the document results list using the Previous Results and Next
Results buttons.

Workflow Approval Management in the Core-Based

Interface
Note: A Workflow Approval Management license is required for these features.

Viewing Approval Queues

Approval queues are accessed in the Workflow layout.
Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.
If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

OnBase 18 37
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Show Documents for All Approvers

If you have administrative privileges, you can use the Show Documents for All Approvers
option to view all items in an approval queue.

Note: This option is only available if the current user has Workflow Administrative Processing
privileges, or if the current user has the “See Other User’s Documents” privilege configured for
the queue.

To display all items in an approval queue, right-click an approval queue and select Show
Documents for All Approvers . The queue count is updated to reflect the total number of items
in the approval queue, and all items are displayed in the Document window.
To turn off the Show Documents for All Approvers option, right-click the queue and deselect
Show Documents for All Approvers . Navigating to a different queue also turns this option off.

Work Folder Sorting

Work Folder results can be sorted by clicking on column headers within the Work Folder
window. If a document has revisions, the revision number is displayed at the beginning of the
document’s name.

Filters in Combined View

When a filter is applied while using Combined View, the following is true concerning the display
columns. The columns display from left to right.
• If no display columns have been configured on the filter:
• Icon

Note: The Icon column is only available in the Unity interface.

• Document Name
• Workflow Life Cycle
• Workflow Queue
• Entry Date
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

OnBase 18 38
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

• If display columns have been configured on the filter:

• All configured columns in user-configured order
• Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow Life
Cycle, Workflow Queue, Entry Date.

Note: If a keyword in an Auto-Name string is changed via the user interface in a Core-based
workflow, such as when performing an ad hoc task, the Auto-Name string in the Documents
window will automatically update to reflect the change. There are instances, however, when the
Auto-Name string will not refresh automatically. If scripts are being used in a task to update
keywords, the Auto-Name string will not refresh when the keyword is updated. For more
information, please contact your system administrator.

Shortcut Keys
Note: Depending on your system’s configuration, some shortcuts may not be available.

In some instances, the same keyboard shortcut key may be configured to initiate multiple
actions. When this occurs, shortcut keys are processed in the following order:
• task lists
• If no matching task list is found, then accelerators configured in Workstation Options
are processed.
• If none of the above conditions are met, other areas of the software, such as file
menus, are processed.

Note: In some cases, shortcut keys for Internet Explorer and the OnBase Client may override
the configured Accelerator Key when the Accelerator Key uses the same shortcut key
configuration.

The following shortcuts are available by default:

Shortcut Description

F9 Opens the Workflow window.

F10 Executes Workflow Ad Hoc Task #1.

OnBase 18 39
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Shortcut Description

F11 Executes Workflow Ad Hoc Task #2.

F12 Executes Workflow Ad Hoc Task #3.

Workflow Toolbar
Workflow toolbar icons are active and available for use based on the active window within the
Workflow Inbox that you are using. A description of each icon follows:

Button Description

The Begin User Work button is available if there is user work associated with the
selected document. Select this option to begin processing the document.

Note: This button is only enabled if all of the selected documents are in queues that
contain user work.

The Route Document button displays the Possible Transitions dialog box, which
lists other queues to which the document can be routed.

Note: This button is only enabled if all of the selected documents are in the same
queue, and the queue has at least one transition.

The Show Document button displays the document.

The Save button saves changes made to a document that is opened with another
application, such as Microsoft Word ® or Excel®.

The Filter Inbox button is used to apply a custom query to the Inbox. Filters are
designed during the configuration process, and override the sort columns of the
Inbox.

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.

Note: This button is disabled if no filters are configured, or if the user currently
logged in does not have rights to the configured filters.

The Change View button can be used to toggle between the life cycle graphic layout
and life cycle tree view.

The Zoom In button enlarges the graphic layout view.

OnBase 18 40
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Button Description

The Zoom Out button minimizes the graphic layout view until the default size is
restored.

The Grid button displays a grid pattern in the graphic layout view. The grid appears
beneath the queues and transitions to assist in lining up the icons.

The Toggle Grippers button displays or hides the window grippers. Grippers are
used for rearranging windows.

Note: This button is functional for the Classic Client interface only.

The Lock Windows button prevents the windows from being moved or resized,
except for the split window handle on the document viewer. The Restore Default
Display right-click menu option is unavailable when the windows are locked in
position.

Note: This button is functional for the Classic Client interface only.

The Terminal Session button opens a session with a host system if one is
configured. This works only with WRQ Reflection® terminal emulator.

Note: The Terminal Session button may not be available depending on your
configuration.

The Display in Separate Window button is provided for use with documents in the
Work Folder . If a Work Folder has been configured for use, enabling allows the
selected document from the Work Folder to be opened in its own viewer, without
affecting the display of the currently selected document in the Inbox. When the
button is disabled, selecting a document from the Work Folder overwrites the
currently selected document in the Inbox (unless the Display Second Pane option
has been enabled for the Inbox).

The following buttons are visible when the -WFTRACE command line switch is added to the
Client module command line:

OnBase 18 41
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Button Description

Classic Interface:
The Trace Window button opens a window that displays a text description of each
step that takes place during the execution of the Workflow. This is useful for
troubleshooting Workflow configurations. Set onbase32.ini file parameter
WriteTimeStamp=1 to include the time the step executes.
In addition, any actions/rules/task lists that are configured with the Enable Debug
Breakpoint check box selected will cause a message box to display giving details of
the breakpoint.
Core-based Interface:
When the Trace button is depressed, tracing is activated on the Application Server
and all messages from that client will be logged to the Diagnostic Console. All
messages from all clients logging trace messages to the Application Server will be
displayed in the Diagnostic Console. Thus, if two clients are logging trace messages
(have the Trace button depressed), any Diagnostic Console connected to that
Application Server will display messages from both clients simultaneously.

Note: The Diagnostics Console must be configured to log Workflow trace messages.
For information about configuring the Diagnostics Console, see the Diagnostics
Console Help files.

The Trace to File button enables logging of the activities during execution of a
Workflow. This differs from the Trace Window in that it writes to the WFDEBUG.TXT
file, in the program temp directory specified in Workstation Options.

Note: Currently only supported in the Classic Client interface.

The Breakpoint Debug button enables break point debugging. Any actions/rules/
task lists that are configured with the Enable Debug Breakpoint check box selected
will cause a message box to display prior to execution, giving details of the
breakpoint.

Note: This button is only available for the Core-based interface. The functionality
this button provides is built into the Trace Window button’s functionality in the
Classic Client interface.

The Step Debug button displays a message box after each rule, action or task is
finished executing. Used for determining the location of logic problems in a Workflow
configuration.

Processing Documents
Documents are processed through a life cycle in several ways, either by the system or the user.
Tasks can be configured to occur manually or automatically.

OnBase 18 42
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

System Work
If a queue is configured with system work, that work is automatically executed as soon as the
document enters that queue. This work takes precedence over all other types of configured
work. Rules and actions composing system work are performed by the workstation that placed
the document in the queue. If work is taking place on documents as they are being processed,
that workstation is also executing the Workflow activities. If documents are initiated into
Workflow during a commit, then the machine that commits the documents performs the
Workflow activity.

Note: When using the Core-based interface during any import process, documents must be
added to Workflow only during commit. Executing system work on uncommitted documents is
not supported when using the Core-based interface.

User Work
Right-clicking a document in the Document window and selecting Begin User Work initiates
user work that has been configured for a queue. This work steps a user through one or more
actions. The remaining right-click options are described in Workflow Client Documents Window
on page 16.

Timer Work
Timer work is configured to initiate tasks at a certain point in time by defining exactly when and
how often the work will execute on the documents in the queue. A client workstation running
with the –WFSRVR command line switch to convert it into a Workflow server can be configured
to monitor and execute timers automatically. An administrative user may trigger timers
manually.

Automatic Timer Execution

1. Select User | Workstation Options .
2. Select the Workflow Server Queues tab. See Workflow Server Queues on page 64 for
more information.

Manual Timer Execution

1. If you have Administrative Processing Privileges for Workflow, right-click a queue that
has a timer and point to Execute Timer Work .
2. Click on the name of the timer you want to execute.

OnBase 18 43
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Ad hoc Task Work

An ad hoc user task is a task that the user can select from the Tasks bar to perform on an as-
needed basis. This is different from regular user work in that the user can select the action
initiated. Ad hoc tasks are initiated by double-clicking the representative icon in the Tasks bar.

Note: Tasks can be executed on multiple documents at the same time. To select consecutive
documents in the Document window, click the first document, hold the Shift key and click the
last document. To select non-consecutive documents in the Document window, hold the Ctrl
key while clicking the documents. The tasks you execute apply to the selected documents.

Executing Ad hoc Tasks on Related Documents

If you want to execute an ad hoc task on one or more related document within the Work Folder
window, right-click on the related document(s) and drag the document(s) to the ad hoc task in
the Tasks bar, releasing the mouse button over the ad hoc task.

Tasks Bar
The Tasks bar displays ad hoc tasks to which you have been granted user group rights. The
functionality available is dependent on the content of the active Workflow window.
To display/hide the Tasks bar, select Window | Tasks Bar .

Note: Ad hoc tasks are also available from the Workflow menu.

Tip: Depending on the Windows color scheme you are using on the workstation, you may have
difficulty reading the text of the ad hoc tasks.

Note: If the combined view is used and multiple documents are selected, ad hoc tasks are only
displayed if all of the selected documents are in the same queue.

In addition, the Tasks bar displays System Tasks when the document selected from a
Document Search Results list belongs to a Document Type that is assigned to the System Task,
and the currently logged in user has been granted rights to the System Task. System Tasks are
also available from within processing queues for those documents that have been indexed.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the ad hoc task has executed for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

Locating Documents in a Life Cycle

Once documents have entered a life cycle, there are several means of locating them.

OnBase 18 44
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Document Search Results List

To locate documents from a hit list:
1. Right-click on the document.
2. Select Workflow Queues . If the document is located in one or more life cycles, the
Workflow Queues- [document name] dialog box displays.

Note: If multiple documents are selected at once, this option is disabled.

3. If you want to open the document within a queue, select the appropriate queue and click
Open Queue . The queue will open with the document displayed.
The Workflow Queues dialog box will also list who a document is assigned to if the document
is within a load-balanced queue within the Assigned to Users column. <Restricted> will be
displayed for queues and lifecycles that you do not have the rights and/or privileges to view.

List Contents Report

List reports are generated at the life cycle or queue level.
1. Right-click on the life cycle or queue and select Create List Report .
2. The Create Report dialog box flashes on the screen during processing.
3. The report then displays on the screen. This report is stored in OnBase as a SYS List
Contents Report Document Type.

Note: Typically, not all users have rights to this Document Type. However, this does not prevent
users from creating reports. Once created, the report opens in the viewer. After the report is
closed, only users with rights to the SYS List Contents Report Document Type can view the
report.

OnBase 18 45
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Viewing Documents Assigned to Other Users in a

Load Balancing Queue
Unless you have been assigned documents in a load balancing queue, you will not be able to
view documents, by default. In order to view another user’s documents:
1. Right-click on the queue and select See Other User’s Documents . The View Other
User’s Documents dialog box displays.

2. Select the appropriate user or role from the Select User list.

Note: If you want to view all of the users’ documents, select <All> . If you have selected the
Show “Assigned To” column for LB Queue option, an Assigned To column is displayed
showing who each document is currently assigned to.

Note: If <Unassigned> is selected, only documents that are not assigned to a user are
displayed. This option is not supported for the Match Keyword to User Name assignment type.

3. Click OK . The documents display in the Workflow Document window.

Note: When the Administrator opens a queue, all documents are displayed. In order to see only
their own documents, select See Other User's Documents and choose Administrator from the
View Other User’s Documents dialog box.

Note: When a load balanced queue is configured as Match Keyword to User Name , the View
Other User’s Documents list only includes the names of members assigned to the selected
load balanced queue. The Load Balance Administration dialog box includes all users that have
documents assigned to them, regardless of whether they are members assigned to the
selected load balanced queue.

OnBase 18 46
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Moving Documents within a Load Balancing Queue

Load Balancing Queues assign documents to specified users, user groups, or roles.
Assignments can be based on percentages, order of arrival, keywords, or size of existing
workload.
If keywords are edited that affect load balancing assignments, when the document is selected
and Rebalance is selected from the right-click menu, the document will be adjusted to the
appropriate user(s).
To move documents:
1. Right-click over a queue name that is a load balancing queue type.
2. Select Load Balancing Administration .

OnBase 18 47
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

3. The Load Balancing Administration dialog box displays. The name of the queue is also
displayed in the title bar of the dialog box. Expand the users/groups/roles by double-
clicking them to view their contents. Users/user groups/roles are sorted alphabetically.
A <Unassigned> group will always be displayed. This group will contain any documents
that have not been assigned to a valid user. Users that are currently logged in and
consuming a client license are displayed in bold face font.

Note: Users or roles that are configured as members for load balancing queues and have no
documents currently assigned to them will appear in Load Balancing Administration.

Note: Documents may be assigned to more than one user. Because of this, the total number of
documents in a queue and the sum total number of documents assigned to specific users may
not be equal.

To reassign documents to another user/group/role, click the document name, drag the
document to another user/group, and release the mouse button. The selected
documents are transferred to the intended user/group/role.
To reassign all documents from one user/group/role to another, select the user/group
that is assigned the documents and drag the user/group/role icon over the intended
user/group/role icon and release the mouse button. All documents are transferred from
the originally-assigned user/group/role to the intended user/group/role.
If you are in a queue that is configured as a Match Keyword to User Name queue type,
using this method will remove the current assignment from the user, from which the
document was dragged, and add the new user assignment for the dragged document. If
you want to assign multiple users to a document, press CTRL, click and drag the
document to the new user assignment. When this method is used, the old assignments
are retained and the new assignment is added.

Note: Any assignment made in a load balanced queue is not recorded in a document’s history.
Keyword changes made in Load Balancing Administration are recorded in a document’s history.

OnBase 18 48
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Reassigning Documents for Match Keyword to User

Name Queues
When a load balancing queue is configured to match a keyword to a user, a few options are
available in the Reassigning Document dialog box that can specify how assignments should be
completed. This dialog box is opened by right-clicking in the Load Balancing Administration
dialog box and selecting Reassign Documents .

Select the user affected by the reassignment.

Note: In order to select multiple users to perform the reassign task upon, you must press the
Ctrl or Shift keyboard keys while selecting the user.

The following options are available for reassignment:

• Select Unassign From Current User to remove the current assignment from the
currently selected document(s) assignment in the Load Balancing Administration
dialog box and add the new assignment.
• Select Remove All Existing Assignments to remove all existing assignments for the
currently selected document(s) and add the new assignment.
• Select Keep All Existing Assignments to keep all existing assignments for the
currently selected document(s) and add the new assignment.

OnBase 18 49
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

A right-click menu is also accessible at both the queue, user group, and document levels in the
Load Balancing Administration dialog box.

Option Description

Create List Report The information included in the List Report is dependent on the level of
detail selected in the queue. If a queue is selected, the report contains
all documents in that queue. If a user is selected, the report will only
include documents assigned to that user. (Create List Report is
disabled when one or more documents are selected.) The report is
saved into the SYS List Contents Report Document Type.

Reassign Documents Displays the Reassigning Documents dialog box, allowing the
selected documents to be moved to another user/user group or role in
Load Balancing Administration.

Rebalance Queue level: When Rebalance is initiated at the queue level, the
distribution of documents is equalized across all users/user groups.
User/User Group or role level: When Rebalance is initiated at the user/
user group level, the documents currently assigned to the selected
user/user group or role are redistributed within the queue, according to
the rebalance parameters configured.

Note: This option is not available for Match Keyword to User Name
load balancing queues or if the queue is load balanced by rules and
there is no load balancing work task list on the queue. In addition, if
you are using the Core-based interface, this option is not available
when the queue is load balanced by rules and the load balancing work
task list does not contain any actions, rules or sub task lists.

Note: When the rebalance function is initiated, existing assignments

are cleared and new assignments are made based on the load-
balancing queue’s configuration.

Refresh Refreshes the display of documents in the queue, without transitioning

documents out of the queue.

OnBase 18 50
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Additional options are only available at the document level:

Option Description

View Selected Opens the selected document.

Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or
modify document Keyword Values.

Properties Displays the Document Information for Document Handle: <nnn>

window. This window displays certain attributes stored for the document,
some of these values reflect data stored in the database tables for that
document.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Administrating Ownership
Note: Ownership Administration is not available in the Classic OnBase Client interface.

If a queue is configured for ownership and you have rights to administrate ownership, you can
view or change the ownership of documents. To view or change ownership:
1. Select the queue in the Life Cycle View window.
2. Right-click and select Ownership Administration . The Ownership Administration dialog
box is displayed.

OnBase 18 51
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

This dialog box contains ownership information for each document in the queue. The
information includes the document’s ID , Name , and Entry Date . In addition, if the document is
currently owned, the Owner is listed, as well as the date the ownership began displayed within
the Since column. If the document is not owned, the Owner and Since columns will not have
values.
In this dialog box, you can also change the ownership for a document. To change the ownership
for a document:
1. Select the document in the Ownership Administration dialog box for which you want to
change the ownership.
2. Right-click and select Change Owner . The Change Owner dialog box is displayed.

3. Select the user you want to grant ownership to from the drop-down select list.
4. Click OK .

Entering Documents into a Workflow

There are several methods for entering documents into life cycles. All methods assume that
the document type associated with the document has been configured for use with a life cycle.
The type of method used to enter a document into a life cycle is dependent on the manner in
which the document is processed into OnBase. These methods include:
• Input Processors. See Input Processors on page 53.
• Importing Document. See Importing Documents on page 53.
• Creating New Documents. See Creating New Documents on page 53.
• Manual Entry. See Manual Entry on page 54.
• Forms Processing. See Forms Processing on page 55.
• Document Retention. See Document Retention on page 56.
• Host Emulation. See Host Emulation on page 56.
• Remote Entry/Internet See Remote Entry/Internet on page 56.
• Supporting Documents in Workflow. See Supporting Documents in Workflow on page
56.

OnBase 18 52
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

• Re-Indexing. See Re-Indexing Documents in Workflow on page 56.

Note: When a document is added to OnBase, the engine (Core-based or Classic) that is
selected will be used to add the document to Workflow.

Input Processors
If input processors are configured to initiate Workflow, documents will automatically be
entered into life cycles upon processing.

Importing Documents
Upon importing documents, you can select the Initiate Workflow option to add imported
documents into the life cycle(s) assigned to the Document Type to which the document was
imported. Depending on your configuration, the Initiate Workflow option may not be available
and upon import under this condition, Workflow will automatically be initiated.

Caution: If you are using the Core-based interface, the Application Server must be
appropriately installed and configured in order for the document to be added to Workflow. If the
Application Server is not running, the following message is displayed: The application server is
not available. The document will not be added to workflow. Would you like to continue?
Clicking OK imports the document, but does not add the document to Workflow. Clicking
Cancel cancels the import. Notify your system administrator if you encounter this message.

Creating New Documents

Upon creating a new document from an existing document through Send To | Create New
Document , you can select Initiate Workflow in the Create new document from existing dialog
box to add created documents into the life cycle(s) assigned to the Document Type to which
the document was created.

Note: When you select this option in the Awaiting Index scan queue, the document will not be
added to a Workflow queue regardless of whether or not the Initiate Workflow option was
selected.

OnBase 18 53
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Manual Entry
To feed a document into a life cycle from a Document Search Results list:
1. Right-click on the document and select Workflow | Execute Workflow .
2. If the document is configured for one life cycle, Workflow launches automatically. If the
associated Document Type is configured for multiple life cycles, the Choose Life Cycle
- [document type name] window displays. In this window, the life cycles and initial
queues of those life cycles are listed. Select the appropriate life cycle and click OK .

Note: If a document has been removed from the life cycle by system work, Execute Workflow
will not open Workflow or display an error message.

If you have user rights to the life cycle chosen above, the queue containing the
document is selected in the Workflow Inbox and the document is listed in the Workflow
Document window. The document added to the life cycle is shown in the Workflow
Inbox.
If a document or group of documents does not have an associated life cycle, the Add
Document to Workflow dialog box is displayed. If you want all the selected documents
to be added to the same life cycle, select the Apply to All check box. Click Yes to add
the document(s). Click No if you do not want to add the document(s) to the life cycle.

OnBase 18 54
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Note: If you add a document to a Workflow life cycle for which you do not have rights to the
initial queue, the Unable to open Workflow dialog box is displayed, stating The requested
Queue does not exist or you do not have rights to open it .

If the selected document(s) is/are not assigned to a life cycle, the Cannot Add Document to
Workflow dialog box is displayed. Click Cancel This Document to cancel the Workflow
execution for the current document listed in the dialog box. If multiple documents were
selected, you can cancel the Workflow execution for all the documents by clicking Cancel All
Documents .
To import a file from disk into a life cycle:
1. Select File | Import to open the Import Document dialog box.
2. Browse to the location of the file and enter the remaining information on the Import
Document dialog box.
3. The document enters the initial queue(s) of the life cycle(s) to which its document type
is assigned.

Note: You do not need user rights to the life cycle to put a document into it; you only need
rights to the life cycle to see the document.

Forms Processing
E-Forms can be opened and completed from the Client module or the Internet (Web Server).
OnBase can also interact with forms software to launch a life cycle when the forms are
completed electronically.

Note: E-Forms enter a Workflow life cycle once, when they are initially submitted as a new
document. Resubmitting or revising a form will not cause the form to re-enter its associated
life cycle. For more information about re-entering document revisions into Workflow, see the
EDM Services documentation.

OnBase 18 55
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Document Retention
Documents can be fed into a Classic Workflow life cycle through an evaluation process set up
in the Document Retention module.

Host Emulation
Documents can enter a Workflow life cycle from a host system using custom programming.
This allows users to enter data as they normally would on a host screen from their data entry
activity. The system captures the information as an indexed document to launch Workflow.

Remote Entry/Internet
Workflow can be initiated from activities conducted over the Internet, including completion of
an electronic form, manual importing of a document, or launching a document from within an
email.

Notifications
If your system configuration supports this option, Workflow can be accessed through
automated email notifications. When a notification is received, click the link in the notification
to display a logon screen. Logging in will automatically display the appropriate combination of
document, queue, and life cycle that the notification was configured for. Exiting the Workflow
window will log the user out of the system.

Note: The user attempting to access Workflow via email notification must be licensed for
Workflow, with appropriate privileges.

Supporting Documents in Workflow

Certain documents exist for no other reason than to support a primary document. These
documents usually enter the life cycle at a separate stand-alone queue where they remain until
no longer needed. Such supporting documents are visible in the Related Documents window
through dynamic foldering.

Re-Indexing Documents in Workflow

When re-indexing is done and only keywords are modified, the re-indexing functions the same
as if done at the Add/Modify Keyword dialog box. System work is not performed.
Depending on your configuration, when re-indexing is done and the new Document Type is
assigned to a life cycle, the document may be added to that life cycle and system work will be
performed accordingly automatically. If your system is not configured to automatically add
documents into life cycles, you must select the Initiate Workflow check box in the Re-Index
Document dialog box.

OnBase 18 56
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

When re-indexing is done with a document currently in a life cycle and with the re-indexed
Document Type assigned to another life cycle, the document will remain in the current life cycle
and be added to the life cycle assigned to the new Document Type, if Workflow was initiated
automatically or manually, as described above. System work will be performed accordingly for
the re-indexed Document Type in the new life cycle.

Interaction with E-Forms in Workflow

Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options, one
of two things will occur:
• After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
• Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_ syntax,
the button will function as a cancel button.

Keyword Validation in OnBase

In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.

Workflow Document History

From an open document or the Document Search Results list, right-click and select History .
The Document History dialog box displays the Workflow related actions in the Workflow
Queues and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

OnBase 18 57
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Workflow Queues
The logged actions display in the following categories:
• Life Cycle - specifies the life cycle the document was/is in.
• Queue - specifies the queue the document was/is in.
• Entry Date - specifies the date and time the document entered the queue.
• Exit Date - specifies the date and time the document exited the queue. If a document
is still in the specified queue, it will not have an Exit Date.
• Entry User Name - specifies the user responsible for entering the document into the
listed queue.
• Exit User Name - specifies the user responsible for moving the document out of the
listed queue. If the document is still in the specified queue, this field is blank.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task list configured with the Log Execution setting. The
following information is available on this tab:
• Log Date - date the information was logged.
• Log Time - time the information was logged.
• Life Cycle - life cycle the transaction occurred in.
• Queue - queue the transaction occurred in.
• User Name - user responsible for the transaction.
• Type - can be action, rule, task list or custom entry.
• Name - name of the action, rule or task list that made the entry.
• Message - when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled.

OnBase 18 58
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Filtering Workflow Tabs

You can filter the information displayed in the Workflow-related tabs by right-clicking in either
tab and selecting Filter Items . The Select Items to View dialog box displays.

In this dialog box, you can select the Life Cycle , Queue , User name , and Log Date for which you
want entries displayed. You also have the option to select <ALL> from the Life Cycle , Queue ,
and User name drop-down lists.

Note: To clear the filter and view all the information in the Workflow related tabs, select <ALL>
from the drop-down lists in the Select Items to View dialog box, clear the Log Date check box,
and click OK .

Generating a Document History Report

To generate a document history report, right-click in the Document History dialog box and
select Generate Report . The new report is generated and displayed.
This report is stored in the SYS - User Reports Document Type and can be retrieved using this
Document Type as a search criterion.

Workstation Options for Workflow

In the Workstation Options dialog box, you can select two different tabs pertaining to the
Workflow module:
• The Workflow Display Options tab allows you to customize the appearance of the
Workflow Inbox.

OnBase 18 59
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

• The Workflow Server Queues tab allows you to select timer queues to monitor.

Note: These tabs are visible only if your user group has been granted privileges to the Client
User/Workstation Options .

Workflow Display Options

1. Select User | Workstation Options . The Workstation Options dialog box displays.
2. Click the Workflow Display Options tab:

OnBase 18 60
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

3. Specify the following options:

Options Description

Percent Allows you to change the default size of the Workflow windows. The cumulative
allocated percent of all windows must total 100.

Note: This option is disabled when using the Core-based interface.

Restore Updates the onbase32.ini file with the currently configured Percent settings.
Default (This does not affect the currently displayed Percent values.)
Display
Note: After changing Percent settings, the windows must also be refreshed in
Workflow, by selecting Display | Restore Default Display from the Workflow
toolbar right-click menu.

Note: This option is disabled when using the Core-based interface.

Initial Graphic Pertains to the default size of the life cycle graphic layout that displays in the life
Zoom cycle view. The higher the number, the larger the graphic layout appears.

Graphic Indicates the speed at which the visual update of transitions occurs. The higher
Update the number, the faster the graphic transitions display. The lower the number, the
slower the transition displays.

Refresh tree When selected, the document counter for a queue will be refreshed based on the
counters Refresh Rate configured under User Options . If this option is not selected, the
queue counts will only be refreshed when a user manually refreshes the counts
or if an action that refreshes the queue count, such as a transition, is processed.

Caution: To achieve optimal performance, it is recommended that this option

not be used with the Core-based interface. Using this option with the Core-based
interface consumes a greater share of network, database, and application server
resources.

Display When selected, the document viewer is divided into two sections. You can
second pane specify whether you want the pane to be split vertically or horizontally by
selecting Vertical split or Horizontal split , respectively.

Note: Vertical split and Horizontal split are disabled when using the Core-
based interface.

OnBase 18 61
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Options Description

Inbox Status This section configures the Workflow Inbox status bar, displayed directly below
Pane Order the Inbox window. Four pane options are available: Queue Name , User Name ,
Document Count , and Filter . You can choose any combination and arrangement
of panes. Use the Up and Down buttons to arrange the selected panes. Panes
will be displayed as they are listed (top to bottom) from left to right on the
screen. Panes can be removed or added. To remove a pane, select the pane in
the box and click Remove . To add a pane, select it from the drop-down list and
click Add . If no panes are available for addition, the drop-down list will be
disabled. Changes made in this section will be reflected in the following
onbase32.ini setting: StatusPaneOrder . The size of the panes can be specified
in the onbase32.ini settings.

Auto-Open Select the queue to open automatically upon opening the Workflow Inbox. The
Queue queue names are prefaced with the life cycles to which they belong. If you
cannot read the entire text, hover over the drop-down list and a tooltip will
display the name of the life cycle and queue that is selected.

Use If enabled, this option causes the Workflow filter to remain in effect, when
Persistent switching queues, until the user removes it. If disabled, Workflow filters are
Filters removed when the user changes queues.
If there is not a selected filter or the selected filter cannot be applied to the
queue, the configured default filter is applied, if applicable. Otherwise, the
persistent filter overrides the default filter.

Note: If a queue has the Use only selected filters option selected, and the
current persistent filter is not explicitly configured for the queue, the persistent
filter is not applied to the queue.

Show When selected, the Workflow menu displays in the Client menu bar.
Workflow
Menu

Show “ When this option is selected, an Assigned To column is added to the inbox when
Assigned To” you select See Other User’s Documents for a load balancing queue and view
Column for <ALL> . This column displays what user is assigned to the document currently.
LB Queue
Note: If a filter is applied to the inbox, the columns are determined by the
columns configured for the filter and this column will not display.

Note: This setting does not apply to queues configured as Match Keyword to
User Name load balancing type.

OnBase 18 62
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Options Description

Reuse Top- This option relates to the Doc - Display Related Document and Doc - Display
level Window This Document actions. It is used in conjunction with the Use Top Level
for Displaying Window option. When this option is enabled with the Use Top Level Window ,
Document only one window will be used to display documents. If multiple documents are
displayed, only the last document will be displayed in the window. When this
option is not selected, a new window is displayed for each document.

Configure When this option is selected, all items are automatically displayed in queues for
auto-display which the current user has access rights, and that are approval queues, or are
queues configured for load balancing, ownership, or to use auto-feed.
Click Configure auto-display queues to display the Inbox Auto Display
Setting dialog. Select the queues that will automatically display all items.
Click Save to save the changes or click Cancel to close the dialog without
saving.

Accelerators Allows you to assign shortcut keys to assist in performing repetitive actions.

Note: The Answer ‘Yes’ , Answer ‘No’ , and Answer ‘Cancel’ accelerators are
only supported for use with the SYS - Prompt User with Question Box action.

Note: The Answer ‘Yes’ accelerator is also supported for use with the Notify -
Display Message Box action.

Switch to Life Cycle Window , Switch to Document Window , Switch to User

Interaction Window , Switch to Folder Window , Switch to Document Window ,
and Switch to Related Document Viewer allows you to configure shortcut keys
to switch the focus to various windows within the Workflow interface.
Refresh Current Filter refreshes the current filter on the currently-selected
queue.

Note: Refresh Current Filter is not supported in the Classic Client Workflow
interface.

Once you have configured accelerators, you must close Workflow and restart it
for accelerators to be available for use.

Action A list of common responses and actions for mapping keystrokes.

Accelerator Displays the keystroke combination for the selected Action .

Key

Configure Displays the Accelerator Key dialog box for mapping the Ctrl , Alt , or Shift keys
for keyboard short cuts.

OnBase 18 63
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Options Description

User
Interface Note: Depending on your configuration, this option may not be enabled.

Allows you to specify what Workflow client interface to use. Selecting Default
will adhere to the interface specified in the Configuration module. Selecting
Classic will use the Classic Client interface. Selecting Core-based uses the
Core-based interface.

Note: This setting overrides the setting configured in the Configuration module.

Workflow Server Queues

Note: This tab is only available if you are licensed for Workflow, have the Workflow
Administrative Processing Privileges product right, and the -WFSRVR or the -WFSRVR,C
switch applied to the Client module’s shortcut. -WFSRVR,C can only be used to configure and
does not execute timers.

The Workflow Server Queues tab in the Workstation Options dialog box is used for indicating
the queues that need to be monitored for timer work by the Workflow server. Timer work is not
performed automatically until the server is asked to monitor the queue. To open the Workflow
Server Queues tab:
1. Select User | Workstation Options .
2. Click the Workflow Server Queues tab.
The first list is titled Workflow Servers . This is a list of Workflow servers. All queues monitored
by the selected Workflow server are listed in the Assigned Queues list.

Note: Queue names are prefaced with the life cycle to which they belong, displayed in brackets.

The second list is titled Available Workstations . It contains all workstations that have logged
on to the database at least once. When a workstation is selected, the available timer queues
are listed in the Available Queues list. Select any queue that you want to assign for monitoring
and click Assign Queue . You can select multiple queues at one time by holding down either the
Ctrl or Shift keyboard keys. The selected queue(s) will move to the Assigned Queues list and
the workstation that was selected will become a Workflow Server and will be moved to the
Workflow Servers list. You can unassign a queue at any time by selecting it from the Assigned
Queues list and clicking Remove Queue . When all queues from a Workflow Server are
unassigned, the Workflow Server workstation will be removed from the Workflow Servers list
and will be placed in the Available Workstations list.

Note: If you intend to delete a timer that belongs to a queue in the Assigned Queues list and it
is the only timer in that queue, remove the queue from the Assigned Queues list and, if there
are no more available queues for the workstation, remove the workstation from the Workflow
Servers list before deleting the timer.

OnBase 18 64
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Timer work may also be executed manually by users with Administrative Processing
Privileges for Workflow. In this case, the timer does not need to be added to the Workflow
Server Queues . See Timer Work on page 43 for details.

Note: Tasks are suspended while the Workflow Server Queues tab is open. Upon closing this
tab, tasks resume.

Workflow System Monitor

Note: In order to view configured timers in the Workflow System Monitor , you must have
Workflow servers assigned in the Workflow Server Queues tab in the Workstation Options
menu.

The Workflow System Monitor allows you to review the status of timers that have been
configured to trigger work on documents. To view this monitor, you must use the –WFSRVR
switch on the Client module’s command line.

This monitor supplies the name of the timer(s) and a countdown to the next inspection, which
is updated every 5 seconds. When the timer is evaluated, the actions, rules and other task lists
are executed.

OnBase 18 65
©2018
Hyland Software, Inc.
 Workflow
OnBase Client Usage

Workflow Log
The Workflow log is a report of the activities in Workflow. The information is contained in
database tables that tracks changes made to documents within Workflow. Privileges to view
this log are limited to the system administrator; however, users may be given authority to purge
all, or a selection, of the log file. Logging can be disabled at the queue level.

Note: The Workflow Log menu option is visible only if your user group has been granted
appropriate rights.

Note: The time shown on all logs reflects the database server time; not the processing
workstation’s time.

Purge
Users with permission to purge the entire Workflow log can do so by selecting Admin |
Workflow Log | Purge All Entries . A Confirmation dialog box is displayed. To proceed with the
purge, click Yes . Click No to close the message box and cancel the purge.

Caution: Once you delete information from the Workflow log it is permanently removed from
the database.

A Purged Workflow Log action entry is made in the Transaction Log any time a Purge All
Entries is performed. The log is also automatically saved in the SYS Workflow Logs Document
Type.
When the Workflow log is purged, information is also removed from the Workflow Transaction
tab within Document History.

Restricted Purge
A restricted purge enables you to focus purging entries based on one or more specific life
cycles and/or queues, or a document handle or a range of entry dates. To open the Workflow
Log Restricted Purge dialog box, select Admin | Workflow Log | Restricted Purge .
Select the desired settings according to the entries to be purged. When complete, click Purge .

Caution: Once you delete information from the Workflow log it is permanently removed from
the database.

A Confirmation dialog box is displayed. To proceed with the purge, click Yes . Click No to close
the message box and cancel the purge.
A detail entry is made in the Transaction Log that describes what restrictions were placed on
the purge. The log is also automatically saved in the SYS Workflow Logs Document Type.
When the Workflow log is purged, information is also removed from the Workflow Transaction
tab within Document History.

OnBase 18 66
©2018
Hyland Software, Inc.
 WEB WORKFLOW

Workflow Document Security

Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
• Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types , then select the
desired Document Type and select Life Cycles . Assign the desired life cycles at the
Life Cycles dialog box.
• Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights . Select the desired
user group and select Workflow . Assign the desired life cycles and queues at the
Assigning Workflow dialog box.
• Users must be granted the Retrieve/View privilege, either as a user group privilege or
as an override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to view all the items in that queue by
default, regardless of their security rights (i.e. Document Type rights).

Caution: The ability to modify items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to modify all items in that queue by
default, regardless of their Modify privilege setting, including related items. Administrators
should be aware that Workflow automatically grants the Modify privilege to users for any items
that are in their queue. As a result, care should be taken to only present items which users
should be allowed to modify.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing.

OnBase 18 67
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

Accessing the Workflow Screen

To open the Workflow window, select the Main Menu button in the Web Client.

In the Main Menu list, select Open Workflow under the Workflow section.

OnBase 18 68
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

If Open Workflow is not displayed on your Web Server, you do not have access to Workflow.
Contact your System Administrator for further information.
The Workflow interface can also be directly accessed. To directly access Workflow:
1. Open a browser and enter the path to the WFLogin.aspx page. In a typical installation,
the path will be http://[machinename]/AppNet/Workflow/WFLogin.aspx , where
[machinename] is the name of the server.
2. Type your OnBase user name and password.
3. Click Login . The Workflow interface is displayed upon successful login.

Opening Workflow From Documents

Workflow options are available from an open document or by right-clicking documents in the
Document Search Results list. Workflow can also be opened via a folder’s right-click menu.
To open Workflow:
1. From an open document, the Document Search Results list, or a folder, right-click the
document and select Workflow | Open Workflow . The Workflow screen with the queue
containing the open or selected document displays. If the document does not exist in a
life cycle, the option is disabled. If an instance of Workflow is already open, the current
Workflow screen will display the selected document.

Note: When viewing an OLE document or PDF document that has been assigned to a life cycle,
Workflow can be opened by selecting Process | Workflow | Open Workflow .

2. If the associated Document Type is configured for multiple life cycles, you are prompted
to select a life cycle. After you select a life cycle, the queue containing the open or
selected document displays. If an instance of Workflow is already open, the current
Workflow screen will display the selected document.
If Workflow is currently executing a task that has not completed and the Open Workflow option
is selected, the following message is displayed:
ATTENTION: You are currently executing a Workflow task that has not completed. Press
CANCEL to complete your Workflow task. Failure to do so will cause the task to terminate
before completed. Press OK to continue, or Cancel to stay on the current page.

Note: When viewing an OLE document or PDF document that has been assigned to a life cycle,
Workflow can be executed on the document by selecting Process | Workflow | Execute
Workflow .

Additionally, the Workflow Queues option is available from the Inbox tab in Workflow.

To view a document’s queues, select a document, right-click, and select Workflow | Workflow
Queues . The Workflow Locations dialog box is displayed. All of the life cycles, queues that the
document belongs to, and users/user groups or roles assigned to the document are listed.
<Restricted> will be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.

OnBase 18 69
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Defining the Layout

Depending on your configuration, you may be able to specify the way the viewer is displayed in
the interface. When this is available, the Viewer Position button is displayed.

When the Viewer Position button is clicked, these options are available: Bottom , Right , or New
Window .
When the Bottom option is selected, the layout displays the document viewer horizontally along
the bottom spanning the Workflow interface.
When the Right option is selected, the layout displays the document viewer vertically along the
right side spanning the Workflow interface.
When the New Window option is selected, the layout displays the document viewer in a
separate window from the Workflow interface.

Resizing and Pinning the Workflow Window

When you resize the Workflow window or change the height or width of the Life Cycle Tree,
these settings are saved. If you are using the layout where the document is displayed in a
separate window, the height and width of this window is also saved.
You can also pin the Workflow window in a position on the screen using the Pin Window
Location button.

When the window is pinned, the window will open in the same location on the screen.
Likewise, you can unpin the window by clicking Unpin Window Location .

These settings are saved on a per user, per workstation basis.

Note: Workflow window settings are not saved when using Microsoft Edge or Apple Safari.

If you are using the layout where the document is displayed in a separate window, you can also
pin and unpin this window.

OnBase 18 70
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Adding Documents to Workflow

If the Document Type assigned to the open or selected document has been configured for
Workflow, you can add the document to the initial queue of the configured Workflow.
1. From an open document or the Document Search Results list, right-click the document
and select Workflow | Execute Workflow .
2. If the document is configured for one life cycle, Workflow launches automatically.
If the associated Document Type is configured for multiple life cycles, you are prompted
to select a life cycle and click OK . A message stating Document was successfully
assigned to ‘life cycle name’ is displayed.

Life Cycle View Tab

The Life Cycle View tab displays the life cycles to which the logged in user has viewing rights.

OnBase 18 71
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

All life cycles and their queues, to which the currently logged in user has rights, are displayed in
this tab. Single-click a life cycle to select it; double-click it to select and expand it. Use the +
(plus) and - (minus) buttons to expand or collapse a life cycle without actually selecting it.
Once you have selected a queue, it will open in the Inbox tab and the items within the queue are
listed.
If you are using arrow keys to navigate the Life Cycle View tab, once you have selected a queue
to view, in order to shift focus from the Life Cycle View tab to the documents in the Inbox tab,
you must press Tab , and then Enter .
You can view specific items from multiple queues or life cycles by choosing one of the
following options from the Life Cycle View tab:
• My Owned Items - Select to display all items owned by the current user in the Inbox
tab from all queues that support ownership.
• Combined Inbox - Select to display items in the queues and life cycles configured for
Combined View. For more information, see Workflow Settings on page 80.
When a life cycle or queue is selected in the Life Cycle View tab, the Process Flow button is
available for selection.

For more information, see Process Flow on page 75.

The following options are available when right-clicking on a queue in the Life Cycle View tab:
• Refresh - Will refresh the selected queue’s document count. Only available when
queue counts are turned on.
• Generate List Report - For more information, see Create List Report on page 82.
• Perform System Work - Initiates system work configured for the queue to begin.
• Execute Timer Work - Executes the timer work associated with the selected timer.

Note: Execute Timer Work is only available on queues that have been configured with timers.

• Auto-Work - Selecting Auto-Work will display the next available document in a

queue. Users can still select a document from a queue manually.

Note: Auto-Work is only available on Exclusive Viewing queues that have not been configured
for Auto-Feed.

Adding Life Cycles and Queues to Favorites

From the Life Cycle View tab, life cycles and queues can be added to your Favorites list for
easy access in the Web Client.

OnBase 18 72
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

To add a life cycle or queue to your Favorites list:

1. Select a life cycle or queue in the Life Cycle View tab.
2. Click the Add to Favorites button.

3. The Favorite Name dialog box is displayed.

4. Enter a name for the favorite. This is how the favorite is displayed in your Favorites list.
5. Click Save to create the favorite.
See the Web Client module reference guide for more information about the Favorites list in the
Web Client.

Workflow Approval Management: Viewing Approval

Queues
Note: A Workflow Approval Management license is required for this feature.

Approval queues are accessed in the Workflow layout.

Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.
If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

Filtering
Depending on your configuration, you may be able to filter queues to display a specific subset
of documents within the selected queue.

Note: If the document or queue is accessed through Document Retrieval or StatusView, any
configured filters will not be applied.

OnBase 18 73
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

To filter a queue:
1. Select a queue in the Life Cycle View tab.
2. Click the Filter button.

3. The Filters dialog box is displayed.

4. Select the appropriate filter. The Inbox tab will display the items that match the filter
criteria within the selected queue. In some instances, an HTML form will display in the
User Interaction tab when a filter is initiated. Enter your filter criteria and submit the
form to filter the queue. Only one filter may be used at a time.

Note: If the number of characters entered in a field within an HTML form filter exceeds the
allowed number of characters for a keyword value, an error will be returned and no documents
will be displayed in the inbox.

Note: The filtered number of documents will only be displayed if the Display Filtered Document
Count setting is checked on the queue’s Filter tab. Otherwise, the unfiltered number will be
displayed, even if the queue is currently being filtered.

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.

OnBase 18 74
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

To cancel a filter view of a queue:

1. Click Filter Inbox .
2. The Filters dialog box is displayed.
3. Select <none> .
When a filter is applied, you can size columns and the column sizing settings are retained for
the next time you access the queue with the same filter applied.

Refreshing Queue Counts

If queue counts are enabled, you may need to refresh the queue counts in order to view an
accurate representation of the number of documents within queues. To refresh queues, click
the Refresh Queue Count button.

The queue counts will be updated to reflect changes within OnBase.

Note: This button is not available if queue counts are not enabled.

Note: Refreshing queue counts will also refresh the Inbox.

Process Flow
The Process Flow button allows you to view the configured process flow for the selected life
cycle.

Note: Process Flow is not enabled until a life cycle or queue is selected.

OnBase 18 75
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

When clicked, the configured process flow opens in a new window. The window displays the
queues, icons, and transitions configured for the selected life cycle. Example:

If you select a queue in the process flow, it will highlight in blue and the documents within the
queue will display in the Inbox tab.

OnBase 18 76
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

If you have administrative rights, load balanced queues are indicated by the Queue
Administration icon in the lower left corner of the queue:

When the Queue Administration icon is clicked, the Queue Administration dialog box is
displayed. From here, you can perform load balancing and ownership administration tasks. See
Queue Administration on page 102 for more information.

Inbox Tab
Items within the selected queue are displayed in the Inbox tab.

OnBase 18 77
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

You can click an item to select it and display a list of its related items or perform an ad hoc task
on an item. The Inbox tab displays the life cycle and queue (up to 95 characters) in which the
items reside. If the names of the life cycle and queue exceed 95 characters, the queue name is
displayed.

Note: If Exclusive Document Viewing has been enabled, attempting to open an item another
user has opened will result in a Access Denied--[User Name]--is already working with this
document message.

To refresh the Inbox tab, click the button in the upper-right corner of the tab:

The following right-click options are available when an item is selected in the Inbox tab and the
appropriate rights have been granted:
• Keywords : Opens the Add / Modify Keywords dialog box to view or modify the item’s
Keyword Values.
• History : Opens the Document History dialog box, which lists the past actions
performed on the item. By default, the entries are sorted in descending order, with
recent actions listed first.
• Print : Displays the Print dialog box and sends the selected item(s) to a user-
specified print queue.
• Send To | Mail Recipient : When properly configured, the system will create a blank e-
mail message with the specified item attached.
• Send To | File : Saves selected item(s) as a TIFF file in a user-specified directory.
• Send To | Create New Document : Select to create a new document from the current
one, specifying Page Range, Document Type, Document Date, and Keywords as
needed. Available for indexed documents only.
• Send To | Internal User : Sends selected item(s) to the defined user's internal
mailbox. Opens the Send Mail dialog box.
• Send To| Folder : Adds the selected item(s) to a static folder.
• Workflow | Workflow Queues : Displays the queues that the selected item exists in.
An item can only exist in one queue within a life cycle, but can exist in multiple life
cycles.

Note: If multiple items are selected at once, this option is disabled.

• Properties : The properties of an item display in the Document Information dialog

box.

OnBase 18 78
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

• Delete: Allows you to delete the selected item.

• Route : Allows you to move an item to any queue connected to the current queue by a
transition. This activity bypasses user work associated with the item. This option is
only available to users that are administrators, have the Workflow Administrative
Processing privilege, or have the Ad Hoc Routing user privilege at the queue level.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

The following options are available whether an item is selected or not:

• Combined View Settings - See Workflow Settings on page 80.
• Show Combined View - See Show Combined View on page 81.
• Create List Report - See Create List Report on page 82.

Note: This option is only available if you have been given appropriate rights.

Show All Documents

Note: Show All Documents is only available in queues that have been configured as Auto-Feed
queues.

Some users may have rights to override the auto-feed setting and view all documents within the
queue. When this right is granted, the user can right-click the Inbox tab and select Show All
Documents . All documents within the queue will be listed.

Show All Documents in an Approval Queue

Note: To use Show All Documents with an approval queue, a Workflow Approval Management
license is required.
f

If you have administrative privileges, you can use the Show All Documents option to view all
items in an approval queue. Approval queues do not need to be configured as auto-feed queues
to use this option.

Note: This option is only available if the current user has Workflow Administrative Processing
privileges, or if the current user has the “See Other User’s Documents” privilege configured for
the queue.

To display all items in an approval queue, select an approval queue, right-click the Documents
tab, and select Show All Documents . All items in the queue are displayed.
To turn off the Show All Documents option, right-click and deselect Show All Documents .
Navigating to a different queue also turns this option off.

OnBase 18 79
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Workflow Settings
The Inbox tab can display the contents of a combination of life cycles and queues. In order to
show the contents of multiple life cycle queues, life cycles and/or queues must be selected for
display. To configure the combined inbox, complete the following steps:
1. Click the Settings button:

Note: The Settings button may be disabled depending on your system’s configuration. Contact
your system administrator for assistance.

The Workflow Settings dialog box is displayed. Ensure that the Combined Inbox tab is
selected.

Note: Combined Inbox may not be available depending on your system’s configuration.
Contact your system administrator for assistance.

OnBase 18 80
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

2. Select the appropriate life cycle or queue in the Available Queues list and click the right
arrow icon. The life cycle or queue is added to the Selected Queues list. To remove a
life cycle or queue from the Selected Queues list, select the life cycle or queue and click
the left arrow icon.
3. Repeat step 2 until all appropriate life cycles and queues are added.
4. Click Save .

Disabling the Combined Inbox

You can choose whether or not the Combined Inbox view is available in Workflow. To disable
the Combined Inbox:
1. Navigate to Preferences | Client Settings .
2. In the Workflow section of the Client Settings panel, deselect Show Combined Inbox .

Note: If the Combined Inbox has been disabled at a global level, this option is disabled by
default and cannot be enabled. See the Web Server module reference guide for more
information.

Show Combined View

Once you have configured Combined View Settings, you can choose to display Combined View
by clicking Combined Inbox in the Life Cycle View tab. The contents of the life cycles and
queues selected in the Combined View Settings is displayed.

Note: If Show Combined View is selected and no queues have been configured for combined
view, the filter inbox icon will be disabled.

OnBase 18 81
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Filters in Combined View

When a filter is applied while using Combined View, the following is true concerning the display
columns. The columns display from left to right.
• If no display columns have been configured on the filter:
• Icon

Note: The Icon column is only available in the Unity interface.

• Document Name
• Workflow Life Cycle
• Workflow Queue
• Entry Date
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

• If display columns have been configured on the filter:

• All configured columns in user-configured order
• Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: Columns are not able to be sorted when using the ActiveX Web Client.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow Life
Cycle, Workflow Queue, Entry Date.

Create List Report

List reports contain item information. The reports can be generated for queues or selected
items within a queue. List reports can also be generated from the Workflow Queue
Administration dialog.

Note: This option is only available if you have been given appropriate rights.

OnBase 18 82
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

To customize a list report for items:

1. In the Inbox tab or the Workflow Queue Administration , right-click and select Create
List Report . The List Report Options dialog box is displayed.

2. Under the Range section, if you want to include all of the items in the queue in the
report, select All Items . If you want only the selected items included in the report, select
Selected Items .
3. Under the Report Destination section, select how you want the report to be generated:
• If you want the report to be displayed on the screen, select Display on Screen .
• If you want the report to be stored as a document in OnBase, select Store as
Document . Reports generated are stored in the SYS List Contents Report Document
Type.
• If you want the report to be exported to Microsoft Excel, select Export to Excel . When
this option is selected, you can choose whether to display the Excel file in .xls or .xlsx file
format.
4. Under the Other section, if you want to include the date and time of the report and the user
that created the report , select Generate Page Headers . If you want to include the number
of documents in the report and the time it took to process the report, select Generate
Summary Info .

OnBase 18 83
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

5. In the Report Summary field, you may enter any additional information you want
included in the report.
6. When finished, click Create .
To create a list report for a queue:
1. Right-click on the queue and select Generate List Report . The List Report Options
dialog box is displayed.

2. Under the Report Destination section, select how you want the report to be generated:
• If you want the report to be displayed on the screen, select Display on Screen .
• If you want the report to be stored as a document in OnBase, select Store as
Document . Reports generated are stored in the SYS List Contents Report Document
Type.
• If you want the report to be exported to Microsoft Excel, select Export to Excel . When
this option is selected, you can choose whether to display the Excel file in .xls or .xlsx file
format.
3. Under the Other section, if you want to include the date and time of the report and the user
that created the report , select Generate Page Headers . If you want to include the number
of documents in the report and the time it took to process the report, select Generate
Summary Info .
4. In the Report Summary field, you may enter any additional information you want
included in the report.
5. When finished, click Create .

OnBase 18 84
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Ownership
In queues that support ownership, you can take and release ownership of items in the Inbox
tab.
To take ownership of an item or group of items, select the items in the Inbox tab, then right-
click and select Ownership | Take Ownership .
To release ownership of an item or group of items, select the items in the Inbox tab, then right-
click and select Ownership | Release Ownership .
In the Inbox tab, the following icon indicates that the item is owned by you:

When no icon is present, the item is not owned. Items owned by other users are not displayed.

Note: Users cannot execute tasks on items that are owned by another user.

If you have the appropriate privileges and you select Show Other User’s Documents in a load-
balanced queue, items owned by another user are displayed with the following icon:

Workflow History
From an open document or the Document Search Results list, right-click and select History .
The Document History dialog box displays the Workflow related actions in the Workflow
Queues and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

Workflow Queues
The logged actions display in the following categories:
• Life Cycle - specifies the life cycle the document was/is in.
• Queue - specifies the queue the document was/is in.
• Entry Date - specifies the date and time the document entered the queue.
• Exit Date - specifies the date and time the document exited the queue. If a document
is still in the specified queue, it will not have an Exit Date.

OnBase 18 85
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

• Entry User Name - specifies the user responsible for entering the document into the
listed queue.
• Exit User Name - specifies the user responsible for moving the document out of the
listed queue. If the document is still in the specified queue, this field is blank.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task lists configured with the Log Execution setting. This
tab also displays information related to ownership.
The following information is available on this tab:
• Log Date and Log Time : date and time the information was logged.
• Life Cycle : life cycle the transaction occurred in.
• Queue : queue the transaction occurred in.
• User Name : user responsible for the transaction.
• Type : can be action, rule, task list, custom entry, or ownership.
• Name : name of the action, rule, task list, or ownership change that made the entry.
• Message : when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.

Determining What Queues an Item Is In

In some instances it may be helpful to know all the queues that an item currently resides in.
You can determine an item’s queues in the Inbox and Related Items panes. This can also be
accomplished from other areas in OnBase, such as a Document Search Results list, or a
WorkView filter bar’s filter.

OnBase 18 86
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

To view an item’s queues, select an item, right-click and select Workflow | Workflow Queues .
The following dialog box is displayed:

All of the life cycles, queues that the item belongs to, and users/user groups or roles assigned
to the item are listed in the displayed dialog box. Restricted will be displayed for queues and
life cycles that you do not have the rights and/or privileges to view.

Data Lists in Workflow Tabs

Items can be filtered, grouped, and sorted in the following Workflow-related tabs and screens:
• Inbox tab
• Work Folder tab
• My Owned Items
• Combined Inbox
• Queue Administration
• Approval Delegation

OnBase 18 87
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Filtering Items in Data Lists

Items in data lists can be filtered. To filter items, click in the field located above a data list
column to select it, and enter the text you want to use to filter the items in the list.

If you want to use different operators to filter the items in the list, select the filter icon next to
the field.

The following filter operators are available for most columns:

Filter Operator Description

Starts with Values that start with the value specified in the field will be
displayed.

Ends with Values that end with the value specified in the field will be
displayed.

Contains Values that contain the value specified in the field will be
displayed.

Does not contain Values that do not contain the value specified in the field will be
displayed.

Equals Values are that are equal to the value specified in the field will be
displayed.

Not equals Values that are not equal to the value specified in the field will be
displayed.

If the column displays a numeric or currency data type, the following filter operators are
available:

Filter Operator Description

Equals Values are that are equal to the value specified in the field will be
displayed.

OnBase 18 88
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Filter Operator Description

Not equals Values that are not equal to the value specified in the field will be
displayed.

Greater than Values that are greater than the value specified in the field will be
displayed.

Less than Values that are less than the value specified in the field will be
displayed.

Greater than or equal to Values are that are greater than or equal to the value specified in
the field will be displayed.

Less than or equal to Values that are less than or equal to the value specified in the field
will be displayed.

If the column displays a date data type, the following filter operators are available:

Filter Operator Description

On Dates that are on the date specified in the field will be displayed.

After Dates that are after the date specified in the field will be displayed.

Before Dates that are before the date specified in the field will be
displayed.

Today The current date will be displayed.

Yesterday The previous day’s date will be displayed.

This month Any dates in the current month will be displayed.

Last month Any dates in the previous month will be displayed.

Next month Any dates in the next month will be displayed.

This year Any dates in the current year will be displayed.

Last year Any dates in the last year will be displayed.

Next year Any dates in the next year will be displayed.

OnBase 18 89
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Grouping Items in Data Lists

Items can be grouped by columns in the data list. To group items, click on the header of a
column and drag it to the area above the data list. The following screen shots are an example:

OnBase 18 90
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Additional columns can be dragged to the area above the data list to group the list further.

Sorting Items in Data Lists

Items can be sorted in the data list. To sort items, click on a column header.

The items in the list are sorted by ascending values.

To sort by descending values, click the column header again.

OnBase 18 91
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Work Folder Tab

The Work Folder tab displays a list of all of the documents that are related to the main
document selected. If the main document has multiple values for a keyword type that is
assigned to the working folder, all documents that have either of the values assigned to it will
be pulled into the working folder as a related document.

To open a related document:

If using Internet Explorer 11 or a supported Firefox or Safari browser: Double-click on the
document.
If using another supported browser: Click on the document.

Note: A document must be selected in order for the context menu to display in the Work Folder
tab.

When the Work Folder tab is selected, the Related Documents Display in Separate Window
button and the Show Second Pane/Close Second Pane button are available for selection in the
toolbar.
Related Documents Display in Separate Window Button

Related Documents Display in

Primary Window

Related Documents Display in

Separate Window

Show Second Pane/Close Second Pane Button

Show Second Pane

OnBase 18 92
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Close Second Pane

When the Related Documents Display in Separate Window button is selected, related
documents will open in a separate window, leaving the original document in the Document
Viewer window.

Note: The Related Documents Display in Separate Window setting persists even after the Web
Client is closed.

Note: If a ZIP file is opened when this option is selected, an additional blank window will be
displayed in addition to the ZIP file window. This is Windows functionality.

When the Show Second Pane button is selected, the document viewing area is divided into two
panes. The left pane displays the selected document and the right pane displays the selected
related document. If you don't want to use the two pane display, click the Close Second Pane
button. You can configure the second pane to display by default by adjusting your Client
Settings . See Configuring the Second Pane to Display by Default on page 94 for more
information.
If both the Related Documents Display in Separate Window and Show Second Pane buttons
are selected, the Related Documents Display in Separate Window functionality overrides the
two pane display setting. If neither is selected, related documents will replace the original
document in the Document Viewer.

Note: If the Related Documents Display in Separate Window button is selected and a related
document is displayed in the second window, when the primary document leaves the queue (or
primary viewer), the related document remains displayed in the second window.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.

The following right-click options are available from the Work Folder tab when a document is
selected:
• Keywords
• Send To
• Delete
• Properties
• Template
• Filter

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

OnBase 18 93
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Configuring the Second Pane to Display by Default

When the second pane is displayed, the document viewing area is divided into two panes. The
left pane displays the selected document and the right pane displays the selected related
document. The second pane can be configured to display by default. To enable the second
pane to display by default:
1. Navigate to User | Client Settings .
2. In the Workflow section of the Client Settings panel, select Show Second Pane .

3. Click Save .

Portfolios
If the selected Unity life cycle or queue is configured to display related items using portfolios,
the Portfolios drop-down select list is available in the Work Folder tab.

The drop-down select list is populated with portfolios configured for the selected life cycle or
queue. To view related items using a portfolio, select a portfolio in the Portfolio drop-down
select list.

OnBase 18 94
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Templates
You can apply folder templates to the Work Folder tab by right-clicking in the Work Folder tab
and selecting Template . A list of available templates is displayed depending on your privileges.
If a default template is assigned to a queue, it is applied automatically. When a template is
applied, the name of the template is displayed at the bottom of the Work Folder tab:

To remove a template, right-click in the Work Folder tab and select Template | None .

Filters
You can apply filters to the Work Folder tab when a queue with a work folder or a portfolio
relation configured to use a folder type is selected. To apply a filter, right-click in the Work
Folder tab and select Filter . A list of available filters is displayed depending on your privileges.
The applied filter is displayed at the bottom of the Work Folder tab.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

To remove a filter, right-click in the Work Folder tab and select Filter | None .

Document Viewer
The Viewer is the large window on the bottom of the page or in a separate window, depending
on the options you have selected. This window displays the selected document. For more
information about viewing documents, see the Web Client documentation.

OnBase 18 95
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

User Interaction Tab

The User Interaction tab displays tasks that require user interactions. Forms and questions
that require user entry are displayed in this tab. The following is an example of a form
displayed in the User Interaction tab:

When the User Interaction tab is active, you will be unable to select the Documents , Life Cycle
View , or Work Folder tabs. Once the tasks that require user interaction are completed, the
Inbox tab will become enabled again and you will not be able to select the User Interaction tab.

Note: The User Interaction tab will only display when an task requiring user interaction (e.g., an
ad hoc task) is executed. When the task is completed, the tab will no longer be displayed.

OnBase 18 96
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Performing Ad Hoc Tasks

When a queue has ad hoc tasks configured, they will display directly below the Inbox tab. When
you hover over an ad hoc task, descriptive text will display in a tool tip.

To initiate an ad hoc task, select the appropriate document and click on the appropriate ad hoc
task icon.
A Workflow license is consumed for the duration of ad hoc task execution. It is released after
the ad hoc task has executed for any Named or Workstation licenses, and after the standard
minimum timeout has elapsed for a Concurrent license.
To perform an ad hoc task on a batch of documents, select multiple documents using one of
the following methods:
• Pressing CTRL and clicking each document.
• Pressing SHIFT and clicking on the first and last documents of a desired range of
documents.
After selecting the desired number of documents, click on the appropriate ad hoc task icon.

Note: If an item has been modified, you will be prompted to save changes before the ad hoc
task executes.

If there are more ad hoc tasks than can be displayed on the screen, a More Tasks button is
displayed, allowing you to access all of the ad hoc tasks available by clicking on the arrow
button. The following is an example of an ad hoc task pane with a drop-down menu:

OnBase 18 97
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Only one ad hoc task may be performed at a time. If an ad hoc task requires processing time,
such as importing a document or stamping a version, a message will display notifying the user
of this. During this time, other ad hoc task icons will not be visible. Any task requiring user
interaction will display the message as well.

Note: If the documents selected are in different queues, such as when in Combined View, the
ad hoc task list will clear.

Note: When a task requiring user interaction is being carried out, the Inbox tab will be grayed-
out and not selectable.

Performing Ad Hoc Tasks on Related Documents

Any document contained in the Work Folder tab can be dragged to an ad hoc task icon to
execute the task. To perform an ad hoc task on a related document:
1. Open the Work Folder tab.
2. Left-click and drag the related document onto an ad hoc task.

Note: Documents in the Inbox cannot be dragged and dropped onto ad hoc user task icons.
This action is limited to the documents contained in the Work Folder tab.

Note: The active document will remain in view and selected after performing any ad hoc user
task that does not remove that document from the queue.

Entering Documents into a Workflow

There are several methods for entering documents into a workflow. All methods assume that
the Document Type associated with the document has been configured for use with a life cycle.
The type of methods used to enter a document into a workflow include:
• Importing Documents. See Importing Documents on page 98.
• Creating New Documents. See Creating New Documents on page 99.
• Re-Indexing. See Re-Indexing Documents on page 99.

Importing Documents
Upon importing documents, you can select the Initiate Workflow check box to add imported
documents into the life cycle(s) assigned to the Document Type to which the document was
imported. Depending on your configuration, the Initiate Workflow check box may not be
available. Upon importing documents, Workflow will automatically be initiated.

OnBase 18 98
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Creating New Documents

Upon creating a new document from an existing document through Send To | Create New
Document , you can select Add To Workflow in the Archive Documents dialog box to add
created documents into the life cycle(s) assigned to the Document Type to which the document
was created. Depending on your configuration, the Add To Workflow check box may not be
available. Upon creating a new document, Workflow will automatically be initiated.

Re-Indexing Documents
Upon re-indexing documents, you can select the Initiate Workflow check box to add the
documents into the life cycle(s) assigned to the Document Type to which the document was re-
indexed.
Depending on your configuration, the Initiate Workflow check box may not be available. Upon
re-indexing documents, Workflow will automatically be initiated regardless of whether you
modified the document’s Keyword Values or Document Type. When Workflow is automatically
initiated, its behavior is dependent upon how you re-index the document:
• If you only modify Keyword Values, system work is not performed.
• If you modify the Document Type and the new Document Type is assigned to a life
cycle, the document is added to that life cycle and system work is performed.
• If you modify the Document Type of a document currently in a life cycle and the new
Document Type is assigned to a different life cycle, the document remains in the
current life cycle and is added to the life cycle assigned to the new Document Type.
System work is performed for the re-indexed Document Type in the new life cycle.

Running System Tasks

Some Document Types have system tasks associated with them. When a document belongs to
a Document Type that is configured to use system tasks, system tasks can be initiated on the
document. To initiate a system task from an open document in document retrieval, right-click
on the document in the viewer and select Workflow System Tasks and then select the
appropriate system task.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the system task has finished for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

OnBase 18 99
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

You can also run system tasks on documents from a hit list. To run a system task from a hit
list:
1. Select one or more documents in the hit list that you want to run the system task on.
2. Right-click and select Workflow | System Tasks... The Workflow System Tasks dialog
box is displayed.

3. Select the task you want to run from the Select a System Task to execute drop-down
select list.
4. Click OK . A message stating what system task was executed and how many items it
was executed on. Click OK on this message.

Viewing Documents of Other Users

You can view other users’ documents in a load balancing queue or in a queue that supports
ownership. To do this, open the queue, right-click in the Documents window, and select See
Other User’s Documents .

Note: If See Other User’s Documents is not available, you do not have rights to this
functionality. Contact your system administrator for further information.

OnBase 18 100
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Selecting this option displays a screen from which you can choose to view another user’s
documents.

You can select to view the documents of a particular user, all documents, or all documents not
currently assigned to a user. This does not apply to Coverage queues. See Other User’s
Assigned Documents only displays assigned documents, not covered ones. Any filters that
were being used prior to viewing another user’s documents will be in effect for those
documents.

Note: When a load balanced queue is configured as Match Keyword to User Name , the View
Other User’s Documents list only includes the names of members assigned to the selected
load balanced queue. The Workflow Queue Administration dialog box includes all users that
have documents assigned to them, regardless of whether they are members assigned to the
selected load balanced queue.

OnBase 18 101
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Queue Administration
You can perform load balancing and ownership administration tasks by selecting the
appropriate queue and clicking the Queue Administration button:

Note: This button only functions if the selected queue is configured as a load balanced or
ownership queue.

Note: The logged-in user must have one of the following administrative privileges: Workflow
Administrative Processing, Load-Balancing Administration, or Ownership Administration.

OnBase 18 102
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

The Workflow Queue Administration dialog box is displayed.

Note: Users that are currently logged in and consuming a client license are denoted with **
following their name.

Note: Users configured as members for load balancing queues will always appear in Queue
Administration regardless of the number of documents assigned to them.

Note: In queues configured with Match Keyword to User Name load balancing, users
configured as load balance members, as well as users that are not configured as load balance
members but have documents assigned to them, are displayed in the Workflow Queue
Administration dialog box.

This dialog box allows you to manually perform load balancing functions.
Click Refresh to refresh the display of documents in the queue without transitioning
documents out of the queue.

OnBase 18 103
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

The following right-click options are available when items are selected in the Workflow Queue
Administration window:

Option Description

Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or
modify document Keyword Values.
When a Keyword is changed on a document in a queue configured as Match
Keyword to User Name, the user name assignments will automatically refresh
in Queue Administration.

Note: The Queue Administration interface must be refreshed to reflect

changes to Keyword values that display in an Auto-Name string.

History Displays the Document History dialog box, which lists the past actions
performed on the document.

Create List List reports contain document information. The reports can be generated for
Report queues or selected documents within a queue. See Create List Report on page
82.

Properties Displays the Document Information for Document Handle <nnn> window.
This window displays certain attributes stored for the document, some of
these values reflect data stored in the database tables for that document.

Note: This menu option may or may not be available depending on user
rights.

Reassign Item Displays the Reassign Item dialog box. See Reassign Items on page 105.

Rebalance Item Rebalances the selected item according to the load-balancing logic applied to
the queue. See Rebalance Items on page 106.

Open in New Displays the selected document in a new window.

Window

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Note: When modifying Keyword Values with the right-click menu, the document’s Auto-Name
string will not update.

OnBase 18 104
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Reassign Items
To reassign an item, select the item or items in the list and click Reassign Item , or right-click an
item and select Reassign Item . The Reassign Item dialog box is displayed.

The Reassign Item dialog box allows the selected items to be assigned to another User/User Group
or role.
Items can also be reassigned by dragging them to an assignee. Select an item, then drag it to a user,
user group, or role in the Assignments pane. Multiple items can be dragged to assignees by holding
Ctrl while selecting items.

Note: To reassign multiple documents in a queue configured as Match Keyword to User Name,
select the documents, right-click, and select Reassign Item .

Note: To remove assignments, select <Unassigned> .

OnBase 18 105
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Rebalance Items
To rebalance items in a queue according to the configured load-balancing logic, click Rebalance
Queue .
To redistribute the selected item or items according to the load-balancing parameters configured,
select an item or items and click Rebalance Item , or right-click and select Rebalance Item.

Note: This option is not available for Match Keyword to User Name load balancing queues.

Note: When the rebalance function is initiated, existing assignments are cleared and new
assignments are made based on the load-balancing queue’s configuration.

Note: Items that are locked with a Workflow process lock are skipped and keep their original
assignments.

Change Ownership
To change the owner of an item, select an item and click Change Ownership . The Change
Ownership dialog box is displayed.

OnBase 18 106
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Select the user to which you want to assign ownership of the item and click OK .

Note: Once you have reached the maximum configured number of items that can be owned in a
life cycle, you cannot take ownership of additional items.

Note: Assigning ownership to <Unassigned> removes all ownership.

Returning to the Web Client Main Window

You can return to the main window of the Web Client by clicking the Back button within the
Workflow window.

Note: This button is only available when using the Web Client with Internet Explorer. When
using the Web Client in conjunction with Mozilla Firefox or Safari, return to the main Web Client
window by closing the Workflow window or manually selecting the main window.

Understanding Auto-Feed Locks

When a queue is configured with the Auto-Feed option, locks are placed on work items. When
the user first opens the auto-feed queue they are displayed the first available item in the queue.
The item has an auto-feed lock placed on it which can be viewed by selecting Admin | Utilities |
Process Lock Administration in the OnBase Client.
The purpose of the auto-feed lock is to prevent another user processing the same queue from
processing the same item. When the user selects the Show All Documents right-click option,
the Auto-Feed lock is removed from the item currently displayed and the inbox displays a list of
all the items in the queue. When the user selects an item, no auto-feed lock is placed on the
item. It works as though the queue never was configured for Auto-Feed.

Allowing Users to Override the Auto-Feed Documents

Setting
If a load-balancing queue is configured for Auto-Feed, a user can override the Auto-Feed setting
configured for queues and view all items within the queue if one of the following is true:
• They are the Administrator user
• They have Workflow Administrative Processing Privilege
• They have the Override Auto-Feed right for the queue

OnBase 18 107
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Closing the Application While a Task is Executing

Closing the Workflow Window
When a user attempts to close the Workflow window while Workflow is awaiting user
interaction, a message stating the following is displayed:
Are you sure you want to navigate away from this page? ATTENTION: You are currently
executing a Workflow task that has not completed. Press CANCEL to complete your Workflow
task. Failure to do so will cause the task to terminate before completion. Press OK to
continue, or Cancel to stay on the current page.
You must click Cancel to complete the task. If you click OK , the window will close and the task
will terminate.

Closing the Web Client

When a user attempts to close the main Web Client window while Workflow is awaiting user
interaction, they are prompted with the following:
You are currently executing a Workflow task. Exiting the Client during task execution will
terminate your task before it is completed. To ensure that your task is executed properly, do
not close this dialog until you complete the task. Task Status: In Progress.
When this is displayed, click Close will abort the task and close the Client. If you want to
complete the task, you can navigate back the Workflow window and complete the task. Once
the task has completed, the Task Status in the warning dialog box will be updated to
Completed . Once the task is completed, the Task Completed button is enabled. Click Task
Completed to close the Web Client.

Note: This message is not displayed if you are using the Web Client with Safari 6.1 or 7.0.
Ensure that all tasks are complete before exiting the Web Client.

Shortcut Keys
The following keyboard shortcuts can be used in the Web Workflow interface.

Shortcut Description

F9 Opens the Workflow interface window.

Alt + F4 Closes the Workflow interface window.

Right arrow Expands selected life cycle, navigates between the Life Cycle View and the
Work Folder when either tab is selected, or navigates down the item list in
the inbox.

OnBase 18 108
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

Shortcut Description

Left arrow Collapses selected life cycle, navigates between the Life Cycle View and the
Work Folder when either tab is selected, or navigates up the item list in the
inbox.

Up arrow Navigates up the list of life cycles and queues in the Life Cycle View, and
navigates up the list of users in Queue Administration.

Down arrow Navigates down the list of life cycles and queues in the Life Cycle View, and
navigates down the list of users in Queue Administration.

CTRL + F6 In the separate viewer, this navigates to the previous document.

CTRL + F7 In the separate viewer, this navigates to the next document.

F10 Executes Workflow Ad Hoc Task #1 (ad hoc task bar must have focus)

F11 Executes Workflow Ad Hoc Task #2 (ad hoc task bar must have focus)

F12 Executes Workflow Ad Hoc Task #3 (ad hoc task bar must have focus)

Tab Navigates to the next item in the screen.

Shift + Tab Navigates to the previous item in the screen.

Enter Pressing enter executes on the selected item. The following are examples of
functions that occur when pressing enter depending on the item selected:
Queues will open, and ad hoc tasks will execute.

The following additional shortcuts are available in the HTML Web Workflow interface:

Shortcut Description

CTRL + K Accesses keywords (select list and viewer)

CTRL + H Accesses history (select list and viewer)

CTRL + N Adds Note (viewer only)

CTRL + L Show All Documents (select list only in a queue configured for autofeed)

CTRL + O Show Other User's Documents (select list only)

CTRL + V Turns on Combined View (within Life Cycle View tab)

CTRL + R Route (select list only)

CTRL + W Workflow Settings (select list only)

OnBase 18 109
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

E-Form Interaction

Interaction with E-Forms in Workflow

Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options, one
of two things will occur:
• After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
• Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_ syntax,
the button will function as a cancel button.

Keyword Validation in OnBase

In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.

Workflow Trace
Workflow trace information can be logged to the Workflow Trace tab in the Diagnostics Console.

Note: The Diagnostics Console must be configured to log Workflow trace messages. For
information about configuring the Diagnostics Console, see the Diagnostics Service and
Diagnostics Console module reference guide.

If you have the appropriate administrative rights, you can enable Workflow trace in the Web
Client by completing the following steps:
1. Select the Main Menu button, and then scroll down and select Open Administration
from Admin section of the menu list. The Administration screen is displayed.
2. In the drop-down select list, select Show Active Users to display a list of currently
logged-on users.

OnBase 18 110
©2018
Hyland Software, Inc.
 Workflow
Web Workflow

3. Select a user and click Enable Workflow Trace . Workflow trace information for that user
will be logged to the Workflow Trace tab in the Diagnostics Console.
To disable Workflow trace for a user, select the user and click Disable Workflow Trace .

OnBase 18 111
©2018
Hyland Software, Inc.
 UNITY WORKFLOW

Workflow Security
Access to items via Workflow is accomplished by a combination of assignments made at the
Document Type, life cycle, and work queue level. Specifically:
• Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types , then select the
desired Document Type and select Life Cycles . Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
• Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view items within those queues.
In the Configuration module, select Users | User Groups/Rights . Select the desired
user group and select Workflow . Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.

OnBase 18 112
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

• In all Workflow interfaces except the Unity Workflow interface, users must be granted
the Retrieve/View privilege, either as a user group privilege or as an override
privilege. If this privilege is not granted (or in the case of override privileges,
overridden), users will not be able to view documents in Workflow.

Note: If the Retrieve/View privilege is revoked with an override privilege, users are still able to
view documents in Workflow.

For more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to view all the items in that queue by
default, regardless of their security rights (i.e. Document Type rights). The exception to this
rule is WorkView objects. In order to work with WorkView objects, the user must have rights to
view that object.

Caution: The ability to modify items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to modify all items in that queue by
default, regardless of their Modify privilege setting, including related items. Administrators
should be aware that Workflow automatically grants the Modify privilege to users for any items
that are in their queue. As a result, care should be taken to only present items which users
should be allowed to modify.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing.

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

Opening the Unity Workflow Interface

The Unity Workflow interface is opened by clicking the Workflow button:

OnBase 18 113
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

The Workflow layout is displayed. The Workflow layout provides the following functionality:
• Viewing Life Cycles and Queues
• Viewing an Item in a Queue
• Executing Ad Hoc Tasks
• Working With Related Items
• Queue Administration
• Changing the Workflow Layout

Viewing Life Cycles and Queues

To view a life cycle, select a life cycle from the Life Cycles pane.

All life cycles and queues to which a user has rights are available for selection.
Help text for life cycles and queues is displayed when hovering over life cycles and queues that
are configured with help text.

OnBase 18 114
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To view a queue, expand a life cycle by clicking the corresponding arrow in front of the life
cycle name. Clicking a queue will open its contents in the Inbox .

Note: If the Display All Items when Life Cycle is Selected option is configured for the life
cycle, all items to which a user has rights are displayed in the Inbox. If the option is not
selected, no items are displayed in the Inbox , and the message This life cycle is configured not
to display items when it is selected is displayed.

Searching for Life Cycles and Queues

Search for a life cycle or queue in the Life Cycles pane by typing in the search field. The Life
Cycles pane is filtered as you type, and the results are highlighted.

Click a life cycle or queue in the results list to navigate to that life cycle or queue.
To clear the search results, press the ESC key or click the x button in the search field.

Refreshing a Life Cycle or Queue

To refresh a life cycle or queue, do one of the following:
• Right-click a life cycle or queue and select Refresh .
• Select a life cycle or queue, then click Refresh on the ribbon.

• Select the Refresh button on the inbox toolbar. For more information on enabling the
inbox toolbar, see Workflow User Options on page 155.
This updates the life cycle or queue as well as queue counts.

OnBase 18 115
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Add a Queue to a Personal Page

To add a queue to your Personal Page layout, do one of the following:
• Right-click a queue and select Add To Personal Page.
• Select a queue, then select Add this layout to my personal page from the Personal
Page button on the Home ribbon.

Note: Queues added to your Personal Page layout will refresh every 3 minutes.

Note: If a queue is added to your Personal Page and your privileges to the queue are revoked or
if the queue was configured as an auto-feed queue and the Auto-Feed setting is removed from
the queue, the queue will be disabled in you Personal Page.

Note: Non-document Workflow queues cannot be added to your Personal Page.

Creating a List Report

If you have the appropriate rights, you can create a list report by right-clicking a life cycle or
queue and selecting Create List Report.
For more information on list reports, see the Unity Client help files or module reference guide.

Note: Users that are part of a Load Balancing Administration group or assigned Load Balancing
Administration rights on the queue can create list reports showing assignments. In Range ,
select Assigned To , and select a user, <All Users> , <Current User> , or <Unassigned Items>
from the corresponding drop-down select list.

Note: For auto-feed queues, only the selected item will be listed in the content report unless
the user is a Load Balance Administrator or an auto-feed administrator.

Workflow Approval Management: Viewing Approval

Queues
Note: A Workflow Approval Management license is required for this feature.

Approval queues are accessed in the Workflow layout.

Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.

OnBase 18 116
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

OnBase 18 117
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Process Flow
The Process Flow pane allows you to view the process flow of a life cycle. To open the Process
Flow pane:
1. Select the appropriate life cycle from the Life Cycles pane.
2. Place your mouse cursor over Process Flow :

3. The Process Flow pane displays the process flow of the selected life cycle:

OnBase 18 118
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To select a queue, double-click it.

If you have administrative rights, load balanced queues are indicated by the Queue
Administration icon in the lower left corner of the queue:

OnBase 18 119
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

You can zoom in or out by moving the slider in the top right corner of the Process Flow pane:

To hide the Process Flow pane, click outside it.

Note: When the Inbox is displaying a combined view, the Process Flow pane displays the
process flow for the Workflow queue that the selected Inbox item is in.

Disabling the Process Flow Pane

The Process Flow pane can be disabled by modifying the obunity.exe.config file. To disable
the Process Flow pane:
1. In the <appSettings> node of the obunity.exe.config file, add the following line:
<add key="enableWfProcessFlowPane" value="false" />
2. Save and close the file.
If you want to enable to the Process Flow pane again, change the value of the
enableWfProcessFlowPane element to true .

OnBase 18 120
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Viewing an Item in a Queue

All items in a queue, including documents and other OnBase items such as managed folders,
are displayed in the Inbox .

You can view specific items from multiple queues or life cycles by choosing one of the
following options from the Life Cycles pane:
• My Owned Items - Select to display all items owned by the current user in the Inbox
pane from all queues that support ownership.

Note: My Owned Items is only displayed if you have rights to access a life cycle that supports
ownership.

• Combined Inbox - Select to display work items from multiple life cycles. See
Combined Inbox Settings on page 128 for more information.
The columns in the Inbox can be grouped and sorted like other Unity Client data lists. Sorting by
a column in the Inbox overrides any default sort orders configured for queues. See the Unity
Client module reference guide for more information about sorting data lists.

OnBase 18 121
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To view an item in a queue, select it from the Inbox. It is displayed in the Primary Viewer:

By default, the first item in the Inbox is automatically displayed in the Primary Viewer. If there is
only one item in the currently selected queue, it is automatically displayed in the Primary
Viewer. To turn off this feature, deselect the Automatically select first item in the inbox option
in User Options . For more information, see Workflow User Options on page 155.

Note: The first 2000 items in the currently selected queue or in the combined view are
displayed in the Inbox. If more than 2000 items exist in the currently selected queue, you are
prompted with a message that, “Workflow is displaying only the first 2000 items in this queue.
Not all items are shown.”

When an item in the Inbox is selected, the Previous Document and Next Document navigation
buttons in the item’s Viewer ribbon can be used to navigate to the previous or next available
item in the Inbox.

Note: The navigation buttons in a WorkView item’s Viewer ribbon cannot be used to navigate
the Inbox.

The status bar is located at the bottom of the Inbox. It displays the current queue, any selected
filter, and the number of items in the pane:

When working with items in the Inbox, the Document Information Panel , which opens if you
choose to view an item’s Keywords, cross-references, etc., includes the Inbox tab’s icon:

OnBase 18 122
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

This is so that you can easily distinguish between items in the Inbox and related items. Any
items that are related to the item(s) selected in the Inbox are displayed on the Related Items
tab. For more information, see Working With Related Items on page 131.

Note: If Exclusive Document Viewing has been enabled, attempting to open a document
another user has opened will result in a message stating, You cannot view document
[Document ID, Auto-Name string] as user [User Name] is already working with this document .

Note: When viewing a WorkView object that has been modified, you will not be prompted to
save changes if you navigate to a different queue or life cycle. Ensure all changes are properly
saved before navigating away from the WorkView object.

Filtering the Inbox

The contents of the Inbox can be filtered to only display the items that meet certain search
requirements.

Note: If the document or queue is accessed through Document Retrieval or StatusView, any
configured filters will not be applied.

In order to use a filter, you must select the appropriate filter to apply to the Inbox. To select a
filter to apply, click Apply Filter on the Workflow tab and select a filter. Alternatively, if the
inbox toolbar is enabled, select the Filter button on the inbox toolbar and select a filter. See
Workflow User Options on page 155 for more information on enabling the inbox toolbar.
If you are using a filter form, the filter form will display in the Configure Filter: [Name of filter]
window. Enter the filter's requirements and submit the form by clicking a button on the form or
pressing the Enter key. You can refresh the filter and enter new requirements by selecting Edit
Filter... from the Apply Filter drop-down select list.
The items matching the filter's requirements are displayed in the Inbox. If a Could not load
filter E-Form message is displayed, the selected filter is unavailable.

Note: Depending on the queue configuration, you may not have the option to filter a queue.

Note: A filter form will only display if the filter has been configured to use a form. Not all filters
need forms.

OnBase 18 123
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

When a filter is applied to the Inbox, the name of the filter is displayed in the status bar. To
remove the filter, click the name of the filter in the status bar:

If Apply Filter | None is selected, a filter is not currently applied to the Inbox.

Note: If a Keyword Type that is used as a display column has more than one value for an item,
the item will be listed for each Keyword Value.

Display Columns in Single Queues

When applying a filter to a single queue, the following is true concerning the display columns
for the filter:
• If no display columns have been configured on the filter, the Document Name column
will display.
• If display columns have been configured, all configured columns will display.

Manually Route Item

To move an item in the Inbox to any queue connected to the current queue by a transition,
select an item, then click Route Item on the Workflow ribbon and select a queue. Alternatively,
if the inbox toolbar is enabled, click Route Item on the inbox toolbar and select a queue. See
Workflow User Options on page 155 for more information on enabling the inbox toolbar.
This option is only available to users that are administrators, have the Workflow Administrative
Processing privilege, or have the Ad Hoc Routing user privilege at the queue level.

Re-Index Documents
To re-index documents in Workflow, select a document or multiple documents in the Inbox or
the Related Items pane, then right-click and select Re-Index . This allows you to change the
information associated with the document.
See the Unity Client module reference guide for more information and important
considerations for re-indexing documents.

OnBase 18 124
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Ownership
If a life cycle is configured to support ownership, you can take ownership and release
ownership of items in the Inbox by using the buttons on the Workflow ribbon.
To take ownership of the selected items in the Inbox, click Take Ownership on the Workflow
ribbon.
To release ownership of the selected items in the Inbox, click Release Ownership on the Workflow
ribbon.
In the Inbox, the following icon indicates that the item is owned by the current user:

No icon indicates that the item is not owned.

Items owned by other users are not displayed in the Inbox.

Execute Script Task

To execute a Unity Script on selected items in the Inbox, click and select a Unity Script from the
Execute Script Task button on the Workflow ribbon. Alternatively, if the inbox toolbar is
enabled, you can click Execute Script Task on the inbox toolbar and select a Unity Script. For
more information about enabling the inbox toolbar, see Workflow User Options on page 155.
To change the order of script tasks in the Execute Script Task drop-down list, select Configure
Items... from this drop-down list. In the Organize Tasks dialog box, select tasks and re-position
them using the corresponding arrows.

Override Auto-Feed
To enable or disable auto-feed functionality in the Inbox, click Override Auto-feed on the
Workflow ribbon. The ability to enable or disable auto-feed functionality is only available to
users with the appropriate rights.
When auto-feed is enabled, the following message is displayed in the Inbox pane’s title bar:
“You are currently viewing items in an auto feed queue. When this functionality is enabled you
can only view one item at a time.”
When auto-feed is disabled, all items in the queue are displayed. You cannot view all items in
auto-feed queues when in the combined view. If a queue has filters assigned to it, additional
filters cannot be placed on the queue after disabling auto-feed functionality. The additional
filter must be in place before disabling auto-feed functionality.
You can also enable or disable auto-feed functionality in the Inbox using the Enable or Disable
buttons in the Inbox pane’s title bar.

Executing Ad Hoc Tasks

All ad hoc tasks that are available for a queue are displayed in the Tasks ribbon group of the
Workflow ribbon.

OnBase 18 125
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To execute an ad hoc task on an item, click a button in the Tasks section of the Workflow
ribbon. A progress bar displays if the ad hoc task takes longer than a few seconds to complete.
A status message displays indicating that a task was executed successfully.
If the inbox toolbar is enabled, tasks can be executed by clicking the Tasks button and
selecting an ad hoc task. See Workflow User Options on page 155 for more information on
enabling the inbox toolbar.

User Interaction
If a task requires user interaction, the User Interaction pane is displayed.
If you attempt to navigate to a different layout while Workflow is waiting for user input, you are
prompted to confirm that you want to close Workflow.

Executing Ad Hoc Tasks on Multiple Items

You can perform ad hoc tasks on multiple items by selecting multiple items before performing
a task.
To select multiple items at once, do one of the following:
• Hold the Ctrl key and select multiple items.
• Select a consecutive group by selecting the first item in your selection, holding the
Shift key, and selecting the last item in your selection.
• Click on the first item in the selection and drag the cursor vertically to the last item in
the selection.
With all items selected, click a button in the Tasks section of the Workflow ribbon to execute
an ad hoc task on all selected items.
For information about executing ad hoc tasks on related items, see Executing Ad Hoc Tasks on
Related Items on page 133.
If you want to change the order in which tasks are displayed in the ribbon, see Reordering
Tasks in the Workflow Ribbon on page 153 for more information.

Sending Links to Life Cycles and Queues

In the Unity Client Workflow interface, you can send UPop links to life cycles, queues, and
documents to external e-mail addresses.

Note: Depending on your configuration, the links you send may be either UPop files or UPop
URI links. See the Unity Client module reference guide for more information about UPop.

Note: E-mailing a link to a document, queue, or life cycle requires that you have a functional
Microsoft Outlook, Lotus Notes, or Novel GroupWise e-mail client. You cannot e-mail links to
documents, queues, or life cycles in the Unity Client with any other e-mail client.

OnBase 18 126
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

You must have specific user rights to e-mail a UPop link to a document, queue, or life cycle.
User rights are managed by your system administrator.
Certain special characters are not supported in file names. If these characters appear in the
document’s Auto-Name string, they are replaced with a space or substituted with other
characters that are supported. The following special characters are replaced with a space: @ #
$ % ^ & = { } [ ] : " ; ’ < > . Character substitutions are as follows:

Auto-Name Character Substitution

* +

? !

/ -

\ -

| !

Note: In order to e-mail links to life cycles, queues, and documents, the Unity Client must be
configured to enable UPop. Contact your system administrator for assistance.

E-Mailing Links to Life Cycles and Queues

To e-mail a UPop link to a life cycle or queue, complete the following steps:
1. Select the life cycle or queue that you want to send.
2. Right-click the life cycle or queue and select Send To | Mail Recipient (As Link) to send
a UPop link.

E-Mailing Links to Documents

To e-mail a UPop link or shortcut to a document, complete the following steps:
1. Select the document that you want to send from the Workflow Inbox.
2. Right-click the document and select Workflow | Send To | Mail Recipient (As Link) to
send a UPop link to the document.

Note: When opening a UPop link to a single document in Workflow, the Workflow Inbox is
filtered to display only that document.

OnBase 18 127
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Creating Desktop Shortcuts to Life Cycles and Queues

In the Unity Client, you can send a shortcut to Workflow life cycles and queues to your desktop
using UPop.

Note: In order to send shortcuts to your desktop, the Unity Client must be configured to enable
UPop. Contact your system administrator for assistance.

To save a shortcut to a life cycle or queue to your desktop, complete the following steps:
1. Select a queue or life cycle.
2. Right-click the queue or life cycle and select Send to | Save to Desktop .
The shortcut is saved to your desktop. Clicking the shortcut launches the Unity Client
and automatically opens the specific queue or life cycle in the Workflow layout.

Note: For information about viewing UPop files, see the Unity Client module reference guide.

Combined Inbox Settings

Instead of displaying the currently selected queue’s contents, the Inbox pane can display the
contents of a combination of life cycles and queues. This is known as the combined inbox. In
order to show the contents of multiple life cycle queues, queues must be configured for
display.

OnBase 18 128
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To select multiple life cycles and queues for display:

1. From the Life Cycles pane, right-click on Combined Inbox and select Configure
Combined Inbox .
2. The Combined Inbox Settings dialog box is displayed:

3. Select the check boxes that correspond with the appropriate life cycles or queues.
Expand a life cycle by clicking on the plus sign in order to access queues for selection.
4. Click OK to close the Combined Inbox Settings dialog box and apply the new settings to
the Inbox.
To add individual queues to the combined inbox, right-click a queue in the Life Cycles pane and
click Add To Combined Inbox .

OnBase 18 129
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Once queues have been configured for the combined inbox, you can select to view the
combined queues by clicking Combined Inbox in the Life Cycles pane. The Inbox pane’s status
bar is updated to reflect that you are working in the combined inbox:

To add the combined inbox to your Personal Page, right-click Combined Inbox and select Add
To Personal Page .
To turn off the combined inbox, select a life cycle and/or queue from the Life Cycles pane.

Note: You cannot configure an auto-open queue in the Unity Workflow interface, but can use
the auto-open queue configured via another OnBase client. If a queue is configured to auto-
open, but is not configured for the combined inbox, the queue is auto-opened after opening
Workflow. Select a life cycle to show the combined inbox in the Inbox pane.

Filters in the Combined Inbox

When a filter is applied while using Combined View, the following is true concerning the display
columns. The columns display from left to right.
• If no display columns have been configured on the filter:
• Icon

Note: The Icon column is only available in the Unity interface.

• Document Name
• Workflow Life Cycle
• Workflow Queue
• Entry Date
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

OnBase 18 130
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

• If display columns have been configured on the filter:

• All configured columns in user-configured order
• Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow Life
Cycle, Workflow Queue, Entry Date.

Note: Filters cannot be applied to a Combined Inbox consisting of non-document items.

Working With Related Items

Any items related to the primary item selected in the Inbox are displayed in the Related Items
pane. To view related items, select the Related Items tab below the Inbox . The Related Items
pane is displayed:

OnBase 18 131
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

When the Related Items pane is displayed, the item that is selected in the Inbox pane is
displayed in the Primary Viewer .
To display an item in a separate window, click the Display button in the Related Items pane.
To apply a template to the Related Items pane, click the Template button and select a template
to apply.
To filter the Related Items pane, click the Filter button and select the filter you want to apply.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

Note: If a Work Folder used to display related items has a default filter that is configured to
display an HTML form, the form is not displayed when the Related Items pane is selected. Only
Document Types and display columns are applied. The filter must be applied to the Work Folder
manually from the Related Items pane in order for the HTML form to display.

The status bar is located at the bottom of the Related Items pane. It displays the current queue,
the number of items in the pane, and any selected filter.
When working with related items, the task pane changes to light green, and includes the
Related Items tab’s icon:

This is so that you can easily distinguish between related items and items in the Inbox .

Note: When a Keyword Type that is determining the contents of the Related Items pane has a
value that contains an asterisk (*) or question mark (?), the characters are treated as wildcards
and all items that meet the criteria are returned as related items.

Portfolios
If the life cycle is configured to display items related to the item selected in the Inbox using
portfolios, the Portfolios drop-down select list is displayed in the Related Items pane:

To view items related to the item selected in the Inbox using a portfolio, click the Portfolios
drop-down select list and choose a portfolio, or select the portfolio’s tab in the Related Items
pane.
To refresh the items displayed on a portfolio’s tab, select the portfolio’s tab.

OnBase 18 132
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Executing Ad Hoc Tasks on Related Items

You can execute ad hoc tasks on related items by using the Tasks button in the Related Items
pane.
To execute an ad hoc task on an item, select an item and click the Tasks button. From the drop-
down select menu, choose the task you want to execute.

Interaction with E-Forms in Workflow

E-Forms in Workflow are viewed via selection from the Inbox or the Related Items pane, as well
as by executing an ad hoc task. Depending on the method of viewing, E-Forms behave
differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form is created before any Keyword
Values are added to the E-Form by the user. Depending on configuration options, one of two
things will occur:
• After the E-Form is created in the system, it will be displayed in the User Interaction
pane. Clicking Cancel will close the E-Form without saving any changes made to the
E-Form.
• Clicking Cancel will close the E-Form and not create it in the system.

Queue Administration
You can perform queue administration tasks, such as load balancing administration and
managing ownership assignments, by selecting the appropriate queue, right-clicking, and
selecting Queue Administration , or by clicking Queue Administration on the Queue
Administration ribbon.

Note: This option is only available if the selected queue is configured as a load-balanced or
ownership queue. The logged-in user must also have one of the following administrative
privileges: Workflow Administrative Processing, Load-Balancing Administration, or Ownership
Administration.

OnBase 18 133
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

The Workflow Queue Administration window is displayed:

For load balanced queues, the Workflow Queue Administration window’s status bar displays
the type of queue ( Type ) and any filter that is applied ( Filtered by ). For ownership queues, the
Workflow Queue Administration window’s status bar displays the type of queue ( Type ) and the
number of items ( Count ).
In the Workflow Queue Administration window, users that are currently logged in and
consuming a client license are displayed in bold face font.
Users with Ownership Administration privileges can view items assigned to the current user
and all items in the queue. They also can also view the Owner and Since columns in the Queue
Administration dialog box. These columns indicate the owner of the item, as well as how long
the item has been owned.
The columns in the Workflow Queue Administration window can be grouped and sorted like
other Unity Client data lists. See the Unity Client module reference guide for more information.

OnBase 18 134
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To view an item in the Workflow Queue Administration window, double-click an item in the list
to open it in a separate viewer window.
To view the Keywords or properties of an item, select an item and click Keywords or Properties
on the ribbon.
Refresh the queue administration window by clicking Refresh in the ribbon menu. This
refreshes the window without transitioning items out of any queues.

Rebalance Queues
To rebalance all items in a queue, select a queue and click Rebalance Queue in the ribbon.
Items are re-distributed according to the queue’s load-balancing logic.

Note: When the rebalance function is initiated, existing assignments are cleared and new
assignments are made based on the load-balancing queue’s configuration.

Note: Items that are locked with a Workflow process lock are skipped and keep their original
assignments.

Note: This button is not available for queues configured as Match Keyword to User Name
queues.

Rebalance Items
To rebalance an individual item, select an item and select Rebalance Item in the ribbon. The
item is re-distributed according to the queue’s load-balancing logic.

Note: When the rebalance function is initiated, existing assignments are cleared and new
assignments are made based on the load-balancing queue’s configuration.

Note: You can also rebalance items or queues outside of the Workflow Queue Administration
window by selecting Rebalance on the Queue Administration ribbon and choosing Rebalance
Item or Rebalance Queue .

Reassign Items
To reassign load-balanced items, select an item and click Reassign Item in the ribbon menu.
This displays the Reassign To dialog box, allowing the selected item to be assigned to another
User/User Group or role that are also queue members.

Note: When displaying items that are assigned to multiple users in the queue inbox, the
Reassign Item button is not available.

OnBase 18 135
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

You can also reassign items by clicking and dragging the items under the appropriate user/user
group. You can select multiple items by pressing the CTRL keyboard key or the Shift keyboard
key and then clicking on the items you want to reassign.
To assign an item to a new user or user group without removing the current assignment, click
and drag the item to the appropriate user or user group while holding the CTRL key.
When a queue is configured as Match Keyword to User Name or rules-based, the following
options are available:
• Unassign From Current User - Select to remove the current assignment from the
currently selected item(s) assignment in the Workflow Queue Administration
window and add the new assignment.
• Remove All Existing Assignments - Select to remove all existing assignments for the
currently selected item(s) and add the new assignment.
• Keep All Existing Assignments - Select to keep all existing assignments for the
currently selected item(s) and add the new assignment.

Note: To reassign multiple documents in a queue configured as Match Keyword to User Name,
select the documents, right-click, and select Reassign .

Note: To unassign documents, select and drag the documents to Unassigned .

Note: You can also reassign items outside of the Workflow Queue Administration window by
clicking Reassign Item on the Queue Administration ribbon.

Change Owners
To change the owner of an item, select an item and select Change Owner in the ribbon.
You are prompted to select a user to assign ownership:

OnBase 18 136
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Select a user from this drop-down select list and click OK .

Note: Once you have reached the maximum configured number of items that can be owned in a
life cycle, you cannot take ownership of additional items.

Note: Assigning ownership to <None> removes all ownership.

Note: You can also change ownership outside of the Workflow Queue Administration window
by clicking Change Owner on the Queue Administration ribbon.

OnBase 18 137
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Filtering Load Balanced Members

To apply a filter to load balance members in the Workflow Queue Administration window, click
Apply Filter in the ribbon. The Filter Load Balance Members window is displayed.

To apply a filter:
1. From the Look at drop-down select list, select one of the following:
• User Groups - The filter will be based upon a list of OnBase user groups.
• Users - The filter will be based upon a list of OnBase users.

OnBase 18 138
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

2. In Filtered by , select one of the following:

Filtered By Description

Specified Member Select to apply a filter based on one or more specified members.
When User Groups is selected from the Look at drop-down select
list, select a user group from this drop-down select list.
When Users is selected from the Look at drop-down select list, select
a user from this drop-down select list.
The following check boxes are also available:
• Match case - Select to match case.
• Match whole word - Select to match the whole word.
• Use - Select to use Regular Expressions or Wildcards in your
filter. After selecting one of these from the corresponding drop-
down list, click the arrow to the right of the Specified Member
drop-down select list to choose from available operators:

Members of user group Select to apply a filter based on members of a user group. Select a
user group from the corresponding drop-down select list.

Note: This filtering criteria is not available when User Groups is

selected from the Look at drop-down select list.

User(s) based on Select to apply a filter based on a user’s relationship in an

relationship in an org organizational chart.
chart You can specify user(s) using any of the following drop-down select
lists:
• User Account - Select a user.
• Org Chart - Select an Org Chart.
• Relationship - Select a relationship. When Manager is selected,
you can include peers by selecting the Include Peers check box.

Note: This filtering criteria is not available when User Groups is

selected from the Look at drop-down select list.

Members of Role Select to apply a filter based on a user’s role.

Note: This filtering criteria is not available when User Groups is

selected from the Look at drop-down select list.

3. To apply the filter, click Filter . To cancel, click Cancel .

4. The filter is applied to the Workflow Queue Administration window.

OnBase 18 139
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

After applying a filter, you can clear the filter by clicking Clear Filter in the ribbon.

Performing System Work

If you have the proper privileges, you can perform system work by doing one of the following:
• Select a queue and click Perform System Work on the Queue Administration ribbon.
• Right-click a queue and select Perform System Work .
• From the Workflow Queue Administration window, click Perform System Work on
the ribbon.

Executing Timer Work

If you have the proper privileges, you can execute timer work on a queue by doing one of the
following:
• Select a queue and click Execute Timer Work on the Queue Administration ribbon.
• Right-click a queue and select Execute Timer Work .
• From the Workflow Queue Administration window, click Execute Timer Work on the
ribbon.
After clicking Execute Timer Work , the Executing Timer dialog is displayed.

The dialog displays a progress bar and counts the number of items that are processed by the
timer work.

Manually Evaluating Documents

Note: To use this feature, a Business Rules Engine license is required.

To evaluate the documents in a queue against the Business Rules Engine, do one of the
following:
• Right-click a queue and select Evaluate Documents.
• Select a queue and click Evaluate Documents on the Queue Administration ribbon.
For more information, see the Business Rules Engine module reference guide.

OnBase 18 140
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Viewing Items in Load-Balanced Queues

In load-balanced queues, only items assigned to you appear in your inbox. If you have
administrative privileges, you can see other items as well.
To view all unassigned items in a load-balanced queue, click Unassigned Items on the Queue
Administration ribbon.
To view all items in a load-balanced queue, click Show All Items on the Queue Administration
ribbon. This displays all items in the queue regardless of their assignment.
To see only items assigned to you, click Assigned To Current User on the Queue
Administration ribbon.

View the Inbox of Another User

You can view another user’s inbox in a load-balanced queue by right-clicking the queue name
and selecting Show Other User’s Inbox or by clicking Show Other User’s Inbox on the Queue
Administration ribbon.

Note: If Show Other User’s Inbox is not displayed, you do not have rights to this functionality.
Contact your system administrator for further information.

Note: You cannot view unassigned items in a Match Keyword to User Name queue.

Note: You cannot view unassigned items in an approval queue.

OnBase 18 141
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Selecting this option displays a dialog box where you can choose to view another user’s inbox.
All users who are load-balancing members are displayed:

You can select to view the inbox of a particular user, all items (<All Users> ), or items not
currently assigned to a user ( <Unassigned Items> ). You can also click in the list of users and
type the name of a user to go directly to that user. After you click OK , the Inbox pane displays
the name of the selected user:

In the case of a Coverage queue, the Show Other User’s Inbox options will not reflect coverage
documents.

OnBase 18 142
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

When a load balanced queue is configured as Match Keyword to User Name, the Show Other
User’s Inbox list only includes the names of members assigned to the selected load balanced
queue. The Queue Administration dialog box includes all users that have items assigned to
them, regardless of whether they are members assigned to the selected load balanced queue.

Determining What Queues an Item Is In

In some instances it may be helpful to know all the queues that an item currently resides in.
You can determine an item’s queues in the Inbox and Related Items panes. This can also be
accomplished from other areas in OnBase, such as a Document Search Results list, or a
WorkView filter bar’s filter.
To view an item’s queues, select an item, right-click and select Workflow | Workflow Queues .
The following dialog box is displayed:

All of the life cycles, queues that the item belongs to, and users/user groups or roles assigned
to the item are listed is the displayed dialog box. Restricted will be displayed for queues and
life cycles that you do not have the rights and/or privileges to view.
The following buttons are available in the dialog box:

Button Description

Refresh Click to refresh the dialog box.

Display Queue Click to open the selected item in the Workflow layout and display the
selected item in the Inbox.
You can also double-click an item to open the Workflow layout and display
the selected item in the Inbox.

OnBase 18 143
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Button Description

Execute Workflow Click to manually enter one or more items into a life cycle.
For more information, see Entering Items into a Workflow on page 161.

In addition, depending on your installation, a Workflow Queues button may be available in OLE
or PDF documents. Clicking this button will open the dialog box.

Determining the Status of Parent or Child Items

In some instances it may be useful to know the status of parent or child items in Workflow,
including whether or not a parent has any children, what life cycles and queues they reside, and
their current status. You can determine a parent or child item’s status in the Inbox and Related
Items panes. This can also be accomplished from other areas in OnBase, such as a Document
Search Results list.
To view a parent or child item’s status, select an item, right-click and select Workflow | Child
Items Status . The following dialog box is displayed:

Regardless of whether the dialog is accessed from a parent or child item, the Child Items
Status dialog displays the name of the parent item, along with the life cycle in which it resides,
the names, locations, and statuses of any child items that belong to that parent item.
Restricted will be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.

OnBase 18 144
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Changing the Workflow Layout

The Simple layout is displayed by default the first time you open Workflow:

To change your layout:

1. Click Change Layout on the Workflow tab.
2. Select a layout from the drop-down select list that is displayed. At a minimum, this drop-
down select list contains the Classic layout. If your administrator has configured
layouts for your OnBase User Group, these layouts are also listed here.
3. After selecting a new layout, you are prompted to confirm that you want to reset your
current layout. Click Yes to use the newly selected layout, or No to retain the existing
layout.

OnBase 18 145
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

4. The layout you selected is displayed. As an example, the following screen shot depicts
the Classic layout:

5. To save the newly selected layout as your default layout, click Change Layout on the
Workflow tab and select Save current layout as my default . Your default layout is
displayed each time you open the Unity Workflow interface.
After saving a layout as your default layout, you can return to this layout at any time by clicking
Change Layout on the Workflow tab and selecting My Default .

Arranging Panes
You can arrange panes in the Unity Workflow interface using the functionality that is embedded
in the title bar of panes. Any changes you make are persisted and used the next time you open
Workflow.

Note: If you open multiple layouts during your Workflow session, the last layout you close will
have its layout setting restored the next time you open Workflow.

OnBase 18 146
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Click and Drag Pane Positioning

Panes can be arranged in many ways. To reposition a pane, click in the title bar and drag the
pane to a new location. The following screen shots show a user repositioning the Inbox pane:

OnBase 18 147
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

OnBase 18 148
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

You can also stack panes on top of each other to create combined windows that will be
displayed in a tabular format. If you drag one pane’s title bar on top of the other pane’s title bar,
they will combine into one pane. Tabs will display at the bottom of the combined pane for each
pane that can be accessed within the combined pane.
To undock a pane, double-click the pane’s title bar or right-click the pane’s title bar and select
Dockable . Click and drag the pane until it is displayed as a window outside of the main
interface. This window can be positioned anywhere on the screen. You can re-dock a window by
right-clicking on the window header and selecting Dockable and then double-clicking on the
header of the window.

Pinning
Panes can be pinned to a specific place or hidden when not in use. If you want to always see a
window, pin it. To pin it, click the Auto Hide button in the title bar:

To hide a pane when it is not in use, click the Auto Hide button. When a pane is not pinned, the
pane will be hidden when not in use. In order to access a hidden pane, hover over the tab that
corresponds to the appropriate pane. The tab label corresponds to the title displayed in the
pane’s title bar.

OnBase 18 149
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

The following is any example of a hidden pane:

Primary Viewer and Secondary Viewer Tabs

The Primary Viewer and Secondary Viewer tabs are confined to the document content area:
Consequently, they cannot be repositioned and pinned like the other panes in the Workflow
layout. However, these tabs can be stacked on one another.
To open the Secondary Viewer , click Secondary Viewer on the Workflow ribbon. To close the
Secondary Viewer , deselect Secondary Viewer on the Workflow ribbon.
To open the Primary Viewer , click Primary Viewer on the Workflow ribbon. To close the
Primary Viewer , deselect Primary Viewer on the Workflow ribbon.
The Primary Viewer and Secondary Viewer tabs contain the Window Position button:

Clicking the Window Position button allows you to select the tab that has focus.

Managing User Group Layouts

If you have been granted Workflow Configuration Administrator rights, you can create
Workflow layouts and assign them to OnBase User Groups.

OnBase 18 150
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To manage Workflow layouts for OnBase User Groups:

1. Click Change Layout on the Workflow tab and select Manage user group layout
settings .
2. The Manage user group layout settings dialog box is displayed:

3. Select an existing layout from the drop-down select list at the top of the Manage user
group layout settings dialog box.
To create a new layout, click New . Type a name for the layout in the Layout Name field
and click OK .
4. To rename the layout, click Rename . Type a name for the layout in the Layout Name
field and click OK .

OnBase 18 151
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

5. To modify the layout, click Modify Layout . The [name of layout] - Workflow Default
Layout Manager window is displayed:

Modify the layout accordingly. To add the Secondary Viewer tab to the layout, click
Secondary Viewer .
Click Save to save modifications to the layout and close the [name of layout] -
Workflow Default Layout Manager window.
6. In the Assigned User Groups portion of the Manage user group layout settings dialog
box, select the check box that corresponds to the OnBase User Group to which this
layout should be assigned.

OnBase 18 152
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

7. To save all changes, including newly created layouts, click Save All .

Note: If you created a new layout, a numeric ID is assigned after saving it. This numeric ID is
displayed next to the name of the layout in the Manage user group layout settings dialog box’s
drop-down select list.

Note: If you created a new layout for yourself, you need to restart to be able to select this new
layout. Users are required to restart before changes you make to their layouts take effect.

8. To delete the selected layout, click Delete . You are prompted to delete the selected
layout. Click OK to delete the layout, or Cancel to retain the layout.
9. To close the Manage user group layout settings dialog box, click Close .

Reordering Tasks in the Workflow Ribbon

You can re-order the list of tasks in the Tasks ribbon group. To do so:
1. Click the lower right corner of the Tasks ribbon group:

OnBase 18 153
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

2. The Organize Tasks dialog box is displayed:

Note: If there is only one ad hoc task configured, the Organize Tasks dialog will not be
available.

3. Select an ad hoc task and use the up or down arrow to change the order of the task in
the Tasks ribbon group.

Note: The task displayed at the top of this dialog box will be displayed in the leftmost position
in the Tasks ribbon group.

4. Click OK .

OnBase 18 154
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

5. The Tasks ribbon group is updated to reflect your changes.

Workflow User Options

Workflow options can be configured on the Workflow tab in the User Options dialog box. To
access the User Options dialog box, select User Options from the File menu.

The following sections describe the user options that are available.

OnBase 18 155
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

General Options

General Options Action When Selected

Confirm when closing the A confirmation message displays every time the Workflow
Workflow layout layout is closed.

Automatically select first item When this option is selected, the first item in the inbox will
in the inbox automatically be selected when inbox loads items. When this
option is not selected, the first item is not selected when the
inbox loads items.

Automatically select first When this option is selected, when an item is selected the first
related item related item will be automatically selected. When this option is
not selected, the first related item is not selected when an item
is selected.

Enable inbox notification when A notification message displays every time an auto-feed queue
viewing an auto-feed queue is opened in Workflow.

Enable search from life cycle When this option is selected, a search bar is available in the
tree Life Cycles pane that allows users to search for life cycles and
queues. This option is enabled by default.
When this option is deselected, the search bar does not
appear. Users can type ahead in the Life Cycles pane to
navigate to specific life cycles.

Automatically enable auto The auto-work option is set to run automatically for Exclusive
work in Exclusive View queues View queues.

Display the inbox toolbar When this option is selected, a toolbar is present in the
Workflow inbox. The toolbar allows a user to refresh the inbox,
filter the inbox, manually route an item, execute ad hoc tasks,
or execute a Unity Script. Available toolbar options depend on
user rights and privileges.

Show "Assigned To" column When this option is selected, the Assigned To column is
for LB queue displayed in the inbox of load balanced queues when Show
Other User’s Inbox is configured to show assignments for All
Users .

OnBase 18 156
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Layout Options

Layout Options Action When Selected

Always display Workflow in a The Workflow layout always opens in a new window, separate
new window from the main Unity Client window.

Allow multiple instances of the More than one instance of the Workflow layout can be opened.
Workflow layout The ability to detach and float panes in the Workflow layout is
disabled.

Note: If your default layout, or a layout assigned to your

OnBase User Group, contains floating child windows, then the
Simple layout is displayed when this option is not selected.

Note: When this option is not selected, Application Enabler is

prevented from opening a new Workflow instance.

Show Hidden Queues Allows an administrator to see Hidden Workflow Queues. This
option takes effect on the next Workflow reload.

Note: This option is only available to Workflow

Administrators. For users without the Workflow
Administrator configuration right this option is disabled.

Configure auto-display queues Automatically displays all items in queues for which the current
user has access rights, and that are approval queues, or are
configured for load balancing, ownership, or to use auto-feed.
Click Configure auto-display queues to display the Inbox
Auto Display Setting dialog. Select the queues that will
automatically display all items.
Click Save to save the changes or click Cancel to close the
dialog without saving.

Note: Changes to Layout Options take effect after the client has been restarted.

OnBase 18 157
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Workflow Startup Display Options

Workflow startup display Action When Selected

options

Automatically open the last When Workflow is opened, the last selected view will
selected view automatically be displayed.

Open the following view When Workflow is opened, the view selected from this drop-
down list will automatically be displayed.
The following views are available:
• <None>
• Combined View
• My Owned Items
• A specific life cycle
• A specific queue

Note: Workflow startup display options are only applicable to the Unity Workflow interface.
They do not persist to other Workflow interfaces.

OnBase 18 158
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Persistent Workflow Filters

Persistent Workflow Filters Action When Selected

Enable persistent inbox filter Switching between Workflow queues applies the existing
Workflow filter to the Inbox. This user option overrides any
default filter set for the queue.
When the Remember the last filter applied to each Inbox
view option is selected, the last Workflow filter you applied to
each Workflow queue is automatically reapplied when you
return to that queue. For example, you apply filter 1 to queue A.
You then navigate to queue B. When you return to queue A,
filter 1 is automatically applied.

Note: When selected, the Remember the last filter applied

to each Inbox view option overrides default filters
configured for work folders.

When the Reuse one filter across all Inbox views is selected,
the selected filter will be applied to all queues when the filter is
available for the queue.

Remember the last folder The last Workflow filter or template applied to the related
template or filter applied to folder in each Workflow queue is automatically reapplied when
each related items view you return to that view.

Note: Persistent filter information is saved across OnBase sessions.

For more information on the User Options dialog box, see the Unity Client module reference
guide.

Document Workflow History

From an open document or the Document Search Results list, right-click and select History .
The Document History dialog box displays the Workflow related actions in the Workflow
Queues and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

The Workflow Queues and Workflow Transactions data lists can be grouped, sorted, and
filtered like other Unity Client data list. See the Unity Client module reference guide for more
information.

OnBase 18 159
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Workflow Queues
The logged actions display in the following categories:
• Life Cycle : the life cycle the item was/is in.
• Queue : the queue the item was/is in.
• Entry User : the user responsible for entering the item into the listed queue.
• Entry Date : the date and time the item entered the queue.
• Exit User : the user responsible for moving the item out of the listed queue. If the item
is still in the specified queue, this field is blank.
• Exit Date : the date and time the item exited the queue. If a item is still in the
specified queue, it will not have an Exit Time.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task lists configured with the Log Execution setting. This
tab also displays information related to ownership.
The following information is available on this tab:
• Log Date and Log Time : date and time the information was logged.
• Life Cycle : life cycle the transaction occurred in.
• Queue : queue the transaction occurred in.
• User Name : user responsible for the transaction.
• Type : can be action, rule, task list, custom entry, or ownership.
• Name : name of the action, rule, task list, or ownership change that made the entry.
• Message : when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.

Performing Tasks and Accessing Related Items

Outside of Workflow
Users can perform Workflow ad hoc tasks, system tasks, and access related items outside of
Workflow from the Tasks tab. The Tasks tab is available from multiple places, including open
items or from a Document Search Results list. The following is an example:

OnBase 18 160
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

The Tasks tab includes the following:

Button Description

Workflow Queues Click to display a list of all the queues the item is in. To open the item in a
different Workflow queue, allowing you access to tasks from that queue,
select the Workflow queue from this list.

Related Items Click to display a list of related items in the task pane.

Ad Hoc Tasks/ Click to execute an ad hoc task or system task on the item. When a task is
System Tasks executed, a status message displays indicating that the task was
successfully executed.
The name of the Workflow queue is displayed in the name of the ribbon
group.

Execute Task Click to display a list of Unity Scripts that are available for use. For more
information on executing a Unity Script, see the Unity Client module
reference guide.

Note: If the Tasks tab is accessed from a Document Search Results list and the Document
Viewer pane is not displayed, it only contains system tasks. The name of the Workflow queue is
displayed below these tasks. Click the task’s button to initiate the system task.

When working with the Tasks tab:

• A Workflow license is consumed for the duration of ad hoc task execution. It is
released after the ad hoc task has executed for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.
• The Tasks tab includes tasks for auto-feed queues if you have the Override Auto-
Feed right for the queue.
• The Tasks tab includes tasks from load balancing queues only if the item is assigned
to you.
• The Tasks tab does not include tasks from Exclusive Document Viewing queues.
• The Tasks tab includes tasks from ownership queues only if the item is assigned to
you or is unassigned.
• When multiple documents are selected from a Document Search Results list, only
tasks that are common to all documents are displayed on the Tasks tab.
• After executing a system task, if the system task modifies the item type, the system
tasks available for execution are updated to display only the tasks available for the
new item type.

Entering Items into a Workflow

The process in which items enter a Workflow life cycle varies based on the type of item.

OnBase 18 161
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

• WorkView objects enter the life cycle after executing an action or upon object
creation. WorkView objects can also be manually entered into a life cycle by right-
clicking on an object and selecting Workflow | Execute Workflow .
• Managed folders enter the life cycle upon the folder’s transition to final disposition.
• Plan Review projects and Agenda items automatically enter the life cycle upon
creation.
• Documents can be manually entered into a life cycle by right-clicking one or more
documents and selecting Workflow | Execute Workflow .

Note: Users can add documents to a life cycle even if they do no have rights to the life cycle.

If the item is configured for one life cycle, Workflow enters the item into that life cycle and you
are prompted to open the Workflow layout. Click Yes to open the Workflow layout, or No to
continue working outside the Workflow layout.
If the item is configured for multiple life cycles, you are prompted to select the appropriate life
cycle by the Add To Workflow dialog box:

OnBase 18 162
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Review the selections in the Add To Workflow dialog box. The following check boxes are
available:

Add To Workflow Description

Add all items to the following life cycle When selected, all items listed in the Add To
Workflow dialog box will be added to the life cycle
selected from the corresponding drop-down list after
clicking OK .

Launch the Workflow layout When selected, the Workflow layout will launch after
clicking OK .

Click OK to add the item to Workflow.

If the item is not configured for any life cycles, you are prompted that the item is not assigned
to any life cycles.
If the item is already assigned to all of its life cycles, you are prompted that there are no more
life cycles to add the item to.

Running System Tasks

Some Document Types have system tasks associated with them. When a document belongs to
a Document Type that is configured to use system tasks, system tasks can be initiated on the
document. To initiate a system task from an open document or a document in document
retrieval, select the Tasks tab and then select the appropriate system task from the System
Tasks ribbon group.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the system task has finished for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

OnBase 18 163
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Developer Tab
Depending on your configuration, the Developer tab may be available. The Developer tab
includes the following buttons:

Debug Options Description

Trace When selected, tracing is activated on the Application Server and all
messages from that client will be logged to the Diagnostic Console.
All messages from all clients logging trace messages to the
Application Server will be displayed in the Diagnostic Console. Thus, if
two clients are logging trace messages, any Diagnostic Console
connected to that Application Server will display messages from both
clients simultaneously.

Note: The Diagnostics Console must be configured to log Workflow

trace messages. For information about configuring the Diagnostics
Console, see the Diagnostics Service and Diagnostics Console
module reference guide.

Breakpoint Debug Click to enable break point debugging. Any actions/rules/task lists
that are configured with the Enable Debug Breakpoint check box
selected will cause a message box to display prior to execution,
giving details of the breakpoint. In this message box, administrators
have the opportunity to verify and edit Keyword and property values.
See Editing Keyword and Property Values at Debug Breakpoints on
page 165 for more information.

Step Breakpoint Debug Click to display a message box after each rule, action, or task is
finished executing. Used for determining the location of logic
problems in a Workflow configuration.

OnBase 18 164
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Editing Keyword and Property Values at Debug

Breakpoints
If you have Workflow Administration rights, debug breakpoints can be used to verify, modify, or
delete Keyword and property values before the action, rule, or task list executes in a document
or folder-based life cycle. To use this feature:
1. In the Developer ribbon menu, select Enable Breakpoints .
2. In Workflow, initiate an action, rule, or task list with a configured debug breakpoint.
Before the action or rule executes, the User Interaction pane displays information about
the Workflow action or rule.

OnBase 18 165
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Note: This dialog is not displayed in system work debug breakpoints when system work is
triggered manually.

This pane contains the following tabs:

• The Keywords tab displays the item’s Keywords and their respective values.

Note: If the user does have not the View Keywords privilege, the Keywords tab is not displayed.

• The Session Property Bag tab displays the item’s property values

OnBase 18 166
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

• The Scoped Property Bag tab.

• The Persistent Property Bag tab.
Within each tab, an administrator can verify or modify values as needed.

Editing Keyword Values

Keyword values can be edited for corrections. To edit Keyword values:
1. In the Keyword tab, edit the Keyword value in the field provided.
2. Click OK .

Editing Property Values

In the Session Property Bag , Scoped Property Bag , and Persistent Property Bag tabs, property
values can be edited, and property bag entries can be added or deleted. To edit property values:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, edit the property value in the field provided.
Properties with a collection of values can be edited by adding, updating, or deleting
values. See Editing Collection Properties on page 167 for more information.
2. Click OK .

Editing Collection Properties

In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag tab,
properties with a collection of more than one value are displayed with their values listed. You
can add, update, or delete these values.
To add values to a collection property:
1. Click Add . The following dialog box is displayed:

2. Enter a property value in the Value field.

3. Select one of the following options from the Insert drop-down select list to determine
where the property value will be inserted into the collection of values:
• After - Inserts the value after the currently selected value.
• Before - Inserts the value before the currently selected value.
4. Click OK .

OnBase 18 167
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

To modify values in a collection property:

1. Select the value you want to modify.
2. Click Update . The following dialog box is displayed:

The existing value is displayed for editing.

3. Modify the value in the Value field.
4. Click OK .
To delete a value in a collection property:
1. Select the value you want to delete.
2. Click Delete .

Adding Property Bag Entries

To add property bag entries:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, click Add Bag Entry .
The following dialog box is displayed:

2. Enter a property name in the Name field.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces in property names.

OnBase 18 168
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

3. If you want to set the property value to a collection of values separated by commas
instead of a single value, select Is Collection . When an entry is added as a collection,
4. Click OK .

Deleting Property Bag Entries

To delete property bag entries:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, click Delete Bag Entry .
The following dialog box is displayed:

This dialog displays the properties that can be deleted.

2. Select the entry you want to delete. Multiple entries can be selected.
3. Click OK .

Close the Workflow Layout

To close the Workflow layout and return to your Home layout, click Close This Layout on the
Workflow ribbon menu.
If the Workflow layout is your Home layout, the default OnBase layout is displayed. After
clicking, you are prompted to confirm that you want to close the Workflow layout. Click Yes to
close the layout. Click No to keep the layout open. Select the Do not prompt me again check
box to no longer be prompted after clicking Close This Layout . This selection persists for the
duration of your current OnBase session.

OnBase 18 169
©2018
Hyland Software, Inc.
 Workflow
Unity Workflow

Using this button to close the Workflow layout, or closing the Unity Client, releases the
Workflow license that you consumed (immediately for any Named or Workstation licenses, and
after the standard minimum timeout has elapsed for a Concurrent license), as well as any auto-
feed locks, Exclusive Document Viewing locks, process locks, and document locks. Navigating
to a different layout (for example, Document Retrieval) does not release the Workflow license
that you consumed, even though the Workflow tab is no longer displayed. It also does not
release auto-feed locks, Exclusive Document Viewing locks, process locks, or document locks.

Tip: Use this button to close the Workflow layout if you will not be using Workflow again during
your current OnBase session.

If you close the Workflow layout or the Unity Client while Workflow is awaiting user interaction,
you are prompted to verify that you want to close the layout. Click No to complete the task.
Click Yes to close the layout and terminate the task.

OnBase 18 170
©2018
Hyland Software, Inc.
 C ONFIGURATION M ODULE WORKFLOW ADMINISTRATION

Administration
In the Configuration module, you can perform administrative Workflow tasks such as managing
life cycle locks, Workflow options, and Workflow doctor reports. Workflow import functionality
can be used to import configuration files.

Locks
Configuration locking can be used to prevent accidental changes to the configuration of a life
cycle. While enabled, you can view the Tree Configuration window and browse through the
queues without the ability to make changes. While locked, the graphic layout cannot be
accessed. Lock Configuration is not a security feature. Any user with rights to configure the life
cycle can lock or unlock the life cycle. Locking a life cycle does not prohibit the ability to assign
User Groups and Document Types to the locked life cycle.

Lock Configuration
1. Select Workflow | Configuration Locking . The Lock Configuration dialog box opens.

2. To lock the configuration of a life cycle, click the box in front of the life cycle.

OnBase 18 171
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

3. If you want to password protect the configuration of a life cycle, select a life cycle that
has a check mark beside it and click Password .

Enter the password in the Enter New Password for the Life Cycle field and confirm the
password by entering it in the Confirm New Password field. Click OK .

Note: The maximum number of characters the password can be is 39 single-byte characters.

4. Repeat steps 2 and 3 for each life cycle for which it is appropriate.
5. Click Save .
To remove a lock on a life cycle:
1. Select the check mark box next to the life cycle to remove the check mark.
2. If the life cycle is password protected, the Enter Password to Unlock Life Cycle dialog
box is displayed.

3. Enter the password for the life cycle and click OK .

4. Click Save .
To exit without making changes, click Close .

OnBase 18 172
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Adding and Removing a Document Type in a Workflow

Life cycles can be assigned to Document Types, so that their associated documents can be
viewed and routed through a life cycle.

Note: The ability to view documents in a life cycle is controlled at the queue level. If a user has
rights to a Workflow queue, they will also have rights to view all the documents in that queue,
regardless of their security rights to the Document Types assigned to that queue.

Caution: If you assign a Document Type to both Unity Life Cycles and standard life cycles,
when using the Classic Client Workflow interface, when a document is added to life cycles, the
document is only added to the standard life cycles the document’s Document Type is
associated with. The document will not be added to any Unity Life Cycles the document’s
Document Type is associated with.

Adding
1. Select Document | Document Types .
2. Select the Document Type.
3. Click Life Cycles .
4. Select the life cycle(s) on the Available list.
5. Click Add>> to move them to the Selected list.
6. Click Save .

Verification Reports
The SYS - Verification Reports Document Type can be assigned to a life cycle and verification
reports can be routed through a life cycle upon creation of the verification report.

Removing a Document Type

1. Select Document | Document Types .
2. Select the Document Type from the list.
3. Click Life Cycles .
4. Select the life cycle(s) in the Selected list.
5. Click <<Remove .
6. Click Save .

Configuring Related Documents

Related documents are associated with a life cycle within a Work Folder. A Work Folder is
based on a folder type. This folder type must have the following settings:
• Must be set as a Workflow folder type.
• Must be dynamic.
• Have the appropriate document type(s) assigned to link to a life cycle.

OnBase 18 173
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Have the similar Keyword Types configured that will link the documents and related
documents together in a life cycle.
• Allow access to user groups that need to see the related documents by giving them
appropriate folder type rights.
If the primary document has multiple values for a Keyword Type that is assigned to the Work
Folder, all documents, including the primary document, that have any of the values assigned to
it will be pulled into the Work Folder as a related document. If the primary document should not
be included in the Work Folder, the Exclude Primary Document option should be selected for
the Workflow folder type.

Note: The Exclude Primary Document option is not supported in the OnBase Client Classic
Workflow interface, and Work Folders in the OnBase Client Classic Workflow interface will
always include the primary document.

For more information concerning configuring folder types, see the Folders documentation.

Caution: If you give a user group rights to a folder type used as a Work Folder in Workflow,
users in that group will be able to view the document regardless of the rights they have for the
affected Document Type(s) in the Related Documents window except for the Classic Client
interface. This interface relies on user rights for Work Folder document display.

Once a folder type is configured appropriately, it must be associated with the life cycle in
OnBase Studio. See Life Cycle General Options on page 246 for more information.

Note: When a Workflow folder type is associated with a life cycle, the folder type cannot be
deleted.

Relating Documents by Document Handle with Folders

Related documents can also be determined by document handle with folders. When configured
properly, folders can be used to determine what documents are related to the primary
document based on the system Document Handle Keyword Value(s) associated with the
primary document. The primary Document Type must have the Document Handle Keyword Type
assigned. Document Handle Keyword Values are matched to Document Handles of secondary
documents to determine related documents. Also, the Document Handle Keyword Type can be
used in conjunction with configuring common keywords to determine related documents. In
order for this to be configured successfully, a few configuration steps must be completed.
To query for related documents by their Document Handle when using a Work Folder:
1. Configure the Document Handle system Keyword Type as a keyword on the Keyword tab
of the Folder Type used as a Work Folder.
2. Configure the Document Handle system Keyword Type as a keyword on your primary
document.

OnBase 18 174
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

3. A Work Folder must be configured at either the Life Cycle or Queue level.
4. When you select the primary document from the Inbox all related documents configured
for the Work Folder will display along with any documents that have a Document Handle
that is entered as a value on the primary document in the configured Document Handle
system Keyword Type.
To query for related documents by their Document Handle when using rules and actions that
query for related documents using the relate by Folder Type option:
1. Configure the Document Handle system Keyword Type as a keyword on the Keyword tab
of the Folder Type used as a Work Folder.
2. Configure the Document Handle system Keyword Type as a keyword on your primary
document.
3. Configure the Folder Type in the Related Document Query window of the rule or action.
4. When you select the primary document from the Inbox then execute the rule or action all
related documents configured for the Folder Type will be queried along with any
documents that have a Document Handle that is entered as a value on the Primary
document in the configured Document Handle system Keyword Type.
5. In the core-based interface, if you configure a folder to relate documents by Document
Handle and you configure the order of the documents to be determined by Document
Type Sequence , since all documents are listed, regardless of their Document Types, the
documents are ordered by the Document Type name.

User Group Configuration for Workflow

Configuring Workflow requires access to life cycles and queues. Depending on the design, you
may require access to queries, note types, folder types and system tasks, ad hoc user tasks, or
any combination of these.

Note: The ability to view documents in a life cycle is controlled at the queue level. If a user has
rights to a life cycle queue, they will also have rights to view all the documents in that queue,
regardless of their security rights (i.e., security keyword assignments).

Note: To view documents within Workflow, users need to have access to at least one
Document Type as well as privileges to retrieve / view documents. The Document Type to
which the user is given access does not need to contain any documents, nor does it need to be
associated with the Life Cycle. The user also does not need access to the Retrieval dialog.

Note: To add life cycles to the user group, the workstation must have a Workflow module
license.

To Assign Workflow Life Cycles and Queues to a User Group:

1. Select Users | User Groups/Rights .
2. Select the user group that will be assigned life cycle and queue rights.
3. Click Workflow to open the Assigning Workflow for [user group] dialog box.

OnBase 18 175
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

4. When the Use Workflow Configuration Rights option is selected, you must select the
Execution Rights tab. The Available for Selection list contains all of the Workflow life
cycles currently stored in the system. To add a life cycle to the rights of the users,
select the life cycle in the Available for Selection list and click Add . All queues within
the life cycle are automatically highlighted and added.
5. The Selected for Group list contains all of the life cycles and queues currently assigned
to the user group. A life cycle or work queue can be removed from the user group by
highlighting the life cycle or queue in the Selected for Group section and clicking
Remove .
6. Click Close .

Note: In order to grant access to specific queues, the user group must have rights to the life
cycle that contains the queues.

In addition, life cycles rights can be granted to user groups by right-clicking on a life cycle in the
configuration tree and selecting User Group . You can assign user groups to the selected life
cycle.

Copying Workflow Settings for User Groups

Workflow settings can be copied from one User Group to another. These settings include the
following:
• Workflow Life Cycles and Work Queues
• Workflow System Tasks
• Workflow Ad Hoc User Tasks
To copy Workflow rights to another User Group:
1. Select Users | User Groups/Rights . The User Groups & Rights dialog box is displayed.
2. Select the User Group from which you want to copy rights.

OnBase 18 176
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

3. Click Copy . The User Group Copy Options dialog box is displayed.

4. Enter a new User Group Name that will inherit the selected settings from the existing
User Group.
5. Select the User Group Settings to Copy of the existing User Group that you would like
your new User Group to inherit.

Note: You do not have to choose all settings assigned to the existing User Group.

6. Click Retain Copy Options if you would like to save the selected settings for a future
User Group you will create.
7. Click Copy .

Service Accounts
A user account configured as a service account will have the following rights within Workflow:
• Retrieve a list of all life cycles including the life cycle name, ID and all other
properties.
• Retrieve a list of all queues for any life cycle.
• Retrieve a list of all ad hoc tasks and execute any ad hoc task.

Configure Life Cycles

The user group responsible for the configuration work must have Workflow Configuration
Rights.

OnBase 18 177
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Granting a User Rights to Configure All Life Cycles

If you want a specific user to have rights to configure all life cycles, you must grant the user
Workflow Configuration Administration rights. To grant this right:
1. Select Workflow | Options .
2. Check the Use Workflow Configuration Rights option.
3. Click Save .
4. Select Users | User Names/Password .
5. Select the appropriate user.
6. Click Settings .
7. Select Workflow Configuration Administrator .
8. Click Save .

Note: The Workflow Configuration Administration right also gives a specific user the option to
Manage user group layout settings in the Unity Workflow interface.

Configure custom queries, VB scripts, folder and notes

In order for users to utilize custom queries, VBScripts, folder, and notes, users must have
appropriate rights.

Assign or revoke rights to Custom Queries

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click the Custom Queries button.
3. On the Assigning Custom Queries for [group name] Group dialog box, select the names
of queries in the Available list and click the Add>> button to move them to the Selected
list. To revoke access, select the query on the Selected list and click the <<Remove
button.
4. When finished, click Close .
5. Follow these steps for the VBScript , Folder Types , and Note Types buttons. For note
type configuration, you must also specify rights to create, view, modify, and/or delete
note types by selecting the appropriate boxes.

Gain access to the Workflow inbox and workstation options

In order to access the Workflow Inbox and workstation options, the following rights must be
granted to a user.
1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Privileges .
3. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow box in Client Based Products .

OnBase 18 178
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

4. To assign Workstation Options , check the User/Workstation Options box in the Client
Features section.
5. Click Save & Close .

To gain access to the Workflow inbox, but deny the right to the
Execute Workflow right-click menu outside of Workflow
1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Privileges .
3. If the Workflow privilege is selected for the user group, clear it.
4. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow Restricted box in the Client Based Products section.
5. Click Save & Close .

Change viewing privileges to life cycles and queues in the

Workflow inbox
In order for users to access life cycles, they must have the appropriate privileges.

Assign or revoke life Cycle privileges

1. Select Users | User Groups/Rights to display the User Groups & Rights screen.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Workflow .

Note: The MANAGER and ADMINISTRATOR accounts must be assigned specific rights to any
queues those user groups require access to.

3. Select life cycle(s) from the Life Cycle list on the Available for selection list. The
associated queues are selected in the Work Queue list below. You can deselect
individual queues by clicking them in the Work Queue list.
4. Click the Add>> button to move the life cycle and queues to the Selected for Group list.
To revoke access, select the life cycle(s) on the Selected for Group list and click the
<<Remove button.
5. When finished, click Close .

Note: When using the Classic Client interface, users must be assigned to more than one queue
in order for the Life Cycle window to be displayed by default. If you only want to assign users to
one queue and make the Life Cycle window available by default, create a hidden queue and
assign it to the users that you only want to access one Workflow queue.

OnBase 18 179
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Change privileges to Ad Hoc Tasks, Web/API Tasks and System

Tasks
In order for users to perform ad hoc or system tasks, they must have the appropriate
privilege(s).

Assign or revoke privileges to Ad hoc Tasks

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box. Type
the new user group name in the field or select an existing one from the User Group
Name list and click Ad Hoc User Tasks .
2. On the Ad Hoc User Tasks dialog box, select the task(s) from the Available list and click
the Add>> button to move them to the Selected list. To revoke access, select the task(s)
on the Selected list and click the <<Remove button.

Note: Only ad hoc tasks belonging to life cycles to which users have rights are displayed for
selection.

3. When finished, click Close .

4. Click Exit .

Assign Web/API Tasks to a User Group:

1. Select Users | User Groups/Rights .
2. Select the user group that will be assigned rights for Web/API tasks.
3. Click Web /API Tasks to display the Web/API Tasks dialog box.
4. The Available list contains all Web/API tasks that are currently stored in OnBase. To
add a task to the user group, select it in the Available list and click Add .
5. The Selected section lists all tasks that are currently assigned to the user group. To
remove a task, select it in the Selected list and click Remove .
6. Click Close when all tasks have been assigned.

Assign or revoke privileges to System Tasks

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click System Tasks .
3. In the System Tasks dialog box, select the task(s) from the Available list and click the
Add>> button to move them to the Selected list. To revoke access, select the task(s) on
the Selected list and click the <<Remove button.
4. When finished, click Close .

Assign/revoke System Tasks to/from Document Types

System tasks are visible in the Tasks Bar when viewing a Document Type that has been
associated with that task. Document Types can be assigned in the Workflow Tree
Configuration dialog box or in the Document Types dialog box.

OnBase 18 180
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

To associate a system task to a Document Type in the Document Types dialog box:
1. Select Document | Document Types .
2. In the Document Types dialog box, select the Document Type name to configure and
click System Tasks.
3. In the Task List Selection dialog box, select the task(s) in the Available list and click
Add>> . When finished, click Close .
4. On the Document Types dialog box, click Close .

Grant Administrative Processing Privileges

To perform load-balancing administration, purge the Workflow Log , see all queues regardless
of rights in the Workflow Queues dialog box, and manually execute timer work, users must have
the Workflow Administrative Processing Privilege. To assign a user with this privilege:
1. Click Users | User Groups/Rights .
2. Type the new user group name in the field, or select an existing one from the User
Group Name list, and click Product Rights .
3. Check the Workflow box in the Administrative Processing Privileges section.
4. Click Save & Close .
5. Click Exit .

Note: The Workflow Administrator privilege overrides all queue level privileges in those queues
that the user/user groups has rights.

Granting Workflow Log Purging Privileges

In order for a user to be able to purge Workflow log entries, they must have the Main Workflow
Log Purge privilege. To grant this privilege:
1. Click Users | User Groups/Rights .
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click the Log Privileges button.
3. Select the Purge check box for the Main Workflow Log item.
4. This also requires that either the Workflow or Workflow Restricted privilege is granted.

Caution: The MANAGER and ADMINISTRATOR user will automatically be granted Workflow log
purging privileges when the Workflow or Workflow Restricted privilege is granted.

Configuration Rights
From the User Group & Rights screen, appropriate permissions must be granted. The following
rights affect Workflow.
• Configure custom queries, VB scripts, folder and notes. See page 178.
• Gain access to the Workflow inbox and workstation options. See page 178.

OnBase 18 181
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Change viewing privileges to life cycles and queues in the Workflow Inbox. See
page 179.
• Change privileges to Ad Hoc Tasks and System Tasks. See page 180.
• Grant Administrative Processing Privileges. See page 181.

Importing Life Cycles

In addition to Workflow configuration rights, the user group that imports the life cycle needs
System Configuration rights.

Tip: Apply the verbose command line switch (-V) to the Client shortcut when importing life
cycles; logging is turned on and errors encountered during import will be logged. In addition, if
an invalid character is encountered, the lines of XML up to, but not including, the invalid
character will be reported in a report stored in the SYS Configuration Reports Document Type.

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

Note: Workflow task lists are always imported as New Objects and assigned new tasklist IDs.
Any existing VBScripts or OnBase API integrations referencing tasklists linked to the imported
life cycle will need to be updated with the new tasklist ID value.

To begin a life cycle import:

1. Select Workflow | Import .
2. The Database Backup Confirmation dialog box displays.

3. Backup the database.

4. Type DATABASE BACKUP COMPLETE in the field.

OnBase 18 182
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

5. Click OK .
6. The Workflow Import dialog box displays. From this dialog box, you must choose
whether you want to resume a saved session or import new data.

Importing New Data

You can import life cycles into a database that have been exported from another database
using the Import new data feature.
To import new data:
1. Click Import new data in the Workflow Import dialog box.
2. If you have conducted an import previously, a message stating The Import will add/
replace the Life Cycle definition(s). The current definition of any pre-existing
imported Life Cycles will be written to a backup in case it needs to be restored. Only
one backup may exist at a time. Any existing backup will be overwritten. Do you want
to continue? displays. Click Yes to overwrite the backup files and continue with the
import process. Click No to cancel the import process.
3. The Workflow Configuration Import dialog box displays. Enter a path to file in the
Import File Name field. You also can browse to the file using the ellipsis button.

Note: Ensure the file you selected is not a resolution file.

4. Click OK .
5. Resolve any life cycle or queue conflicts. See page 185 for more information about
conflict resolution.

OnBase 18 183
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

6. Resolve Document Type conflicts or any other conflicts. You can also save your session
at this point.
7. When the import has completed successfully, the Import Completed Successfully
dialog box displays.
8. Click OK . Complete the necessary post import activities. See page 201 for more
information.

Caution: If a document belonging to the SYS System Overlay Images Document Type is
imported during a Workflow import, and it has the same description as a document found in the
destination database, the existing document is used for overlay. If no match is found, a new
document is created from the import XML file and stored into the database.

Resuming Saved Session

If you have saved a previous incomplete import session, you can resume that session and
continue with the import process.

Caution: The destination database should not have been changed between the time that the
session was saved and the time the session was resumed.

To resume a saved session:

1. Click Resume Saved Session in the Workflow Import dialog box.
2. The Choose a File to Process dialog box displays. Select the appropriate session.xml
file.

3. Click Open .
4. Resolve all conflicts. See page 190 for more information.
5. Click Retest . See page 197 for more information.

OnBase 18 184
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

6. When all conflicts are successfully resolved, the All dependencies resolved. Do you
want to Import the Life Cycle? message displays. Click OK to continue with the import
process. Click Cancel to cancel the import process.
7. When the import has completed successfully, the Import Completed Successfully
dialog box displays.
8. Click OK .
9. Complete the necessary post import activities. See page 201 for more information

Conflict Resolution
Conflicts can occur when a life cycle being imported contains one or more of the following that
have the same database identification number or name as an item in the new database:
• a life cycle
• a Unity Life Cycle
• queue
• Document Type Group
• Document Type
• document templates
• Keyword Type

Caution: When importing encrypted keywords, these keywords will lose the encryption flag. If
you wish for the imported keywords to be encrypted, you must lock the system through the
Configuration module ( Utils | Database Settings ) and reset the encryption for the Keyword
Types.

• custom queries
• file types
• folder types
• folder templates
• fonts
• print formats
• print queues
• XML formats
• XML format ports
• notifications
• currency formats
• users (only applicable to users that are used in a life cycle. For example, a load
balancing queue would have associations to users.)

Note: Deactivated users in the destination database are not available for selection using
conflict resolution.

• user groups
• note types

OnBase 18 185
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• VBScripts

Note: On import, if you choose to Replace or Map a VBScript to an existing VBScript that has
the same name, the scope specified for the incoming VBScript must match the existing
VBScript.

• E-Forms
• user forms
• Unity Forms Templates

Note: When resolving this conflict type, ensure that the Document Type associated with the
Unity Form template is assigned all the Keyword Types configured for the Unity Form template.
Document Type conflicts need to be resolved before resolving Unity Form template conflicts.

Note: If an imported Unity Form template has the same name as a Unity Form template that
already exists in the destination database, but is associated with a different document type, the
user will not be able to use the Map to Same Name button.

• Unity Forms Data Sets

• Unity Form Themes
• icons and bitmaps
• Org Charts

Caution: Be extremely careful when mapping Org Charts and Users within the Org Charts.
Ensure that you do not map users in a way that would make them their own managers or their
own assistant. This is not supported.

• Roles
• Calendars
• Document Composition Libraries
• Form Letter Templates
• SAP servers
• Managed Folders

Caution: Always resolve Managed Folders before resolving Hold Reasons to ensure you are
resolving the Hold Reasons correctly and matching the Hold Reason with the correct Managed
Folder.

• Hold Sets and Hold Reasons

• RIM Event Sets

Caution: Always resolve Event Sets before resolving Events to ensure you are resolving the
Events correctly and matching the Events with the correct Event Set.

• RIM Events
• RIM Retention Plans

OnBase 18 186
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• actions and rules that refer to another queue

• WorkView Class DTAs
• WorkView Filter DTAs
• WorkView Applications
• WorkView Classes
• WorkView Attributes
• WorkView Notifications
• WorkView Filters
• Portfolio Relations
• Portfolio Types
• reading groups
• approval groups
• Application Server Gateways
• HL7 messages
• HL7 destinations
• DocPop URLs
• content sources
• Collaboration Templates
There are two dialog boxes associated with conflict resolution: Workflow Conflicts Resolution
dialog box and Naming Conflicts for “Name of Life Cycle” dialog box.

Understanding Conflicts
When a conflict is being resolved, the Workflow Conflicts Resolution dialog box will provide
you with information that will aid you in the conflict resolution process. When a conflict is
selected, the detail of that conflict will be displayed in the Description of Conflict box located
in the upper right-hand corner of the screen.
The following are categories of conflict types:
• Life cycle - page 187
• Queue - page 188
• Document Types - page 191
• All other conflict types - page 193

Life Cycle Conflicts

If a life cycle conflict exists (an imported life cycle has the same name as a life cycle that
currently exists in the system), the Workflow Conflict Resolution dialog box displays. To
resolve a life cycle conflict:
1. Select the life cycle to obtain a description of the conflict on the right side of the dialog
box.
2. Resolve the conflict in any of the following ways:
• Rename the life cycle by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.

OnBase 18 187
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Replace the current life cycle with the newly imported life cycle by selecting a life
cycle from the Mapping/Replacing Choices dialog box and clicking Replace .
3. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

Note: If the life cycle you exported uses E-Forms and you used the keyword number in the
OBKeys values, you will need to make sure these values correspond to the same keywords in
OnBase to which you are importing. Also, the path configured to any user forms must be
reconfigured for the imported form.

Queue Conflicts
If you choose to replace an existing life cycle with a newly imported life cycle, and queues in
the new life cycle match queues already in the system from the life cycle being replaced, the
Workflow Conflict Resolution dialog box will display.
To resolve a queue conflict:
1. Select the queue to obtain a description of the conflict on the right side of the dialog
box.
2. Resolve the conflict in any of the following ways:

OnBase 18 188
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Rename the queue by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
• Replace the current queue with the newly imported queue by selecting a queue from
the Mapping/Replacing Choices box and clicking Replace .
3. Repeat steps 1 and 2 for each queue.
4. Click Save when all conflicts have been resolved for the queue(s).

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

OnBase 18 189
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Naming Conflicts Dialog Box

If additional conflicts exist with components of the system, the Naming Conflicts for “Name of
Life Cycle” dialog box will display. This dialog box will list all conflicts that still exist.

Resolve opens the Workflow Conflicts Resolution dialog box. Each category must be selected
and resolved. See page 191 and page 193 for more information.
Retest evaluates the conflict status of the import. Retesting must be performed after conflicts
have been resolved in order to move forward with the import. See page 197 for more
information.
Create Report can be used at any time during conflict resolution to produce a report of the
resolved conflicts, in addition to the WORKFLOW CONFIGURATION IMPORT report that is
automatically produced as a result of the import process. All resolved conflicts in all categories
will be reported, regardless of the selected category. See page 198 for more information.
Save Session allows you to save your progress in the current import process. See page 199 for
more information.
Resolutions from File allows you to import a saved session information to use for the current
conflict resolution. See page 199 for more information.
If the Hide Resolved Conflicts (Retest to see changes) check box is selected, once a conflict is
resolved and the conflicts are retest, the resolved conflicts will be removed from the conflict
list.

OnBase 18 190
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Resolving Document Type Conflicts

Caution: If a document belonging to the SYS System Overlay Images Document Type is
imported during a Workflow import, and it has the same description as a document found in the
destination database, the existing document is used for overlay. If no match is found, a new
document is created from the import XML file and stored into the database.

Tip: When importing multiple Document Types that map to the same HTML form, care must be
taken when creating new forms, versus mapping to existing HTML forms.

To resolve Document Type conflicts:

1. Select the Document Type category in the Naming Conflicts for “Name of Life Cycle”
dialog box.
2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.

4. Select the Document Type to obtain a description of the conflict on the right side of the
dialog box.
5. Resolve the conflict in any of the following ways:
• Map the currently selected Document Type to an existing Document Type in the
database by selecting an existing Document Type to map to in the Mapping/
Replacing Choices list and clicking Map .

OnBase 18 191
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Replace the current Document Type with the newly imported Document Type by
selecting a Document Type from the Mapping/Replacing Choices dialog box and
clicking Replace . Document Type settings are preserved as they were in the existing
Document Type.
• Rename the Document Type by clicking Create New and supplying the new name.
The maximum number of characters allowed is 50. When a new Document Type is
created, its first revision is created with the Document Type settings from imported
Document Type.
• Add a new revision of existing Document Type by clicking Create Revision . The
Document Type settings are applied from the import file.
• Map all selected imported Document Types to existing Document Types that match
in name by clicking Map to Same Name .

Note: The Default Disk Group setting is not applied from imported Document Types.

Caution: Care must be exercised when selecting Map to Same Name . All dependencies within
the mapped Document Type will also be mapped to existing configurations and may result in
errors.

6. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select Show Mapped Objects , mapped items will be displayed. If you select Show
Replacing Objects , items replacing existing items will be displayed. If you select Show New
Objects , items that are created as a new object will be displayed. When these options are not
selected, the corresponding objects will not be displayed in the dialog box.

Resolving User Form Conflicts

User forms may or may not exist in the OnBase database to which they are being imported. In
either case, a conflict will exist. If a form with the same name exists in the system, you will
have to decide whether or not to map the form, replace the existing form, or create a new form
with a new name. If a form with the same name doesn't exist in the system, a new form must be
created.
To resolve user form conflicts:
1. Select the User Forms category in the Naming Conflicts for “Name of Life Cycle” dialog
box.
2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.
4. Select the user form to obtain a description of the conflict on the right side of the dialog
box.
5. Resolve the conflict in any of the following ways:
• Map the currently selected user form to an existing user form in the database by
selecting an existing user form to map to in the Mapping/Replacing Choices list and
clicking Map .

OnBase 18 192
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Replace the current user form with the newly imported user form by selecting a user
form from the Mapping/Replacing Choices dialog box and clicking Replace .
• Rename the user form by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
6. Click Apply when all conflicts have been resolved for the life cycle.

Note: If you select Show Mapped Objects , mapped items will be displayed. If you select Show
Replacing Objects , items replacing existing items will be displayed. If you select Show New
Objects , items that are created as a new object will be displayed. When these options are not
selected, the corresponding objects will not be displayed in the dialog box.

7. After clicking Apply , if Create New was selected for a user form, the Browse for Folder
dialog box is displayed.

Browse to the location where you would like to store the form and click OK . Ensure the
path used is accessible to users by using a UNC path.

Resolving Other Conflicts

There are many other types of conflicts that can occur in addition to life cycles, queues, and
document types. They include:
• Calendars

OnBase 18 193
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Document Composition Categories

Caution: Security user group rights are not exported for libraries. If you use the Map or
Replace options during the import for library, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a library, the MANAGER group will automatically be assigned to have edit access to
the library.

• Document Type Group

• Keyword Type

Note: When importing a Keyword Type that is configured to use auto numbering, if you choose
Create New , the new Keyword Type's initial value starts at 0. If you choose Map To , the
Keyword Type's initial value maps to the keyword value in the destination database and will use
the existing sequence value. If you map a Keyword Type that is configured with auto numbering
to a Keyword Type in the destination database that is not configured with auto numbering, the
mapped Keyword Type will not be configured with auto numbering because the mapped
Keyword Type inherits the properties of the Keyword Type in the destination database.

• custom queries
• document templates
• file types
• folder types
• folder templates
• fonts
• Form Letter Templates

Caution: Security user group rights are not exported for templates. If you use the Map or
Replace options during the import for template, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a template, the MANAGER group will automatically be assigned to have edit access
to the template.

• print formats
• print queues
• XML formats
• XML format ports
• notifications
• currency formats
• Org Charts
• Roles
• users (only applicable to users that are used in a life cycle. For example, a load
balancing queue would be associated with users.)
• user groups
• note types

OnBase 18 194
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• VBScripts
• E-Forms

Note: If a document belonging to the SYS HTML Form Document Type is imported and does
not have a value for the Description Keyword Type, or it has spaces as the value, it will be
imported with a unique, automatically-generated value in the format of “Eform ID nnn”, where
nnn is the ID number for the form.

• Unity Forms Templates

Note: When resolving this conflict type, ensure that the Document Type associated with the
Unity Form template is assigned all the Keyword Types configured for the Unity Form template.
Document Type conflicts need to be resolved before resolving Unity Form template conflicts.

Note: If an imported Unity Form template has the same name as a Unity Form template that
already exists in the destination database, but is associated with a different document type, the
user will not be able to use the Map to Same Name button.

• Unity Forms Data Sets

• Unity Form Themes
• icons and bitmaps
• SAP Servers
• actions that transition documents to another queue
• reading groups
• approval groups
• HL7 messages
• HL7 destinations
• DocPop URLs
• content sources
• Collaboration Templates
• WorkView Class DTAs
• WorkView Filter DTAs
• Managed Folder Types

Caution: Always resolve Managed Folders before resolving Hold Reasons to ensure you are
resolving the Hold Reasons correctly and matching the Hold Reason with the correct Managed
Folder.

• Hold Sets and Hold Reasons

• RIM Event Sets

Caution: Always resolve Event Sets before resolving Events to ensure you are resolving the
Events correctly and matching the Events with the correct Event Set.

• RIM Events

OnBase 18 195
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• RIM Retention Plans

To resolve other conflicts:
1. Select the category in the Naming Conflicts for “Name of Life Cycle” dialog box.

Note: For conflicts with actions that transition documents to another queue, they will not be
listed in the Naming Conflicts for “Name of Life Cycle” dialog box. They will open in their own
Workflow Conflicts Resolution dialog box. Skip to step 3 for this type of conflict.

2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.
4. Select the conflict to obtain a description of the conflict on the right side of the dialog
box.

Note: Actions that transition documents to another queue will have the life cycles to which
they belong displayed in brackets next to the conflict item and the item in the Mapping/
Replacing Choices box.

5. Resolve the conflict in any of the following ways:

• Map the currently selected conflict to an existing item in the database by selecting
an existing item to map to in the Mapping/Replacing Choices list and clicking Map .

Note: When resolving a WorkView Class DTA or a WorkView Filter DTA, you can only map to an
existing DTA. You cannot create a new DTA or replace an existing DTA with the imported DTA.

• Replace the current item with the newly imported item by selecting a item from the
Mapping/Replacing Choices dialog box and clicking Replace .
• Rename the conflict by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
• Map all selected imported document types to existing document types that match in
name by clicking Map to Same Name .

Note: When resolving queue references, if you select multiple queues that do not belong to the
same life cycle and multiple queues with the same name exist but in different life cycles and
click Map to Same Name , you will be prompted to resolve the mappings individually.

Caution: Use care when selecting Map All to Same Name . All dependencies within the mapped
item will also be mapped to existing configurations and may result in errors.

OnBase 18 196
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

6. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

Note: Some object types do not have the Replace button available by design. For these object
types, you must create a new object or map the object to an existing object.

Retesting Conflicts
Once conflicts have been resolved, you must retest the import for conflicts. To test for
remaining conflicts:
1. Click Retest in the Naming Conflicts for “Name of Life Cycle” dialog box.
2. If conflicts remain, the Naming Conflict for “Name of Life Cycle” dialog box will display.
If the Hide Resolved Conflicts check box is selected, when Retest is clicked, the list of
conflicts will contain only the categories still containing conflicts. If the Hide Resolved
Conflicts check box is not selected all categories that originally had conflicts will be
listed.
3. If all of the conflicts have been resolved, the All dependencies resolved. Do you want to
Import the Life Cycle? message displays. Click OK to continue with the import. Click
Cancel to return to the Naming Conflicts for “Name of Life Cycle” dialog box.

OnBase 18 197
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Custom Query Resolution

If a custom query that was resolved uses an HTML Form, the following steps need to be
completed.
1. Upon clicking Retest after all conflicts have been solved, a Workflow Import dialog box
will display stating Please select a directory to store HTML Forms . Click OK .
2. The Browse for Folder dialog box is displayed.

3. Browse to the form and click OK .

Creating Reports
You can create a report listing all of the conflict resolutions in the Naming Conflict for “Name
of Life Cycle” dialog box by clicking Create Report . The report will contain all resolved
conflicts in all categories. The reports are accessed in the SYS Configuration Reports
Document Type.
A report is also created during an import process automatically. This report can be accessed by
retrieving the SYS Configuration Reports Document Type, and selecting the most recent
WORKFLOW CONFIGURATION IMPORT document. The Workflow Configuration Report lists the
name of the imported life cycle, how conflicts were resolved, and all configuration objects
associated with the imported life cycle (e.g., user groups, keywords, Document Types, etc.).

OnBase 18 198
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Saving Sessions
Once you reach the Naming Conflict for “Name of Life Cycle” dialog box, you have the option
to save the conflict resolution progress in your current import session. In addition, saved
sessions can be imported and the information can be used in subsequent life cycle imports.

Tip: If you are using a saved session as a resolution file, use a descriptive name to identify the
file as a resolution file and the database in which it was created.

To save a session:
1. Click Save Session in the Naming Conflict for “Name of Life Cycle” dialog box.
2. Select the appropriate directory that you want to save your session file in.
3. Enter an appropriate file name with an .xml extension.
4. Click Save .
5. Click OK .
6. Click Cancel , followed by Yes , to exit the Naming Conflict for “Name of Life Cycle”
dialog box.

Resolutions from File

Once you reach the Naming Conflict for “Name of Life Cycle” dialog box, clicking Resolutions
from File allows you to specify a saved session .xml file that will load mappings from the file to
the current conflict resolution. If the saved session .xml file has a conflict mapping that applies
to the newly imported life cycle, the conflict mappings will automatically be applied.
To load a saved session file:
1. Click Resolutions from File . The Choose a File to Process dialog box is displayed.
2. Select the appropriate file.

Caution: Resolution files are specific to the database they were created in. A resolution file
should only be used for the database in which it was created. The destination database should
not be changed between the time the resolution file was saved and the time the saved session
is resumed.

3. Click Open .

OnBase 18 199
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Orphaned Documents
When a queue is deleted by the replacement of a life cycle in the destination database (with a
life cycle that does not contain comparable queues), orphaned documents exist. Orphaned
documents are listed in the Deleted Work Queue Document Migration dialog box.

To determine the destination of an orphaned documents:

1. Select an orphaned document from the list.
2. If you want to remove the document from the life cycle, click Remove from LC .
3. If you want to keep the document in the life cycle by assigning it to another queue,
select a queue from the Available Work Queues list and click Assign .

OnBase 18 200
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

4. Repeat steps 1 through 3 for each orphaned document you would like to resolve.
5. Click Apply when complete.

Note: If the Deleted Work Queue Document Migration dialog box is exited without assigning
orphaned documents to existing queues or deleting the orphaned documents from the life
cycle, the queue that no longer exists in the replaced life cycle will be created as a placeholder.
The queue will not be configured. This can allow for the queue to be kept and reconfigured,
while maintaining its current documents. In addition, documents can be transitioned out of this
created queue manually at a later time.

Tip: You can select all orphaned documents to perform an identical assignment or deletion on
by clicking Select All . Alternately, you can select multiple orphaned documents to perform an
identical assignment or deletion by holding down Ctrl while selecting individual documents.
You can select a group of documents that are listed next to each other by holding down Shift ,
clicking the first document in the group, then clicking the last document in the group.

Post Import Activities

After a life cycle has successfully been imported in OnBase, there are several items that need
to be completed to ensure that the configuration is working as intended.
The following items must be completed in order to finalize the import process:
• Assign a Disk Group to each newly imported Document Type and each SYS -
Promote Disk Group action that is configured.
• Configure any cross references that you want for the appropriate Document Types.
• Assign appropriate icons to the newly imported Document Types.
• Assign all appropriate permissions to the newly imported User Groups.
• Create any new Users and assign Users to User Groups as appropriate.
• For rules and actions that use Unity Scripts, the scripts must be reconfigured in the
actions and rules after importing a life cycle. This is to ensure that the correct script
is associated with the correct rule or action.
• Ensure that User Forms are directed to the proper directory path.
• Ensure that system property and keyword type mappings are appropriate for any
imported E-Forms.
• Configure any life cycles that were brought over as placeholders through a
relationship with the imported life cycle.
• Assign appropriate user rights to AutoFill Keyword Sets.
• Assign passwords for life cycle configuration locking as appropriate.

OnBase 18 201
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• After using Workflow Import to migrate Workflow data into a system, Workflow
Doctor should be run to ensure the solution was imported and functioning as
intended. Select Workflow | WF Doctor | Report Issues and run all reports. Issues
that are identified that are not by design can be corrected using the Fix
Configuration Errors and Fix System Errors tools. Select Workflow | WF Doctor to
access both of these error resolution tools.
• High level functional testing should be run to ensure the life cycle is functioning as
intended once the import is complete.

Specifying the OnBase Client Interface Type

You must specify the interface type in which to run Workflow in the OnBase Client module. To
specify the interface type:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select Classic (Deprecated) or Core-based .

3. If you want to allow users to override the interface specified in this dialog box, select
Allow user to override . When this is selected, users will be able to override this
configuration setting in the Workflow Display Options tab in the Workstation Options
dialog box in the OnBase Client.
4. Click Save .

Note: The option selected for User Interface in the Workflow Display Options tab in the Client
overrides this setting.

OnBase 18 202
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Configuring the Server for Use with the Core-Based OnBase

Client Interface
In order for the Workflow Queues right-click option to function correctly, the usequerycontext
attribute must be set to false in the Application Server’s web.config file. If this attribute is not
set to false, the Workflow Queues right-click option will not function in the Core-based OnBase
Client interface as described.

Setting Workflow to Initiate Upon Import

If you want Workflow to always be initiated when documents are imported into OnBase,
complete the following steps:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select the Always Initiate Workflow on Import option.

3. Click Save .
When this option is selected, documents imported into OnBase will initiate Workflow and the
Initiate Workflow check box is not available to users.

OnBase 18 203
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Setting Workflow to Initiate Upon Re-indexing

1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select the Always Initiate Workflow on Reindex option.

3. Click Save .
When this option is selected, documents re-indexed in OnBase will initiate Workflow
automatically. The option to initiate Workflow will not be available in the Re-Index Document
dialog box.

OnBase 18 204
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Disabling the Autofill Prompt for the Re-Index Document

Action
In the Re-Index Document action, when a Keyword value changed during re-indexing expands
an Autofill Keyword Set, a warning stating Warning! An autofill keyword set has expanded as a
result of this operation. Do you want to review the keyword change? is presented to the user.
If you want to disable this warning, complete the following steps:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select Suppress Prompt for Autofill in Re-Index Action .

3. Click Save .

Managing Timers

Note: The following information only applies to Legacy Timers.

If timers are configured to run at the same time, the system will kick off the first timer in the
list; the next timer, scheduled for the same execution time, will not begin until the previous one
completes.
The server that manages and executes the timers is a primary factor in the life cycle’s
efficiency. For example, if the OnBase Client that initiates a life cycle must also perform all of
the System Work for a document, the placement of workload is important. If you are running a
DIP Process that feeds a Workflow Queue then you may want to consider using a timer to kick
off the system work.

OnBase 18 205
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Timers can been monitored in the Classic Client interface using the Workflow System Monitor
when the –WFSRVR command line switch is applied.

Note:The -LT command line switch indicates the log off time of the Client module. Be aware of
timers that may be running when using the auto logoff switch because they will not trigger
unless the Client workstation is logged in to OnBase.

Keyword Locking in Workflow

When using the Core-based Workflow interfaces, Keyword Values can be edited when one user
has a document displayed and another user opens the document and accesses the keyword
panel and makes changes to the Keyword Values. Likewise, if one user is executing a task on a
document, another user can edit Keyword Values on that document.

Workflow Doctor
Workflow Doctor is used to examine the state and general “health” of a life cycle configuration
and the related Workflow system. It can be used to diagnose existing and potential problems
for a Workflow system. Each time Workflow Doctor is used, a Workflow Doctor Configuration
Report is produced and stored in the SYS Configuration Reports Document Type.
The Workflow Doctor consists of the following:
• Report Issues. See page 207.
• Fix System Errors. See page 211.

OnBase 18 206
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Report Issues
You can run a report of the issues existing in OnBase. This function analyzes existing life
cycle(s) and produces corresponding reports. Reports created can be accessed in the Client
module in the SYS Configuration Reports Document Type. When reports are run as one single
report, reports have a description Keyword Value of WORKFLOW DOCTOR . To run a report of
issues:
1. In the Configuration module, select Workflow | WF Doctor | Report issues . The Select
Reports dialog box is displayed.

OnBase 18 207
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

2. Select the check box next to the appropriate report items to be included in a final
Workflow Doctor Configuration Report. By default, all items under a report type will be
selected. To deselect all items, select the corresponding check box. You also can select
individual items to include in the report. The following is a description of each category
and each item listed in the category:
System Statistics - general information about the objects configured and present in the
Workflow system.

Report Item Description

Object Count The count of each type of Workflow object that is configured in the system.

Document Includes the number of documents in each queue, broken down by life cycle, the
Statistics oldest/newest documents in each queue, the number of documents processed
by each user, and the average time a document spends in each queue.

Transitions Transition that have been created in the graphic view, and have been configured
that have in a Workflow function, but have not been executed.
never been
used

Configuration Issues - errors that exist in the configuration of the life cycle.

Report Item Description

Disabled Objects that are currently configured for use, but have been disabled (e.g.,
Objects disabled logging of a document in the Workflow log, disabled task lists, rules,
actions, etc.)

Duplicate Instances where a duplicate name is found for the same life cycle entry (typically
Object names caused by import/export errors).
in Life Cycle

Graphic Life cycles that have not had a graphic layout created for them.
Layout
Missing

Incorrectly The objects that have an invalid configuration by either an error in configuration
Configured or a removed/deleted object. For example, a transition action that has a "From”
Objects queue that is in a different life cycle than the “To” queue.

Objects with Objects that can not be accessed by any user.

No Rights to
Them

Objects Objects that have not been associated with a specific icon via Workflow
without Icons Configuration.

OnBase 18 208
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Report Item Description

Rules or The rules, actions, and task lists that are triggered by a timer at a specific point
Actions under in time, and require input from the user.
Timers
requiring
User
Interaction

Task List Tasks lists that have been configured with more than 10 levels of nesting.
Trees that are
Over 10
Levels Deep

Transitions Transitions that have been created in the graphic layout, but are not used in any
that are Workflow configuration.
Present with
no
Configuration
to use them

System Errors - errors that exist in the client execution of the life cycle.

Report Item Description

Documents Referential Documents that have document status discrepancies in

Integrity Workflow, or that are referenced in a life cycle but have been
purged.

Duplicate Predefined Tasks Duplicate tasks.

Invalid Task Sequence Task list sequences that either are out of order or have multiple
tasks with the same sequence number.

Missing Tasks Queues that have become corrupt because they are pointing to
load balancing work, user work, or system work that does not
actually exist; therefore, task lists are listed that do not exist.

Object Rights Referential Users that have rights to an object that does not exist or users
Integrity that do not exist have rights to a Workflow object.

Orphaned Objects The objects that are no longer in use (i.e., not part of any
configured life cycle).

System Referential Integrity Workflow objects that have been deleted, but have lingering
configuration. For example, if you have a deleted queue that is
still assigned to a life cycle, it would fall under this category.

Remove Rules-Based User Locates instances where a document is not present in a life
Assignments for Documents cycle, but still has a load balance assignment associated with it,
Not In Life Cycle and remove these assignments from the database.

OnBase 18 209
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

3. If you would like the selected report sections generated into separate reports, select the
Create Separate Reports option. When System Statistics , Configuration Issues , and
System Errors are all selected, a single report will be created with a Description
Keyword Value of WORKFLOW DOCTOR. When the reports are generated separately,
reports will be created for each section. The System Statistics report will have a
Description Keyword Value of SYSTEM STATISTICS. The Configuration Issues report
will have a Description Keyword Value of CONFIGURATION ERRORS. The System Errors
report will have a Description Keyword Value of SYSTEM ERRORS.
4. Click Next>> . The Select Life Cycles dialog box is displayed.

5. Select the appropriate life cycles and click Add>> . Click Add All>> to add all life cycles.
6. Click Diagnose when all items have been properly selected, and the system will run a
diagnosis of the life cycle and produce a Workflow Doctor Configuration Report.

OnBase 18 210
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

Fix System Errors

You can also fix current system errors using the Workflow Doctor. To fix system errors:
1. In the Configuration module, select Workflow | WF Doctor | Fix System Errors . The
Select Errors dialog box is displayed.

2. Select the appropriate error(s) you want to find. If you want to find all errors, select the
All Errors check box. For information about the types of errors, see the descriptions in
Report Issues on page 207.

OnBase 18 211
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

3. Click Next>> . The Workflow System Errors dialog box is displayed.

4. To automatically find the error to correct it, select the error and click Repair . You can
repair all errors by clicking Repair All .
5. When you are done repairing errors, click Cancel to exit the dialog box.

System Interaction
Database
The performance of Workflow can be adversely affected if the database indexes are not
properly maintained. This maintenance will vary depending on the type of database. (i.e.,
Oracle, Microsoft SQL Server, etc.) Also, the placement of the OnBase table spaces on the type
and number of RAID arrays can also dramatically affect performance. See database
documentation for a discussion on this topic.

Security
Access to documents via Workflow is accomplished by a combination of assignments made at
the document type, life cycle, and work queue level. Specifically:

OnBase 18 212
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

• Document types must be configured for use in a specific life cycle.

In the Configuration module, select Document | Document Types , select the desired
Document Type and select Life Cycles . Assign the desired life cycles at the Life
cycles dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
• In the Configuration module, select Users | User Groups and Rights . Select the
desired user group and select Workflow. Assign the desired life cycles and queues at
the Assigning Workflow for <user group> dialog box.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If a user
has rights to a Workflow queue, they will also have rights to view all the documents in that
queue, regardless of their security rights (i.e., security keyword assignments, Document Type
rights).

EDM Services
If a user does not have rights to the Document Type to which a document belongs that is in
Workflow, the Save as New Document button is disabled in Workflow. If you want to create a
new document under this circumstance, use the DOC - Copy Document action.
Likewise, if a user does not have rights to the Document Type to which a document belongs
that is in Workflow and the queue the document belongs to does not have the proper Override
Document Modification Privilege options selected, the Save as Revision button is disabled in
Workflow.
When documents are checked out to the EDM Briefcase, Workflow actions are still executed
upon them.

Integration for Microsoft Outlook 2010, Integration for

Microsoft Outlook 2013, and Integration for Microsoft
Outlook 2016
If your OnBase system is licensed for Integration for Microsoft Outlook 2010, Integration for
Microsoft Outlook 2013, or Integration for Microsoft Outlook 2016, you can open the Unity
Workflow interface from these modules by clicking the Workflow toolbar button.
Workflow e-mail notifications can also be configured to allow users to execute Workflow ad
hoc tasks directly from an Outlook e-mail message.
Before creating this type of e-mail notification, ensure that:
• You have a functioning OnBase Application Server.
• The Hyland Distribution Service is installed.
• You are using Core-based Workflow.

OnBase 18 213
©2018
Hyland Software, Inc.
 Workflow
Configuration Module Workflow Administration

To create an e-mail notification that allows users to execute Workflow ad hoc tasks directly
from an Outlook e-mail message:
1. Create and configure a Workflow e-mail notification with the Add Outlook Header check
box selected.
2. Add the e-mail notification you created in step 1 to the system work of a queue, using
one of the following action types:
• Notify - Send Notification
• Notify - Send Notification with This Document
3. Create and configure ad hoc tasks with the Available in Outlook check box selected.

Office Business Application for 2010

If your OnBase system is licensed for the Office Business Application for 2010, you can open
the Unity Workflow interface from these modules by clicking the Workflow button.

OnBase Mobile Modules

You can make Workflow queues and ad hoc tasks available from mobile devices if your OnBase
system is licensed for any of the following modules:
• Mobile Access for Android
• Mobile Access for iPad
• Mobile Access for iPhone
• Mobile Access for Windows
Workflow for these modules is configured in the same way that the Workflow module is
configured. Additional configuration considerations for these module are contained in the
respective module reference guides.

Virtual Print Driver

If you have a Workflow license, a document imported into the OnBase system through the
Virtual Print Driver enters Workflow automatically if its Document Type is configured for
Workflow queues.

OnBase 18 214
©2018
Hyland Software, Inc.
 STUDIO - WORKFLOW C ONFIGURATION

Overview
Workflow life cycles can be configured in OnBase Studio. OnBase Studio provides access to
configuration of life cycle compatible with versions previous to 11.0, but also provides the
ability to configure Unity Life Cycles that route not only documents, but WorkView objects,
managed folders, Plan Review projects, and Agenda items for version 12 and beyond. In
addition to routing items other than documents, Unity Life Cycles have ownership and portfolio
functionality. Ownership and portfolio functionality is not available in standard life cycles
compatible with versions 11.0 and previous.

Note: Unity Life Cycles that route items other than documents can be viewed only in the Unity
Workflow and Web Client Workflow interfaces. Unity Life Cycles that route documents can be
viewed in the Core-based OnBase Client, Mobile Access for Android, Mobile Access for iPad,
Mobile Access for iPhone, and Mobile Access for Windows.

A life cycle represents a course of business that a document must follow. Each step the
document makes is represented by a separate queue in the life cycle. Each time a document
moves to a new queue, it is called a transition. When a document enters a life cycle, all the
necessary work that must be performed during the normal course of business is performed on
the electronic document that is stored in OnBase. In OnBase Studio, a life cycle can be viewed
in a repository tree configuration format, which displays the life cycle, queues, rules, actions
and tasks in a hierarchical structure. The other format for viewing life cycles is a graphic view,
which displays the queues as bitmaps with transition arrows representing movement between
the queues.

Getting Started in Studio

These tips should provide you with a general idea of what components are needed to design
and configure a basic Workflow life cycle.

Pre-Plan
Before you create a new life cycle, prepare a detailed outline and diagram of your business
process. In order to create a successful life cycle, know what steps and tasks need to be
performed to achieve a specified goal.

Life Cycle and Queues

Create a life cycle in OnBase Studio. Once your life cycle is created, create new queues. Each
queue represents a department or stop that the document makes during its journey through the
life cycle.

OnBase 18 215
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

The design of your life cycle queues should reflect the Process Flow. This type of design is
especially effective for large volume processing, where the processing time needs to be
optimized. The design’s logic is easily interpreted and conducive to troubleshooting.
The example below demonstrates a business process for approving requisitions, and a life
cycle that uses a Process Flow Design to accomplish that business objective.

Configuring Work, Tasks, and Timers

Within each queue, at least one of these options is configured: system work, user work, ad hoc
user tasks, web/API tasks or timers. This is the part of the life cycle where the actual work is
performed on the document. Using rules, actions and tasks, you create the work for either
users or the system to perform.

Graphic Layout
Once all of the queues have been created and the work and tasks have been configured,
proceed to the graphic layout. In the graphic layout, you create a picture of the life cycle.

Document Types, Keywords and Folders

Document Types must be assigned to a life cycle in order for the document to enter the life
cycle. Remember to assign your keywords to both the Document Types and any folders that
you create. The Keyword Types are used to relate the documents that appear in the folder.
Folders are used when you have related documents that may need to be viewed or used in the
life cycle. If you do create a folder, it must be dynamic.

OnBase 18 216
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Assign Rights
Rights are important. Without them, you do not have access to certain items, such as life
cycles, Document Types, note types and folder types. You must assign user rights to both the
life cycles and to the individual queues within the life cycles.

Test Your Workflow

Always test your life cycle. Create test documents and import them into OnBase through the
Client module. In the graphic view, from within the Client module, you are able to watch the files
transition from queue to queue. You should also perform all tasks in a client in order to
determine if your life cycle is functioning properly. The Trace Window, Trace to File, and Step
Debug icons in the Workflow toolbar provide tracking options that are useful for
troubleshooting.

Flow Control Options

As new features and routines are added to the Workflow module, more data is added to the
stack. This memory stack is limited to 2 MB. The use of nesting and recursive logic in a life
cycle also requires stack resources; too much recursive logic or using too many nesting levels
can cause a stack overflow and the program to abort. The allowable depth of recursive logic
and/or nesting depends on factors including the Studio version, type of database, and the
actual Workflow logic.
There are methods of writing a life cycle without nesting. These include conditional branching,
looping control, and breaking execution with Break On task list option or the Break Processing
action.

Conditional Branching
Uses rules to conduct if-then-else logic.

Looping
Eliminates nesting which uses stacked memory. Higher levels of nesting exhaust the stack and
causes OnBase to close unexpectedly. This process involves sending the same document
through the task list, incrementing a keyword using actions or a VBScript to update the status
of the document each time.

Breaking Execution
Break On - Breaking execution to fall out of a loop can be achieved through the use of the Break
On option for task lists. Conduct the work with Break On at the top level, not under the
evaluations.

OnBase 18 217
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Break Processing - Breaking can also be achieved through the use of Break Processing action
to terminate a task list.

Caution: Memory requirements increase with newer versions; validate your life cycle against
the upgrade in a test environment before implementing it in a production environment.

Design Concepts
A primary consideration during the design phase is creating a resilient Workflow solution. A
small effort in the beginning to make batches recoverable at each stage of the Workflow
process can prevent a catastrophic event during production.
While not every possible abort can be predicted, a list of typical failure scenarios can lead to a
Workflow that is resilient to entire classes of failures:
• The Workflow process aborts during a bulk loading operation (i.e. DIP).
• The database shuts down while Workflow users are executing task lists on
documents.
• The Workflow process aborts during an output process.
• A power outage causes a timer to fire inappropriately, or not at all.

Queues that Create Output Files

The following scenario details the need for recovery when working with a Workflow queue that
streams data to a file.
Assume a Workflow with three queues, an initial queue, a reporting queue, and the final queue
where all documents are stored.

A --> B --> C
During the day, the streaming Workflow queue has an error, or the file generated by the B queue
is lost. The documents processed are mixed in with all the other documents stored in queue C,
making it difficult to recover or recreate the file.
The preferred recovery method is to reprocess all the documents and generate a new file. To
do this, a queue must be created to hold a copy of the documents until the streamed file is
successfully processed, transferred or uploaded. The following diagram shows the improved
life cycle:

Queues That Feed an External System

The following scenario details the need for recovering workflows when a Workflow queue
updates data in another database as part of the inline process.

OnBase 18 218
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Assume a life cycle with three queues: an initial queue, which performs some system work and
then transfers the document to the second queue, the reporting queue, which connects to
another system and posts data, and the final queue, where all documents are stored.

A --> B --> C
If OnBase lost power during the middle of DIP, this life cycle would not be recovered easily.
While the OnBase system could easily be recovered by simply purging the DIP batch and
reprocess the input file, the data loaded into the other system might be difficult or impossible
to remove. Often it is destructive to submit duplicate data, which would occur when the DIP file
is reprocessed.
This life cycle becomes more recoverable when a queue is included to hold a temporary copy of
the documents in the A queue. This type of queue makes it easy to restart the output process
by clearing out the A queue and reloading it with the contents of the Wait Queue. The following
diagram shows the improved life cycle:

A --> Wait Queue --> B --> C

The DIP process would be run and the verification reports checked to ensure that the
documents have been properly processed into OnBase. All of the documents are held in the
wait queue until the administrator triggers the reporting process. If the processing fails after
300 documents are processed and there are still 200 waiting, OnBase can simply be re-
triggered and the rest of the documents will be posted to the other databases.

Queue Recoverability
Queue recoverability is the ability to recover from an interruption during a process. The easiest
way to achieve this is to design the queue so a document can be routed through the same
queue multiple times with no adverse effects. It is important to change keywords in such a way
that re-processing the same document in the same queue leads to the same keyword values
being set.

Performance Concepts
When designing and implementing a Workflow where high processing speeds are required,
there are several concepts to keep in mind. Remember that every rule and action requires one
or more database operations to be performed. Determining which operations are fast and
which are not is important in designing and implementing a high-performance Workflow.

Keyword Type Group

The use of Keyword Type Groups allows OnBase to retrieve all the keywords for a document
with a single query. This can be crucial in high volume workflows that require high
performance.

OnBase 18 219
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Performing Sub Functions Using Function Call Life Cycles

One use for function call life cycles is to provide additional functionality. If there is a set of
rules and actions that needs to be performed in a variety of different locations within one or
more life cycles, using a function call life cycle keeps the code segmented, to make it easy to
follow and to maintain. A function call life cycle treats these documents as primary documents,
meaning actions execute quicker. A simple function call life cycle consists of one queue with
the logic configured as System Work . Upon completion of the System Work, the document is
removed from the life cycle. Function calls can be utilized in this capacity to provide for
uninterrupted user activity. If a document cannot be processed further due to missing
information, a Workflow user can route that document to a function call life cycle. Users
assigned to this secondary life cycle can address the issue(s) surrounding the document and
funnel it back to the main life cycle to continue processing.

Providing Constant Movement of Documents

A use for function calls is to prevent locking a user’s workstation. When a Workflow user
performs a task on one or more documents, the workstation is unavailable for use until that
work is complete. If there are thousands of documents, this could cause inefficiencies. The
documents could be channeled to another life cycle that employs timers. A workstation, set up
as a Workflow Server, monitors those timers and executes the associated tasks.

Consolidating Work Loads

Function call life cycles provide a unified view of a workload. In many situations it is desirable,
or required, to have more than one life cycle. When this is the case, it becomes difficult to view
the complete workload in similar queues, across all life cycles. For example if each life cycle
contains a Data Entry queue, you would have to check each life cycle individually to get the
number of documents in the Data Entry state. This situation can be rectified by the creation of
another type of function call life cycle. This function call life cycle could contain a single Data
Entry queue where documents are moved during their own life cycles. Once the actions are
performed in this separate life cycle, the documents are moved back to their original main life
cycle to continue. This centralizes the documents to one queue, which allows for easier logic

OnBase 18 220
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

and security maintenance. The diagram below demonstrates how a unified view of the work
that needs to be performed by the data entry personnel can be accomplished across multiple
life cycles operating on potentially different document types. In the diagram, the dashed lines
represent when the control is passed between the life cycles. In reality, the documents never
leave their starting life cycle until the end. These documents are added from the Initial Queue
in Application A and Application B to the Demographic Entry life cycle.

Setting Related Document Keyword Values

Operations that may require additional work are rules and actions that refer to a related
document. These require OnBase to search the database for all documents to find those that
are related to the current document. Although these functions are effective, their use should
also be limited in process intensive Workflow situations.
Setting Keyword Values on related documents is more processor intensive. A function call life
cycle can be used to set related document Keyword Values. Within your main life cycle the
related document can be added to a function call life cycle where it becomes the primary
document, allowing for quicker keyword updates. The logic that needs to be performed should
be configured as System Work . Upon completion of the System Work , the document is
removed from the life cycle and processing in the main life cycle continues.

Alternatives for Modifying Keywords

Setting and clearing dual table alphanumeric keywords requires more intensive database
activity than single table alphanumeric or numeric keywords because OnBase is searching two
tables for the value. One solution is to configure the keyword’s Data Type as Alphanumeric
Single Table .
Another option is to employ Keyword Type Groups, which allow OnBase to retrieve all the
keywords for a document with a single query. When using Keyword Type Groups you cannot
assign individual keywords to the Document Types. Once a Keyword Type Group is created,
changes can be made to add keywords to the group, but you cannot delete them.

OnBase 18 221
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Using E-Forms
Electronic Forms (E-Forms) are custom written in HTML to meet a specific need within Studio.
These differ from User Forms in that they must be imported into OnBase and OnBase must be
licensed for the E-Forms module.
Electronic Forms can be used in Workflow for a variety of different tasks. One particular use is
the capture of data from the user without specifically storing the data as keywords within
OnBase. This can be useful if information needs to be captured during a Workflow process, but
it is not useful for the categorization or retrieval of documents. In this case, the form can
contain the extra data without altering the keywords associated with the original document. If
the data that is captured is relevant outside the life cycle, the form can be left in OnBase and
retrieved as an associated document of the original.
Another use for E-Forms is to serve as a “token” document within Workflow. If the entity that
you want to route through Workflow does not exist within OnBase, an Electronic Form can be
created to act as a representation of this entity, which can be added to the life cycle. Another
use for E-Forms is to perform “double-blind entry.” The goal of double-blind entry is to have two
different people enter the same data, then compare the values to validate the entry.

Note: If there is an attribute for a value in an E-Form, and only the "" exist, the E-Form will not
work as intended in Workflow.

When an E-Form is used in Workflow and a button of type=submit has the value OBBtn_Cancel,
when clicked, the form is not submitted, the Last Execution Result is set to False, and the entire
task is aborted.
When an E-Form is used in Workflow and a button of type=submit has the value OBBtn_No,
when clicked, the form is not submitted, the Last Execution Result is set to False, but the Task
is not aborted.

Definitions
Actions
An Action is a task or process performed within the life cycle of a business process. Examples
of actions include moving a document to the next stage of the business process, adding a
keyword to a document or deleting a document from a life cycle. Once an action type is
selected, OnBase prompts you for the information necessary to complete the task. Any task
that you need the Workflow process to perform must be configured as an action.

Action Types
Action Types must be associated with every new action created. When a new action is added,
an Action Type drop-down list containing the action types available is displayed. Each action
type causes OnBase to perform a specific kind of task. Once you select an action type you can
specify any additional configuration required for that action type. The drop-down list of action
types is divided into groups, based upon what the action will do and what will be affected.

OnBase 18 222
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Ad Hoc User Task

An Ad Hoc User task is a task list containing actions and rules that a user can choose to
perform in a client. Ad hoc user tasks are assigned user group security and this is used to
control the ad hoc tasks that should appear in the clients for a particular user.

Note: Tasks can be executed on multiple items at the same time. To select consecutive items,
click the first item, hold the Shift key and click the last item. To select specific items, hold the
Ctrl key while clicking the items. The tasks you execute apply to the selected items.

Work Items
Work items can be routed through a life cycle. Items consists of documents, WorkView objects,
managed folders, Agenda Items, Meetings, or Plan Review Projects. Only Unity Life Cycles
support the routing of all items. All other life cycles can only route documents. Unity Life Cycles
and the routing of all item types can only be configured in the OnBase Studio. Life cycles
configured in the Configuration module can only route the document item type.

Life Cycle
A life cycle or set of life cycles represent a business process that an item travels through. A life
cycle defines the steps that an item takes in a given business process. Each step or state is
represented by queues. Every time an item moves to a new step or state it is called a transition.
Essentially, a life cycle consists of a series of queues, transitions, actions and rules that solve a
specific business issue.
When an item enters a life cycle, all of the necessary work that must be performed for the
business process is performed on the item contained in OnBase. If the business process
changes, any procedural changes can be incorporated into the life cycle(s) configuration
immediately.

Notification
A Notification is a message sent to a user or users during the Workflow process. The message
is sent via e-mail, either an internal or an external mail system. Notifications can be used to
alert administrators of potential problems with items or to inform a user of the status of a item.
The message can also include information specific to the item that triggered the notification.

Property
A Workflow property stores a value temporarily, rather than storing it to the database or disk
groups. Once created, a property can store a value for the duration of a task or the entire
duration of a user’s session.

Queue
A Queue represents a step or state within a business process. A queue contains lists of tasks
that are executed on the items the queue contains and will vary from one queue to another.

OnBase 18 223
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Rules
A rule represents a decision in the business process. Examples of rules are "is the purchase
order amount over $10,000?" and "does the employee acknowledge and agree with the
performance review?".
A rule can evaluate to true or false and this determines what tasks are performed on the item
being routed through Workflow.

Rule Type
When you create a new rule you specify what it will evaluate by selecting a Rule Type. The rule
type drop-down select list divides the types into groups based on what they evaluate. Once you
select an rule type you can specify any additional configuration required for that rule type.

Task List
A Task List is a series of actions and rules that are executed with respect to an item in a queue,
or the current item in OnBase. When a task list for an item is initiated, the task list is executed
on the item until the item transitions out of the queue that began the task list. A task list is also
referred to as work.

Note: Task lists can be configured up to 50 levels deep.

There are eight basic task lists:

System Work
System Work is a rule, action or task list, created for a queue, that is executed as soon as an
item enters that queue. System work is always performed first, before user work or any other
tasks.

Note: When using a Core-based Workflow interface during any import process, it is highly
recommended that items be added to Workflow only during commit to minimize the impact on
performance. It is a best practice to add items to Workflow during commit.

When designing a life cycle, system work should be utilized to perform any functions that do
not require user interaction.

Note: Re-indexing affects the way in which an item enters a life cycle, and therefore the manner
in which system work is performed for that item.

Note: System work that requires user interaction is not supported in the Core-based interfaces.
When using the Classic Client interface, it is not recommended to configure system work that
requires user interaction.

OnBase 18 224
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

User Work

Note: This is legacy functionality. This is supported for systems that already have user work
configured.

The user initiates this work, which follows a specific sequence determined during
configuration.

Note: User work is not available in the Unity and Web Client Workflow interfaces.

Ad Hoc User Tasks

Ad hoc tasks are tasks that the user decides to perform if necessary. Ad hoc tasks are
represented by icons in the tasks bar window along the right side of the document viewer in the
default window layout.

Web/API Tasks

Note: This is legacy functionality and are no longer required to be configured separately from
standard ad hoc user tasks. These are supported for systems configured before the support of
ad hoc tasks in the Web Client.

This type of task list allows you to create tasks for the web-view task list that emulate
functionality available on the non web-based Client module.

Timer Work
A timer triggers a rule, action or task list at a specific point in time. A Workflow server monitors
queues with timers configured. Status of timers is monitored either by the OnBase Client
Workflow System Monitor or the Core Workflow Timer Service.

Note: Timer work that requires user interaction is not supported.

System Task
System Task allow you to execute a task list against a document that is not necessarily
associated with a life cycle. You must associate the system task with any document types on
which you want to execute the task.

Note: System Tasks configured with the Set Property Value action and the Work Item Property
option selected will not execute properly.

Note: System tasks that require user interaction are supported in the Unity and Web interfaces.
System tasks that require user interaction are not supported in all other Core-based interfaces.
When using the Classic Client interface, it is not recommended to configure system tasks that
require user interaction.

OnBase 18 225
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

These types of task lists differ by when the task is executed and which computer executes the
task on the document.

Note: The same task cannot be placed in both Ad Hoc User Tasks and Web/API Tasks folders.
Web/API tasks, however, can be a part of any other task list (including Ad Hoc task lists, User
Work, etc.)

On Abort Task Lists

On Abort task lists are executed when another task list is interrupted during user interaction.
These task lists are configured with actions that should take place after an abort.

Events
Events are task lists that are executed when certain situations occur within a queue or life
cycle, such as when a load-balancing assignment is changed or when a queue watermark limit
is reached.
Events are configured with properties that can be used by the actions and rules configured in
the task list.

Note: Events are not supported in the OnBase Client Classic Workflow interface. Events are not
triggered in the OnBase Client Classic Workflow interface.

Note: Actions and rules that require user interaction cannot be configured in events.

Timers
Timers allow OnBase to execute rules or actions at a specific time. Timers can be configured to
execute periodically, after a certain amount of time, or at an exact point in time.

Transitions
A Transition, when used as a noun, refers to the path a document can take from one queue in a
life cycle to another queue. All of the transitions, taken together, define the paths that a
document can take during the business process performed by the life cycle. In the graphical
configuration, the transitions are seen as the arrows between the queues in the life cycle.
Transition is also used as a verb to describe the process of moving a document from one
queue to another. Actions, which transition documents, move the documents from one queue
of a life cycle to another queue in the life cycle.

OnBase 18 226
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

User Form
A User Form is a customized form, designed using Hyper Text Markup Language (HTML) to
allow user interaction during a Workflow process. User forms can also be auto-generated for
actions that use HTML forms. A user form must be created outside the system before it can be
used within Workflow. Any user forms that are used in a Workflow process must be available to
all users of the Workflow process, from the same network location.

Note: The Web Workflow interface, Core-Based OnBase Client Workflow interface, Mobile
Client Workflow interfaces, and Unity Workflow interface can accommodate user forms
accessible by URL.

The main difference between a user form and an E-Form is that the user form is not imported
into OnBase, and therefore, is not stored in the database. It is merely used as a placeholder for
keyword information.

User Work
Note: This is legacy functionality. This is supported for systems that already have user work
configured.

User Work is a task list that must be run by the user processing the documents in a queue. This
type of work differs from system work in that a user at a workstation initiates it. User work is a
series of rules and actions that walk a user through a series of activities. Through questions or
dialogs, the user is usually required to provide more information about the document(s) to
determine what course of action should be taken.

Web/API Task
Note: This is legacy functionality. Such tasks are no longer required to be configured
separately from standard ad hoc user tasks. These are supported for systems configured
before the support of ad hoc tasks in the Web Client.

A Web/API Task is an optional task that can be created for use with the web-based application.
This option allows you to create tasks for the web-view task list that emulate functionality
available on the non web-based Client module.

Workflow Document Security

Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
• Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types , then select the
desired Document Type and select Life Cycles . Assign the desired life cycles at the
Life Cycles dialog box.

OnBase 18 227
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights . Select the desired
user group and select Workflow . Assign the desired life cycles and queues at the
Assigning Workflow dialog box.
• Users must be granted the Retrieve/View privilege, either as a user group privilege or
as an override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to view all the items in that queue by
default, regardless of their security rights (i.e. Document Type rights).

Caution: The ability to modify items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to modify all items in that queue by
default, regardless of their Modify privilege setting, including related items. Administrators
should be aware that Workflow automatically grants the Modify privilege to users for any items
that are in their queue. As a result, care should be taken to only present items which users
should be allowed to modify.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing.

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

WorkView Security with Workflow

When a user has access to a Workflow ad hoc task or system task, the actions configured in
Workflow ad hoc tasks or system tasks will be executed, overriding any security configured in
WorkView. This includes system task executed via WorkView events.

OnBase 18 228
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

When objects are displayed for a queue, the object will be visible in the list of items, but when
accessed, the user will not be able to view the object unless he or she has appropriate
WorkView rights. In addition, the WorkView delete and modify rights will be respected once an
object is open unless an ad hoc task or system task is configured that would override the
WorkView security.

Launching OnBase Studio

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

Connecting to Repositories
For information about connecting to repositories, see Connecting to Repositories on page 846.

Using Repositories in OnBase Studio

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

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

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

Searching the Repositories Pane

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

OnBase 18 229
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Press the Enter key. The tab will display the instances of the term you entered that are
found within the tab.

Creating a Life Cycle

You can create life cycles from either the ribbon button or from a right-click menu.

Types of Life Cycles

In OnBase Studio, you can configure a life cycle to process different types of items. Life cycle
types include the following:
Documents: Route and process documents in OnBase.
Agenda Item: Route and process agenda items in OnBase. This life cycle type requires an
Agenda license.

Note: It is not recommended to use this life cycle type outside of the Agenda module.

Meeting: Route and process meetings in OnBase.This life cycle type requires an Agenda
license.

Note: It is not recommended to use this life cycle type outside of the Agenda module.

Message Item: Route and process message items in OnBase. This life cycle type requires an
EIS Message Broker license.
Plan Review Project: Route and process plan review projects in OnBase. This life cycle type
requires an Electronic Plan Review license.

Note: It is not recommended to use this life cycle type outside of the Plan Review module.

Managed Folders: Route and process entire managed folders in OnBase. This life cycle type
required a Records Management license.
WorkView Objects: Route and process WorkView objects in OnBase. This life cycle type
requires a WorkView license.
External User Requests: Route and process external user requests in OnBase. This life cycle
type requires an External Access Client license.

OnBase 18 230
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating a Life Cycle for Documents

To create a life cycle:
1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the Documents for the type of items that will processed in the life cycle.
4. If you would like the life cycle to be compatible with versions of OnBase previous to 12,
do not select the Create a Unity Life Cycle option.

Note: Unity Life Cycles that route items other than documents can be viewed only in the Unity
Workflow and Web Client Workflow interfaces. Unity Life Cycles that route documents can be
viewed in the Core-based OnBase Client, Mobile Access for Android, Mobile Access for iPad,
Mobile Access for iPhone, and Mobile Access for Windows.

Note: When the Create a Unity Life Cycle option is not selected, you must select Documents as
the item type. When not using this option, only actions and rules that can be executed on a
document will be available during configuration.

OnBase 18 231
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. Click Next . The following dialog box is displayed.

6. Enter the Name for a queue you want in the life cycle.
7. Click Add or press Enter on the keyboard.
8. Repeat steps 6 to 7 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

9. Click Next .
10. Select a Document Type from the drop-down select list that should be associated with
the life cycle. If you are configuring another type of life cycle, skip to step 13.
11. Click Add .
12. Repeat steps 10 to 11 for each Document Type you want to associate to the life cycle.
13. Click Next .

OnBase 18 232
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

14. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

15. Click Add .

16. Repeat steps 14 to 15 for each user group you want to grants rights to. Click Next .
17. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

Creating a Life Cycle for Agenda Items, Meetings, Plan

Review Projects, or External User Requests
Note: You must be licensed for Agenda, Electronic Plan Review, or External Access Client to
configure this type of life cycle.

OnBase 18 233
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To create a life cycle:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select either Agenda Item , Meeting, Plan Review Project , or External User Request for
the type of items that will processed in the life cycle.
4. If you would like items of the type specified to automatically enter the life cycle upon
creation, select the Entities of this type should automatically enter this life cycle upon
creation option.

OnBase 18 234
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. Click Next . The following dialog box is displayed.

6. Enter the Name for a queue you want in the life cycle.
7. Click Add .
8. Repeat steps 6 to 7 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

9. Click Next .
10. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

11. Click Add .

12. Repeat steps 10 to 11 for each user group you want to grants rights to. Click Next .
13. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

OnBase 18 235
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating a Life Cycle for Managed Folders

To create a life cycle to route managed folders:
1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the Managed Folders for the type of items that will processed in the life cycle.

OnBase 18 236
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

OnBase 18 237
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

8. Click Next .

9. Select a managed folder type from the Managed Folder Types drop-down select list that
you want to be processed by the life cycle.
10. Click Add .
11. Repeat steps 9 to 10 for each queue you want to add.
12. Click Next .
13. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

14. Click Add .

15. Repeat steps 13 to 14 for each user group you want to grants rights to. Click Next .
16. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

OnBase 18 238
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating a Life Cycle for Message Items

You can configure a Workflow life cycle to route and process message items. When doing so,
structure the life cycle so that each message item enters one and only one life cycle and is then
processed by consecutive actions and rules, one at a time, until it leaves the life cycle or is
transitioned. If the message item is transitioned or added to another life cycle, it should also be
removed from its current life cycle to prevent parallel processing.

Note: Setting a message item type on the Message Item Types property of a life cycle
configured to process message items does not cause new message items of that message
item type to be added to the life cycle automatically. For this type of life cycle, adding a
message item type to a life cycle only enables that life cycle as an option when creating an
XML Messaging operation in Web Services Publishing.

To create a life cycle to route message items:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

OnBase 18 239
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Select Message Items for the type of items that will be processed in the life cycle.
4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

OnBase 18 240
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

8. Click Next .

9. Select a message item type from the Message Item Types drop-down select list that
you want to be processed by the life cycle.
10. Click Add .
11. Repeat steps 9 to 10 for each message item type you want to add.
12. Click Next .
13. Select a User Group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The User Group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

14. Click Add .

15. Repeat steps 13 to 14 for each User Group to which you want to grants rights. Click
Next .
16. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

OnBase 18 241
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating a Life Cycle for WorkView Objects

Note: If you want to route objects belonging to an extended class, create an extension class,
which extends the external class object, to allow the extended objects to be routed through
Workflow. For more information, see the WorkView | Case Manager module reference guide.

To create a life cycle:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the WorkView Objects for the type of items that will processed in the life cycle.

OnBase 18 242
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

OnBase 18 243
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

8. Click Next .

9. Select the Application from the drop-down select list that contains the class you want
to associate with the life cycle.
10. Select the Class from the drop-down select list that you want to associate with the life
cycle.
11. Select Delay Adding to Workflow if you want the object to be added to Workflow after it
is first saved instead of when it is initially created. To remove this option from a
selected class, deselect the check box in the Delay Adding to Workflow column.

Note: It is recommended to select the Delay Adding to Workflow option if your Workflow
solution is configured to perform System Work on WorkView objects immediately after they are
created.

12. Click Add .

13. Repeat steps 9 to 12 for each queue you want to add.
14. Click Next .

OnBase 18 244
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

15. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

16. Click Add .

17. Repeat steps 15 to 16 for each user group you want to grants rights to. Click Next .
18. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

Canceling Item Creation

When you create a new item, such as a life cycle, queue, rule, or action, you can cancel the
creation of the item by pressing the Esc key on the keyboard while you are entering the name of
the item.

Checking Life Cycles In and Out

In order to configure a life cycle, it must be checked out. If a user does not have a life cycle
checked out, the user cannot make changes to the configuration of the life cycle. While a user
does have life cycle checked out, other users cannot make changes to the configuration of the
life cycle. Upon creating a new life cycle, the life cycle is automatically checked out.

Checking In
To check in a life cycle:
1. In the Repositories pane within the Workflow tab, select the life cycle you want to check
in, right-click and select Check In or click Check In on the Workflow ribbon. If edits were
made and the repository was not saved, a message stating The life cycle has been
modified and must be saved before it can be checked in is displayed.
2. Click OK .
3. On the Home tab, click Save .
4. Repeat step 1.
After saving the repository, you can check in all life cycles in a repository by right-clicking on a
life cycle in the Repositories pane and selecting Check In All .

Note: If any life cycles have edits and the repository has not been saved, a message stating
The following life cycles could not be checked in as they contain unsaved changes: is
displayed, along with a list of any life cycles with unsaved changes.

In addition, when you close OnBase Studio, all life cycles are automatically checked back in.

OnBase 18 245
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Checking Out
To check out a life cycle, complete one of the following tasks:
• In the Repositories pane within the Workflow tab, select the life cycle you want to
check out, right-click and select Check Out or click Check Out on the Workflow
ribbon.
• With the life cycle selected in the Repositories pane, within the Workflow tab, that
you want to check out, click the check out link in the Properties pane.

Studio Logging
An administrator can view Workflow User Event Transaction logs that detail when a user
checks in or checks out a life cycle in OnBase Studio.

Note: In order to view Studio logging information in the Workflow User Event logs, the Global
Tracing Level must be set to 2 . For more information about setting the Global Tracing Level,
see the Configuring Database Settings section of the System Administration module
reference guide.

For more information about viewing transaction logs in the OnBase Client, see the Transaction
Logs section in the System Administration module reference guide.

Life Cycle General Options

The following options can be configured for a selected life cycle in the General tab of the
Properties pane.

Option Description

Help Text An optional description of the life cycle that displays in the User
Interaction window when viewing the life cycle in the Client module.

Institutional Select this check box if you are creating a life cycle for a Layer 2 or
Layer 3 institutional database.

Note: Selecting this check box automatically sets every queue in the
life cycle to also be institutional.

Initial Queue Specifies the queue that initially receives the documents into the life
cycle.

OnBase 18 246
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Option Description

Work Folder
Note: This option is not available in Unity Life Cycles.

An optional setting to select a dynamic Workflow folder for related

documents. This can be overridden at the queue level.

Note: Only folder types configured as Workflow folders will be

displayed for selection in the Work Folder drop-down select list.

Make Available In This drop-down select list allows you to specify what interfaces the
life cycle is available in. When configuring standard life cycles, you
can select the Classic interface (deprecated) option to only allow
the life cycle to be available when using the Classic View in the
OnBase Client. You can select Core-based interfaces to allow the
life cycle to be available in all interfaces using Core Services. Select
Both for the life cycle to be available in all interfaces. Select None to
not make the life cycle available in any interface.
When configuring Unity Life Cycles, you can select Core-based
interfaces or None .

Portfolio Type
Note: This option is available when configuring a Unity Life Cycle.

Determines what items are displayed in the Related Items pane

when a primary item is selected. This can be overridden at the queue
level.

Tip: Portfolio types can be created to use existing Workflow folders.

When creating a Document to Document portfolio relation, select the
appropriate Folder Type . See Relating Documents to Documents on
page 4 for more information.

For more information on portfolio types, see Configuring Portfolio

Types on page 872.

Institution This drop-down list is available when you are working in a life cycle
for a Layer 2 or Layer 3 institutional database. This drop-down list is
used to filter the Organizational Chart and Calendar drop-down
lists, so that they only show selections related to the selected
institution.
The following icon is used to denote the options that can be
configured per institution:

OnBase 18 247
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Option Description

Organizational Chart Select the configured organizational chart you want to associate with
the life cycle.

Note: Organizational charts are configured in the Configuration

module. See the Org Charts and Calendars section in the
Workflow documentation for more information.

Calendar Select the configured calendar you want to associate with the life
cycle.

Note: Calendars are configured in the Configuration module. See

the Org Charts and Calendars section in the Workflow
documentation for more information.

Content Type Specifies the type of items that the life cycle contains. This is not
editable.

Display All Items when When this option is selected, when selecting a life cycle in the Unity
Life Cycle is Selected Client, all items in the life cycle are displayed in the Inbox. If this
option is not selected, when a life cycle is selected no items are
displayed in the Inbox, and the Inbox displays the message This life
cycle is configured not to display items when it is selected .

Entities of this type When selected, items of the type specified in the Content Type drop-
should automatically down select list automatically enter the life cycle upon creation.
enter this life cycle upon
creation Note: This option is only available when configuring content types
for Agenda Items, External User Requests, Meetings, or Plan Review
Projects.

Disable When this option is selected, the life cycle is disabled. The disabled
life cycle will not be displayed in any Workflow interface, and work
items cannot be routed through it.

Configuring Life Cycles to Support Ownership

Note: Ownership is only available for Unity Life Cycles.

Ownership allows a user to have persistent and exclusive access to items within a Workflow
life cycle that they are working on. In order to use ownership functionality, the life cycle must
be configured to allow ownership. To configure a life cycle for ownership:
1. Select the life cycle you want to configure:
2. In the General tab, select the Supports Ownership check box.

OnBase 18 248
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Enter the maximum number of items a user can own at a time in the Maximum Number
of Items Owned by User field.
Once a user has reached the maximum number of items that can be owned in a life
cycle, ownership of additional items can not be assigned using the Take Ownership
button from the ribbon, using the Change Owner dialog box, or assigned from the Queue
Administration dialog box. If an ad hoc task is configured with the option Task
Executor Takes Ownership and is executed by a user that owns the maximum number
of items, the task will not execute.

Note: When Maximum Number of Items Owned by User is set to 0, the number of items owned
by a user is unlimited.

Caution: The action Assign Ownership will ignore the ownership limits defined by the
Maximum Number of Items Owned by User setting.

Ownership and Coverage

When using ownership with a queue configured for coverage, a user that is covering for another
user will have access to the items the user being covered for owns. Without coverage, users
would only be able to see the items they own.

Ownership and Load Balancing

When ownership is used in conjunction with load balancing, items can only be viewed by their
owners within Workflow. Ownership takes precedence over load balancing.
An example of when this would be useful is the following. There is a group of underwriters.
Claims are load balanced to different tiers of underwriters based on claim value. After the
claims are load balanced to different groups of underwriters, a single underwriter within a
group can own an item to work on. When an item is owned, only that underwriter can work on
the claim.

Assigning User Groups to a Life Cycle

User groups can be assigned to a life cycle in the User Groups tab of the Properties pane.
To assign a user group to a life cycle.
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. Select the check box above the list of user groups to toggle between selecting all user
groups, no user groups, or the user groups already selected.
4. When you are done configuring the user group rights, click OK .
5. Select a user group.

OnBase 18 249
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

6. To grant rights to the life cycle in client interfaces, select the Execute check box.
To grants rights for the user group to configure the life cycle, select the Configure
check box.
7. Repeat steps 5 and 6 for each user group.

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

Assigning Document Types to a Life Cycle

Note: This only applies to life cycles that route documents

Document Types are assigned to a life cycle in the Document Types tab of the Properties pane.
To assign a Document Type to a life cycle:
1. In the Document Types tab, click Add .
2. Select the check box next to the Document Type you want to assign to the life cycle.
If you want to only view the Document Types that are currently assigned, select the
Show only included items check box. You can also use the Find field to enter the name
of a Document Type you want to find.
3. Select the check box above the list of Document Types to toggle between selecting all
Document Types, no Document Types, or the Document Types already selected.
4. When you are done configuring the Document Types, click OK .
You can remove a Document Type assignment by selecting it and clicking Remove .

Caution: If you assign a Document Type to both Unity Life Cycles and standard life cycles,
when using the Classic Client Workflow interface, when a document is added to life cycles, the
document is only added to the standard life cycles the document’s Document Type is
associated with. The document will not be added to any Unity Life Cycles the document’s
Document Type is associated with.

Assigning Managed Folder Types to a Life Cycle

Note: This only applies to life cycles that route managed folders.

Managed folders are assigned to a life cycle in the Managed Folder Types tab of the
Properties pane.

OnBase 18 250
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To assign a managed folder type to a life cycle:

1. In the Managed Folder Types tab, click Add .
2. Select the check box next to the managed folder type you want to assign to the life
cycle.
If you want to only view the managed folder types that are currently assigned, select the
Show only included items check box. You can also use the Find field to enter the name
of a managed folder type you want to find.
3. Select the check box above the list of managed folder types to toggle between selecting
all managed folder types, no managed folder types, or the managed folder types already
selected.
4. When you are done configuring the managed folder types, click OK .
You can remove a managed folder type assignment by selecting it and clicking Remove .

Note: If you do not have rights to a managed folder, you will be able to see the folder in
Workflow; however, if you do not have rights to the documents within the managed folder, you
will not be able to view those documents within Workflow.

Assigning an Application Class to a Life Cycle

Note: This only applies to life cycles that route WorkView objects.

Application classes are assigned to a life cycle in the Application Classes tab of the Properties
pane. In order for objects to be routed in a life cycle, they must belong to an assigned
application class.

Note: External application classes cannot be assigned to a life cycle.

To assign an application class to a life cycle:

1. In the Application Classes tab, select an Application from the drop-down select list.
2. Select the Class from the drop-down select list in which the objects belong that will be
routed through the life cycle.
3. Select Delay Adding to Workflow if you want the object to be added to Workflow after it
is first saved instead of when it is initially created. To remove this option from a
selected class, deselect the check box in the Delay Adding to Workflow column.
4. Click Add .
You can remove an application class assignment by selecting it and clicking Remove .

Configuring a Life Cycle Icon

An icon is assigned to a life cycle in the Icon tab of the Properties pane.
To assign an icon, select the correct icon from the Small Icon drop-down select list.

OnBase 18 251
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Password Protecting Life Cycle Configuration

You can password protect a life cycle to require a password in order to make configuration
changes to a life cycle.

Note: As of OnBase 17, if you password protect a life cycle in OnBase 17 or later, that life cycle
cannot be opened in a previous version of OnBase.

To password protect a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
and select Password Protect or select the life cycle and click Password Protect on the
Workflow ribbon.

2. Enter the Password .

3. Enter the password again in the Confirm Password field.
4. Click OK .
When a life cycle is protected, upon checking out the life cycle, a dialog box similar to the
following is displayed.

Enter the password in the field to configure the life cycle and click OK .

OnBase 18 252
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To update the password of a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
that is password protected and select Password Protect or select the life cycle and
click Password Protect on the Workflow ribbon.

2. If you want to change the password, select Modify Password .

3. Enter the current password in the Current Password field.

4. Enter the new password in the New Password field.
5. Enter the new password again in the Confirm New Password field.
6. Click OK to save the new password, or click Cancel to close the dialog without changing
the password.

OnBase 18 253
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To remove the password on a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
that is password protected and select Password Protect or select the life cycle and
click Password Protect on the Workflow ribbon.

2. If you want to remove password protection from the life cycle, select Remove
Password .
3. Enter the current password in the Current Password field.
4. Click OK to remove the password protection, or click Cancel to close the dialog without
removing the password protection.

OnBase 18 254
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Copying Life Cycles

You can copy a life cycle and create a new life cycle that is an exact duplicate of the original.
To copy a life cycle:
1. Select the life cycle, right-click and select Copy . The Copy Life Cycles Wizard is
displayed.

2. If you want to copy multiple life cycles, you can select a life cycle and click Add . Repeat
this for every life cycle you want to copy.
3. Click Next .

OnBase 18 255
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Choose what type of copy you want to create:

Copy the Life Cycles - This creates copies of the life cycles that are independent
•
of the original life cycles.
• Create Reference Copies - This creates copies of the life cycles, but it does not
copy any associated items, such as Document Types or WorkView Classes.
Reference copies do not appear in any of the Workflow interfaces because the
Make Available In option is set to None in the life cycle’s property pane.
• Create Working Copies - This creates complete copies of the life cycles, and it
removes the associated items, such as Document Types or WorkView Classes,
from the original life cycles. Any references to actions or rules in the original life
cycles are updated to refer to the new life cycles. New items entering the life
cycles will enter the copied life cycles, not the original ones.
5. Select a copy type, then click Next . The following page is displayed:

OnBase 18 256
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

6. Enter a New Name for each copied life cycle. The new life cycle name must be unique.
By default, the value in the New Name field is the original life cycle name followed by
(1) .
7. Click Next . A summary page is displayed.
8. Click Finish .

Converting Life Cycles

You can convert a standard life cycle to a Unity life cycle. To convert a life cycle:
1. In the Workflow tab within the Repositories pane, right-click on the life cycle you want
to convert and select Convert to Unity Life Cycle .
2. Are you sure you want to convert <life cycle name>? is displayed. Click Yes to continue
the conversion. Click No to cancel the conversion.

Note: Unity life cycles do not support Work Folders. If a standard life cycle uses a Work Folder,
you will need to create a Portfolio Type in order to find related items in the Unity life cycle. For
more information, see Configuring Portfolio Types on page 872.

OnBase 18 257
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. If any settings that are not supported in Unity life cycles are found in the life cycle
during the conversion process, a Conversion Results dialog box is displayed.

This dialog box lists the items that could not be fully converted. You can click Save to
File to save the information to a text file. Click Close when finished with this dialog box.
4. The newly converted life cycle will have the same name as the converted life cycle
followed by (1).

Creating Queues
Queues can be added to life cycles as needed.
To create a new queue:
1. In the Repositories pane within the Workflow tab, right-click on the checked out life
cycle you want to add a queue to and select New | Queue .
2. Enter the name for the queue.
3. Press Enter on the keyboard.
4. Configure the queue as appropriate.

OnBase 18 258
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Within each queue there are the following folders:

• System Work : this folder contains system work associated with the queue. When you
select this folder you can configure Overview and Details information on the
Documentation tab that will be included in generated documentation.
• Ad Hoc User Tasks : this folders contains ad hoc tasks associated with the queue.
When you select this folder, all tabs in the Properties pane relate to the queue.
• Timers : this folder contains timers associated with the queue. When you select this
folder, all tabs in the Properties pane relate to the queue.
• Transitions : this folder contains transitions associated with the queue. When you
select this folder, all tabs in the Properties pane relate to the queue.

Configuring Queues
General queue configuration options are configured in the General tab in the Properties pane.
The following options are available.

Parameter Description

Description Optional area to add comments about the queue’s function. For
informational purposes only and is not displayed in the Client.

Help Text Optional area to add instructions, tips or any information that may be
useful to the users of this queue. This information displays in the
User Interaction window when the queue is selected.

Double-Click Begins Double-clicking an item in the inbox window triggers associated user
User Work work.

Hide Count If this option is enabled, the number of items within the queue is not
displayed in the Client module. If it is disabled, the number of items
within a queue is displayed. If no items exist in a queue, a zero will be
displayed for the count.

Note: For the Web Client, if the Web Server’s web.config file
ShowQueueCounts option is set to true, it will not override the
individual queue's Hide Count setting. If ShowQueueCounts is set
to false, no queue counts will be displayed.

OnBase 18 259
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Exclusive Viewing Permits only one user to view the item at a time. Another user can
retrieve the item in a Client retrieval interface, but not through
Workflow. An item that exists in multiple queues in different life
cycles that have this setting enabled will only permit the items to be
opened in one queue at a time. If the item lives in two life cycles in
two queues and if one queue has this setting enabled and the other
does not, the same item is available for viewing in both queues by
two different users.

Note: This option controls item access within a queue.

Note: When this option is applied, items open within the queue
cannot have a system task executed upon it from the document
retrieval hit list, the document viewer, or a folder.

Note: When a user selects multiple items within the Inbox using the
CTRL or SHIFT keys, Process Lock Administration will only display
the last document selected. This applies to the OnBase Client Core-
based interface.

Note: When a queue is configured with the Exclusive Viewing

option and routes WorkView objects, and a WorkView object in that
queue is viewed in WorkView, no ad hoc tasks for the queue are
available to be executed on that WorkView object. However, the ad
hoc tasks can be executed on the WorkView object when it is viewed
in Workflow.

Note: When a queue is configured with the Exclusive Viewing

option, that queue is not supported for use with the Integration for
Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, or
Integration for Microsoft Outlook 2016 modules.

Disable Logging Every time an item enters or exits a queue, an entry is made in the
Workflow log. Checking this option disables the logging function.

OnBase 18 260
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Auto-Feed Automatically displays the next available item in the viewer.

When configuring a queue in a life cycle that supports ownership in a
Unity Life Cycle, the Automatic Ownership check box is enabled
when the Auto-Feed option is selected. When you select Automatic
Ownership for a queue, items that are auto-fed to users are
automatically assigned ownership to the user who receives the item.
This option also prevents a user from entering a queue that is
configured with the Auto-Feed option, leaving the queue, and
returning to the queue to be auto-fed a different item.

Note: When a queue is configured with the Auto-Feed option and

routes WorkView objects, and a WorkView object in that queue is
viewed in WorkView, no ad hoc tasks for the queue are available to be
executed on that WorkView object. However, the ad hoc tasks can be
executed on the WorkView object when it is viewed in Workflow.

Note: When a queue is configured with the Auto-Feed option, that

queue is not supported for use with the Integration for Microsoft
Outlook 2010, Integration for Microsoft Outlook 2013, or Integration
for Microsoft Outlook 2016 modules.

Enable Take and Release When this option is selected, users in a life cycle configured for
Ownership ownership have the ability to take and release ownership of items in a
queue.

Note: This option is only available for Unity Life Cycles that support
ownership.

Hidden Hides the queue in the Client’s Tree View and Graphic Layout, even if
the user has rights to the queue.

OnBase 18 261
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Auto-Select Next Item

Note: This option applies to the Core-based OnBase Client, the Unity
Client, and the ActiveX Web Client Workflow interfaces.

When a single item is selected before execution of an action, if the

selected item is not transitioned out of the queue, it is displayed.
When the item selected is transitioned out of the queue, the next item
available in the queue is displayed.
When multiple items are selected before execution of an action, when
the displayed item is still in the queue, it is displayed again. When the
displayed item is not in the queue, the first item within the selection
that remains in the queue is displayed. If no item within the selection
is found, no item will be displayed. If all selected items are
transitioned out of the queue, the next available item is selected.

Note: If the current queue is configured for exclusive viewing,

Workflow will loop through the selected items, starting from the first
item in the selection, to find the first available item. If an available
item is found, it displays.

Available in Combined When this option is selected, the queue will be available for selection
View when configuring the Combined View.

Note: This option is only supported in the Core-Based OnBase Client,

Web Client, and Unity Client interfaces.

Execute Filter Rule When this option is selected, when executing an ad hoc task
against Related Item against related items, the filter rule will be executed against the
Selection related item selection, instead of against the primary item.

Note: This option is only supported in the Unity Client interface.

OnBase 18 262
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Respect Security
Keywords Caution: This option is not supported in the Classic Client interface.

Note: This option should not be used with load-balanced queues.

When this option is selected, security keywords are respected when

displaying items within the queue. Only items matching security
Keyword Values assigned to the logged-in user that belong to the
Document Types assigned at the queue level for security keywords
are displayed.

Note: If Document Types are not assigned to be checked for security

keywords at the queue level, the Respect Security Keywords option
displays any documents that match the configured security keyword
value.

Note: If a filter is applied to a queue configured for security

keywords, and the filter does not have any Document Types
configured, the filter results list will be empty.

Selecting this option enables a Document Types button. Upon

clicking this button, a Document Types dialog box is displayed. If
you click the Add all document types assigned to life cycle button,
all of the Document Types currently assigned to the Life Cycle to
which the queue belongs are selected. Click Add to add specific
Document Types. Select the check box next to the Document Type
you want to assign to the queue.

Tip: To select many Document Types at once, press and hold the
CTRL key while selecting Document Types, or select consecutive
Document Types while holding the SHIFT key. Press the space bar
to select the check box for the selected Document Types.

Select the check box above the list of Document Types to toggle
between selecting all Document Types, no Document Types, or the
Document Types already selected.
Select Show only included items if you want to filter the Document
Type list to show only those Document Types that you have selected.
Once all Document Types you want to assign are selected, click OK .

OnBase 18 263
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Respect Security To remove a Document Type, select the Document Type and click
Keywords cont. Remove .
Click OK when configuration is complete.

Note: It is a best practice to configure Document Types for the

Respect Security Keywords setting. If Document Types are not
configured, refreshing document lists may be slower and queue
counts may not always reflect the documents returned based on
security keyword values.

Institutional When this option is selected, items in the inbox are restricted based
on institution.

Note: This option is only available in Layer 2 and Layer 3 institutional

databases.

Override Document When the For Primary Document option is checked, allows users
Modification Privilege who do not have a modify privilege to update the Keywords or
otherwise modify a primary document within the queue.

Note: If a related document is displayed as a result of a Workflow

action, for the purposes of this privilege the document will be
considered a Primary.

Note: This option allows users to modify the document and its
Keywords only within the document viewer. To modify Keywords in
the Keyword panel, a user must have the Modify Keywords User
Group Privilege.

Note: In order to create image markups, a user must have the

Modify Documents User Group Privilege.

When the For Work Folder Documents option is checked, allows

users who do not have a modify privilege to modify a document and
update its keywords for a document within the Work Folder within the
queue.

Note: Users do not need access to the document’s Document Type

for the override to apply.

Hide Queue Queue does not display in Client Tree View or Graphic Layout if a user
does not have rights to a queue.

OnBase 18 264
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Parameter Description

Show Disabled Icon If a user does not have rights to the queue:
• Queue and Icon display grayed out in the Graphic Layout of the
Client module. In some instances, a gray box will be displayed in
place of an icon.
• The queue does not appear in the Client’s Tree View .
• When using the Web Client or OnBase Client Workflow interfaces
and the Workflow Queues or Workflow Locations dialog box is
accessed, the queue name will be displayed even if the user does
not have rights to the queue. When using other interfaces, the
queue name is not displayed regardless of this setting.

MRM Queue Options

MRM Queue options are available if your system has any of the following additional licenses:
• HL7 Listener
• Basic HL7 Listener
• HL7 Version 3

Parameter Description

MRM Queue This option provides users access to medical record charts
residing in this queue from the Medical Records Unity Client.
If this option is selected, then the queue is accessible from the
Medical Records Unity Client. If it is disabled, then the queue is
not accessible from the Medical Records Unity Client.
The Medical Records Unity Client and medical record charts are
available on systems licensed for HL7 or the Medical Records
Management Solution.

Type If MRM Queue is selected, then the queue can be used for
Analysis or Coding in the Medical Records Unity Client.
• If this queue will be used for deficiency creation (Analysis) or
if it will be part of a Coding life cycle, then select one of these
options from the Type drop-down list.
• If the queue should be available in the Medical Records Unity
Client but should not be used for Analysis or Coding, then
select <None> .
See the Medical Records Unity Client module reference guide for
more information.

Coding Completion If Coding is selected as the MRM queue type, then the Coding
Queue Completion Queue option is available. Select this option if
Coders should be able to mark all Coding as complete on the
chart when it exits this queue.

OnBase 18 265
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Allowing Users to Override the Auto-Feed Setting

A user can override the Auto-Feed setting configured for queues and view all items within a
queue if one of the following is true:
• the user is the Administrator user
• the user has a Workflow Administrative Processing Privilege
• the user has the Override Auto-Feed right for the queue

Understanding Auto-Feed Locks

When a queue is configured with the Auto-Feed options, locks are placed on items. When the
user first opens the auto-feed queue, the first available item in the queue is displayed. The item
has an auto-feed lock placed on it, which can be viewed by selecting Admin | Utilities | Process
Lock Administration in the OnBase Client.
The purpose of the auto-feed lock is to prevent another user processing the same queue from
processing the same item. When an item is already locked in a queue configured for Exclusive
Viewing , the item is skipped and an auto-feed lock is not applied to the item. When the user
selects the Show All Documents right-click menu option, the auto-feed lock is removed from
the document currently displayed and the inbox displays a list of all the documents in the
queue. When the user selects a document, no auto-feed lock is placed on the document. It
works as though the queue never was configured for auto-feed.

Assigning User Groups to a Queue

User groups are assigned to a queue in the User Groups tab of the Properties pane.
To assign a user group to a queue:
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. When you are done configuring the user group rights, click OK .

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

If you want to assign all of the user groups currently assigned to the life cycle to the selected
queue, click Add All Assigned to Life Cycle . After clicking this button, if user groups are added
at the life cycle level, the queues user group rights are not automatically updated.

Note: When you remove a user group assignment to a queue, if ownership is being used and
users belonging to the user group that was removed no longer have access to the queue via
another user group assignment, the owned items owned by these users will be labeled as
unowned.

OnBase 18 266
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Assigning an Icon to a Queue

Click the Icons tab to select an icon to symbolize the queue in the design interface and in the
Repositories window. This is an optional setting.
A selection from the Small Icon drop-down list replaces the folder with an icon in front of the
queue name in the Repositories window. The default in this view is a yellow folder.
A selection from the Large Icon drop-down list displays the icon on the queue in the design
interface and within the graphic layout in the Client.

Note: The default representation of a queue in the Graphic Layout for the Web Client Workflow
is a notebook.

Icons are only available after they have been stored in the SYS System Icons and SYS System
Bitmaps Document Types.

Advanced Options
The following advanced options are configured at the queue level.

Work Folder
Note: This option is not available in Unity Life Cycles.

Folders are used to contain supporting documents for the main document passing through the
life cycle. As a simplified example, a folder for an accounts payable life cycle could contain
purchase orders and vendor invoices to help users compare the quantity ordered on the invoice
against the quantity ordered on the purchase order.

Note: When selecting a work folder from the Work Folder tab, a context menu will only be
available when a document from that folder is selected.

The Work Folder drop-down select list contains folder types to which you have been granted
rights from the User Groups/Rights submenu under the User menu in the configuration menu.
If you have configured a folder for this queue, select it here. Configuring folders is discussed in
detail in the Configuration help files.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Work Folder drop-down select list.

Folders used within Workflow must have dynamic foldering configured and be set for Workflow
in the Usage section for the Folder Type Settings tab.

OnBase 18 267
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Portfolio Type
Note: This option is available when configuring Unity Life Cycles.

Determines what items are displayed in the Related Items pane when a primary item is
selected.
Portfolio types are used to contain supporting items for the main item passing through the life
cycle. Portfolio types can relate a primary item to item of the same content type or of a
different content type. For more information on Portfolio Type see Configuring Portfolio Types
on page 872.

Tip: Portfolio types can be created to use existing Workflow folders. When creating a
Document to Document portfolio relation, select the appropriate Folder Type . See Relating
Documents to Documents on page 4 for more information.

The Portfolio Type drop-down select list contains any portfolio types that are configured for
the content type for which the life cycle is configured. For example, portfolio types configured
with a WorkView Objects Content Type will only be available in life cycle configured to route
WorkView Objects .

Default Template
Note: This option is only available when configuring a document life cycle.

A template filters a folder of related Document Types. Apply a template to search for specific
Keyword Values and display a subset of the folder contents.

Note: Applying a template to a folder causes the documents to no longer follow the sort order
set for the folder. Instead, the documents follow the order assigned in the template.

The Default Template drop-down list contains templates that have been configured in OnBase.
If you have configured a template for this queue, select it here. Configuring templates is
discussed in detail in the Configuration help files.

Note: When using the OnBase Client Workflow interface, the default template is not
automatically applied to Unity Life Cycles.

VB Script to Execute on Selected Document

Note: This option is not available in Unity Life Cycles.

The VB Script to Execute on Selected Document drop-down list contains all VBScripts
available for the life cycle. In addition, <None> is available as a selection.

OnBase 18 268
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

In the Classic Client interface, when a VBScript is selected from the drop-down select list, each
time a document is clicked on within the Queue, the selected script will execute.
In the Core-Based Client interface, when a VBScript is selected from the drop-down select list,
each time a document is selected on within the Queue, the selected script will execute.
Document selection can occur from a refresh or automatic selection, as well as manual
selection of a document in the inbox.

Note: This option is only supported in the OnBase Client.

Inbox Refresh Rate (seconds)

The Inbox Refresh Rate (seconds) field allows you to specify a queue-specific refresh rate for
the inbox and queue count. This setting overrides the Document List Refresh Rate in the
Client’s User Options dialog box. Valid values are 0-300 and is measured in seconds. User must
have focus on the queue in order for it to be added to the Global Timer and have the inbox and
document count automatically update. If Disable document list refresh option is selected,
users must change focus and then return to the queue they were originally in to update the
inbox and queue count.

Note: In order for the Inbox Refresh Rate (seconds) feature to function in the Core-based
Client interface, the Refresh tree counters Workstation Option must be selected.

Caution: Configuring the Inbox Refresh Rate (seconds) setting to a small number, making the
refresh rate more frequent, on multiple queues will impact performance.

OnBase 18 269
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Sort Documents By
The Sort Documents By section allows you to set the display order for entries in the Document
window in the Client module.

Note: In the Unity Client Workflow interface, if a user manually sorts the item in a queue, the
options configured in the Sort Documents By section are overridden.

Sort Type Description

<None> Documents are not sorted.

Document Date Documents are sorted by the document date, in ascending order.

Document Handle Documents are sorted on the unique document identifier that was
stored when the document first entered the system.

Entry Time Items are sorted on the date of entry to the queue (arrival time), in
ascending order.

Name Items are sorted on the configured Auto-Name string for the
Document Type, in ascending order.

Priority Items are sorted based on the priority value that is assigned. When
sorting ascending, 1 would be the highest priority and at the top of
the list, while 999999999 would be the lowest priority. When sorting
descending, 999999999 would be the highest priority and at the top
of the list, while 1 would be the lowest priority.

Sort Descending When enabled, sets the sort order of the selected sort type
(Document Date , Document Handle , Entry Time , Name , or
Priority ) to descending, instead of the default (ascending) order.

User Privileges
User privileges are configured in the Advanced tab of the Properties pane by clicking the
Configure button in the User Privileges section.
To configure user privileges for a queue:
1. In the Advanced tab of a queue, click Configure for User Privileges .
2. Click Add .
3. If you want to configure privileges for a user group, select the User Group radio button
and select the appropriate user group from the drop-down select list.
If you want to configure privileges for a user, select the User radio button and select the
appropriate user group from the drop-down select list.
4. Click OK .
5. With the user/user group selected, select check box(es) for the appropriate privilege(s).
6. Click OK

OnBase 18 270
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

The following user privileges are available to grant:

Privilege Description

Queue Administration Grants access for selected user to the Queue Administration
dialog box and the functionality contained within this dialog
box.

See Other User’s Documents Grants access to the See Other User's Documents queue
right-click menu.

Note: Users can also view other user’s items if they are
Administrator users, or members of a group that has the
Workflow Administration right.

Execute System Work Grants access to the Perform System Work queue right-click
menu.

Execute Timer Grants access to the Execute Timer Work queue right-click
menu.

Ad hoc Routing Grants access to configured ad hoc tasks and the Route
Document right-click menu. For ad hoc routing, the queue
must have transitions configured.

Override Auto-Feed Grants users the right to view all items in a queue configured
with the Auto-Feed setting by granting access to the Show
All Documents right-click menu for queues configured for
Auto-Feeding.

Note: In the Unity interface, users with this privilege can

perform tasks on items in auto-feed queues outside of
Workflow from the Tasks tab.

Note: These privileges are assigned on a per user or per User Group, per queue basis.

Queue Monitoring
Queue monitoring is configured in the Advanced tab of the Properties pane by clicking the
Configure button in the Queue Monitoring section.
Watermarks can be set to help monitor how many documents are in a queue at any given time.
These watermarks are user-configured integers which help clarify the movements and quantity
of documents in any queue.
To configure watermarks:
1. In the Advanced tab of a queue, click Configure for Queue Monitoring .
2. Select the Use queue watermarks check box.

OnBase 18 271
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Enter the appropriate number of documents for the High Watermark Warning and Alert
levels and click the corresponding Log check box.
4. Enter the appropriate number of documents for the Low Watermark Warning and Alert
levels and click the corresponding Log check box.
5. Click OK .
Entries will be made to the Workflow log under the following circumstances:
• A document enters the queue (i.e., the queue count is increasing) and the document
count reaches the Low Watermark alert.
• A document enters the queue (i.e., the queue count is increasing) and the document
count surpasses the High Watermark alert.
• A document leaves the queue (i.e., the queue count is decreasing) and the document
count reaches the High Watermark alert.
• A document leaves the queue (i.e., the queue count is decreasing) and the document
count goes below the Low Watermark alert.
The watermarks should be configured so that the High Watermark > Low Watermark >= 0. It is
not necessary to enable and configure both watermarks.

Note: Watermarks take into account all transition and moving of documents except for
deleting and undeleting documents. If a watermark point is met by deleting or undeleting a
document, (e.g., via Document Maintenance or deleting a document from a Document Search
Results list), an entry will not be made in the Workflow log.

Note: E-Forms are supported documents for the purpose of watermarks.

Note: The Use Watermarks options are also used for Business Activity Monitor functionality.

Note: The Document Age and Monitor Keyword Sum options are used by the Workflow
Dashboard and Workflow Process Statistics StatusView portlets. These settings provide
default setting for those portlets. See the StatusView documentation for further information
regarding these settings.

Configuring Filter Options for a Queue

The Filters tab in the Properties pane allows you to configure filter options for the selected
queue.

Configuring Filters for Life Cycles that Route Documents

If the queue is in a life cycle that is configured to route documents, any custom query that is
configured as a Workflow Filter can be used to filter the Workflow inbox.

OnBase 18 272
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Use Only Selected Filters

When Use only selected filters is selected, only filters configured in this tab will be available
for use in the Workflow inbox. When the option is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. If the user selects
Filter Inbox while the inbox is displaying the combined view, all of the custom queries that the
user has permission to and are assigned to each queue within the combined view are
displayed.

Note: Work folder filters are configured at the folder level. In order for filters to be available in
the client, filters must be configured at the folder level. See the folders documentation for more
information. This is only available in the Core-based OnBase Client and Unity Client user
interfaces.

The box corresponding to the Use only selected filters check box contains a list of all filters
that have been selected for use with the queue. A filter can be removed from the list by
selecting it and clicking Remove . Only the custom queries configured as Workflow Filters that
are assigned to the queue and that the user has permission to are displayed for selection when
Filter Inbox is displayed.

Caution: When configuring filters, limit the number of Document Types and Keyword Types
used in filters to maximize performance. The more complex a filter is, the more resources they
require to run.

Available Filters
The Available Filters drop-down select list contains all custom queries that can be used as a
filter for Workflow. This drop-down select list is only enabled when the Use only selected
filters option is selected.
If the life cycle has been configured to route documents, the custom queries are those that are
configured with the Workflow Filter option.
To add a filter to the Assigned Filters box, select it from the drop-down select list and click
Add .

Default Filter
The Default Filter drop-down select list allows you to select a query to use as a default filter for
the selected queue. If the Use only selected filters option is selected, only those filters will be
available in the Default Filter drop-down for selection, otherwise, all available custom queries
configured as Workflow Filters that the user has permission to will be available. Custom
queries that are configured with the Workflow Filter option selected in the Custom Query
Options dialog box are available in this drop-down select list. When a default filter is selected,
the queue is automatically filtered and the documents displayed reflect that filter's
specifications. If you choose a filter from the Filter Inbox right-click option, it will override the
selected default filter and the display will reflect the newly chosen filter.

OnBase 18 273
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

If you select Display HTML Form used by Filter , the HTML form associated with the filter will
display when the queue is selected in the Client module, allowing you to specify search criteria
by which the inbox can be filtered. If you cancel a default filter, the filter will be applied with no
Keyword Values specified.

Note: If you use a default filter in conjunction with Use Persistent Filters option in Workstation
Options , the default filter will be ignored in the OnBase Client. Persistent filters are not
supported in the Web Client.

Note: Use caution when using a filter with a queue configured with the Auto-Feed option.
Ensure that the desired filter will not prevent documents from displaying for any user.

Note: If the user selects Filter Inbox while the inbox is displaying the combined view, all of the
custom queries configured as a Workflow Filter that the user has permission to and are
assigned to each queue within the combined view are displayed.

Note: When a filter has Workflow Queue configured as a display column and the Combined
View is not showing, the filter applied will not show results related to the currently selected
queue.

Display Filtered Document Count

If this is checked, the queue count should count only “filtered” documents. Otherwise all
documents in the queue are counted. If this option is selected for a load balancing queue, only
documents assigned to the selected/logged-in user are counted.

Configuring Filters for Life Cycles that Route WorkView

Objects
If the queue is in a life cycle that is configured to route WorkView objects, then WorkView filters
that have been configured as Workflow Inbox Filters can be used to filter the Workflow inbox.

Use Only Selected Filters

When Use only selected filters is selected, only filters configured in this tab will be available
for use in the Workflow inbox. When the option is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. If the user selects
Filter Inbox while the inbox is displaying the combined view, all of the WorkView filters that the
user has permission to and are assigned to each queue within the combined view are
displayed.
The box corresponding to the Use only selected filters check box contains a list of all filters
that have been selected for use with the queue. A filter can be removed from the list by
selecting it and clicking Remove . Only the WorkView filters configured as Workflow Inbox
Filters that are assigned to the queue and that the user has permission to are displayed for
selection when Filter Inbox is displayed.

OnBase 18 274
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Available Filters
The Available Filters drop-down select list contains any WorkView filters that have been
configured as Workflow Inbox Filters. This drop-down select list is only enabled when the Use
only selected filters option is selected.
To add a filter to the Assigned Filters box, select it from the drop-down select list and click
Add .

Default Filter
The Default Filter drop-down select list allows you to select a WorkView filter to use as a
default filter for the selected queue. If the Use only selected filters option is selected, only
those filters will be available in the Default Filter drop-down for selection, otherwise, all
WorkView filters configured with the Workflow Filter option that the user has permission to will
be available. When a default filter is selected, the queue is automatically filtered and the
WorkView objects displayed reflect that filter's specifications. If you choose a filter from the
Filter Inbox right-click option, it will override the selected default filter and the display will
reflect the newly chosen filter.

Note: If you use a default filter in conjunction with Use Persistent Filters option in Workstation
Options , the default filter will be ignored in the OnBase Client. Persistent filters are not
supported in the Web Client.

Note: Use caution when using a filter with a queue configured with the Auto-Feed option.
Ensure that the desired filter will not prevent items from displaying for any user.

Note: When a filter has Workflow Queue configured as a display column and the Combined
View is not showing, the filter applied will not show results related to the currently selected
queue.

Display Filtered Document Count

If this is checked, the queue count should count only “filtered” objects. Otherwise all objects in
the queue are counted. If this option is selected for a load balancing queue, only objects
assigned to the selected/logged-in user are counted.

Coverage Tab
When a Organizational Chart has been selected for a life cycle, you can configure queues within
that life cycle for coverage. To configure a queue for coverage:
1. In the Coverage tab, select the Coverage Type from the drop-down select list.
Workday will only check the Business calendar to see if a user is available.
Shift will check the Business calendar as well as the Shift calendar assigned to the user
to see if the user is available.

OnBase 18 275
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. In the check boxes, select whom employees are going to be covered by when
unavailable.

Coverage Option Description

Manager When this option is selected, Workflow will traverse the associated Org
Chart to find a Manager to cover for the absent employee. The first
Manager Workflow finds relative to the employee will cover the
absentee.

Assistant When this option is selected, the employee designated as “assistant”

will cover for an absent employee.

Note: In order for this option to take effect, an assistant must be

configured in the Org Chart for the unavailable user.

Peer When this option is selected, Workflow will traverse the associated Org
Chart to find a peer to cover for the absent employee. Any employee
within the Org Chart who shares the same role will cover the absentee.

Required Role This option is available when Peer is selected. When configured, all
employees with rights to the queue will be able to view the documents
of unavailable users who have this role.

Note: Although this option is made available by selection of Peer , the

users who share a required role do not necessarily have to be peers in
the Org Chart.

3. Click Save to save these settings.

Note: All users that meet coverage configuration terms will be able to see documents of
absent employees.

Document coverage is not transitive. For example, when using the See Other User’s
Documents option, if Employee 1 covers for Employee 2, but Employee 2 is also covering for
Employee 3, Employee 1 will not see Employee 3’s documents.

Note: When using coverage, documents are not reassigned to available users. The assignment
to the original user is maintained, but other users are able to view the documents.

Configuring a Load Balancing Queue

Load balancing can be configured in the Load Balance tab of queue configuration. When
Unbalanced is selected for the Load Balance Type , the queue has no special configuration.
Users with access to an unbalanced queue can see and perform work associated with any of its
documents.

OnBase 18 276
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Once you define a queue as load balanced, you must configure members (Configuring
Members on page 277) and a queue type (Load Balancing Queue Options on page 280).
If you are configuring load balancing in a Layer 2 or Layer 3 institutional database, the
Institution drop-down select list allows you to configure load balancing for a specific
institution. The following icon is used to denote items on the Load Balance tab that can be
configured per institution:

For more information on configuring load balancing in a Layer 2 or Layer 3 institutional

database, see Load Balancing Considerations for Institutional Databases on page 286.

Configuring Members
You can configure users, user groups or members.

Note: The Coverage tab is not available when Roles or User Groups is selected.

The Default Recipient drop-down list allows you to select one of the Users/User Groups/Roles
to receive the initial document when the life cycle is turned on. Documents that cannot be
assigned to a specific user (or Role) will be assigned to the default user. If you do not want
these documents to automatically be routed to a specific user, select <Unassigned> for the
Default Recipient . Documents can then be delegated to the appropriate user through Load
Balancing Administration.

Note: Rules-based load balancing will always place documents in the <Unassigned> state if
they fall outside of the configured assignment logic.

If you want to specify a Keyword Type that will contain the user, user group or role assignment,
select the appropriate Keyword Type from the Keyword to Hold Assignee drop-down select.
Upon assignment, the Keyword Type’s value will be populated with the assignment.

Note: If this is configured in conjunction with the Match Keyword to User Name load balancing
queue type, the Keyword Type’s value will not be populated with the assignment, and the
Default Recipient and Keyword to Hold Assignee drop-down select lists are disabled.

OnBase 18 277
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring Users as Members

To configure users as members:
1. Under the Load Balance Members section of the Load Balance tab, select Users from
the Assignment Type drop-down list.
2. You can assign specific users by clicking Add and selecting the check boxes next to the
users you want to add as members. Click OK . If you want to only view the users that are
currently configured as members, select the Show only included items check box. You
can also use the Find field to enter the name of a user you want to find.
You can click Add All Assigned to Queue to add all users as members that are assigned
rights to the queue.
You can click on the Roles tab, select a role from the Roles drop-down select list and
click Add to add all users that are assigned to the selected role as members to the
queue.

Caution: When configuring a Match Keyword to User Name load balancing queue, only the
Users option is supported.

Note: If you add a user to a user group that has rights to a load balance queue, the following
dialogue is displayed: Should this user be added as a load balanced member of load balanced
queues currently assigned to the user group? If you click Yes , that user will be added to any
load balanced queues to which the user group has rights and that are configured with users as
members. If you click No , the user will not be added to any load balanced queues.

OnBase 18 278
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring User Groups as Members

To configure user groups as members:
1. Under the Load Balance Members section of the Load Balance tab, select User Groups
from the Assignment Type drop-down list.
2. You can assign specific user groups by clicking Add and selecting the check boxes next
to the user groups you want to add as members.
Select the check box above the list of user groups to toggle between selecting all user
groups, no user groups, or the user groups already selected.
Click OK . If you want to only view the user groups that are currently configured as
members, select the Show only included items check box. You can also use the Find
field to enter the name of a user group you want to find.
You can click Add All Assigned to Queue to add all user groups as members that are
assigned rights to the queue.

Note: If you remove a user from a user group, the user is removed from load-balancing
assignments using that OnBase user group. All existing load-balancing assignments are
removed from that user and set to either <Unassigned> or assigned to a default user if one is
configured.

Note: If your system is configured to use Active Directory - Enhanced authentication or an

authentication scheme with the Remove users from this group if no matching domain found
option enabled, when a user is removed from an Active Directory group, it is then removed from
the corresponding OnBase user group. This also removes the user from load-balancing
assignments using that OnBase user group. All existing load-balancing assignments are
removed from that user and set to either <Unassigned> or assigned to a default user if one is
configured.

Configuring Roles as Members

Note: Roles is only available for the Rules Based type.

To configure roles as members:

1. Under the Load Balance Members section of the Load Balance tab, select Roles from
the Assignment Type drop-down list.
2. You can assign specific roles by clicking Add and selecting the check boxes next to the
roles you want to add as members. Click OK . If you want to only view the roles that are
currently configured as members, select the Show only included items check box. You
can also use the Find field to enter the name of a role you want to find.

Note: If a new user is created and added to a role, load balanced queues are not updated until
after the Application Pool has been recycled.

OnBase 18 279
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Load Balancing Queue Options

There are many load balancing queue options. The following queue types can be configured:
• Allocated Percentage - see page 280 for more information.
• By Priority - see page 281 for more information.
• In Order - see page 282 for more information.
• Keyword Based - see page 282 for more information.
• Match Keyword to User Name - see page 284 for more information.
• Rules Based - see page 285 for more information.
• Shortest Queue - see page 285 for more information.

Allocated Percentage
Allocated Percentage assigns a specified percentage of the system’s items to each user.
To configure:
1. Once members are configured, click the Configure button. The Allocated Percentage
Configuration dialog box is displayed.

Note: If no users or user groups have been added as members, the list will be empty.

OnBase 18 280
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Double-click on the user/user group you want to allocate work to in the Allocated
Percentage column and enter the percentage you want to assign to that user/user
group. Repeat this step for each user/user group you want to assign work to.
3. Click OK . If allocations do not total 100%, a message stating Allocations do not total
100 percent. Do you want to continue? is displayed. Click Yes to continue. Click No to
return to the screen to edit the configuration.

Note: If allocations do not total 100%, any documents that are part of the unassigned
percentage are not distributed to users/user groups and will remain unassigned in the queue.

By Priority
By Priority distributes items to users based on the priority assigned to items. Priority values
are assigned to specific user groups.

Note: Load balancing by priority is not supported in the OnBase Client Classic Workflow
interface.

To configure:
1. Once members are configured, click the Configure button. The Priority Configuration
dialog box is displayed.

2. Select a Member from the drop-down select list.

OnBase 18 281
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Select an appropriate Operator and enter a Priority value (1-999999999).

4. Click Add .
5. Repeat steps 2 to 4 for each member you want to configure.
6. Click OK .

In Order
In Order distributes items to users in a specified order until all of the items in the system have
been assigned. As additional items enter the system, assignments continue with the next
member or group in the rotation.
Configure members as appropriate.

Keyword Based
Keyword Based configuration distributes work depending on Keyword values. For example, you
could define keywords that allow you to sort work based in a geographic territory or product
types.

Note: This load balancing queue type is not available when configuring queues in life cycles
that have a Content Type of WorkView Objects .

OnBase 18 282
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To configure:
1. Once members are configured, click the Configure button. The Keyword Based
Configuration dialog box is displayed.

2. Select the Keyword Type you want to use for the assignment from the drop-down select
list.
3. Select the appropriate Operator from the drop-down.

Note: If the Keyword Type selected above is configured as an Alphanumeric Data Type, the
Operator drop-down box defaults to = and cannot be modified. However, if the Keyword Type
selected above is configured as a Numeric Data Type, the Operator drop-down list allows you
to choose an operand.

4. Enter the Value you want to associate from the Keyword Type to the member for
assignment.

Note: Wildcards are not supported. Use Rules Based Load Balancing when you cannot specify
specific values.

Note: Values entered for Keyword Types with Date Data Type and Date and Time Data Type will
be stored in the format of the locale of the user’s workstation.

OnBase 18 283
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Note: Regardless of the workstation’s regional settings, values entered for Currency Data Type
Keyword Types will be stored as a decimal value with two decimal places. For example, if 11 is
entered as a value, 11.00 will be stored.

5. Select the Member you want to assign the keyword value parameter to.
6. Click Add .
7. Repeat steps 2 to 6 for each member you want to use.
8. Click OK .

Caution: In order for proper document assignment, do not configure the same load balancing
criteria for more than one user or user group.

Match Keyword to User Name

Match Keyword to User Name configuration allows the system to route work to a specific
person. When configured, the system evaluates a keyword against the login user name on that
workstation. If the Keyword Value is null (i.e., a user is not identified), work will be routed to
<Unassigned>.

Note: This load balancing queue type is only available when configuring queues in life cycles
that have a Content Type of Documents that route document item types.

Note: Configure a keyword for user name before applying this queue type.

Note: Assigning User Groups to the load balancing Match Keyword to User Name queue type is
not supported.

Note: Users configured as members for load balancing in this queue type will always appear in
Load Balancing Administration regardless of the number of documents assigned to them.

To configure:
1. Once members are configured, click the Configure button. The Match Keyword to User
Name Configuration dialog box is displayed.

2. Select the Keyword Type that contains values that will match user names for document
assignment from the drop-down select list.
3. Click OK .

OnBase 18 284
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Rules Based
Rules Based configuration allows you to configure Load Balancing Work within the load
balanced queue. In addition, the following actions can be used to administer the queue:
• Assign to User
• Remove User Assignment

If desired, select the Assign to Logged-in Users check box. Selecting this option will assign
documents only to the users that are logged in. If no users are logged in, and documents come
into the system, the documents will be equally distributed among all users.

Note: The Assign to Logged-in Users functionality is currently only supported in the Core.

Note: If a user in the Unity Client has reached a configured inactivity timeout, that user is no
longer consuming a license and is therefore no longer logged in, so the user will not be
assigned items in a load-balanced queue using the Assign to Logged-in Users check box.

Note: If there is no Load Balancing Work configured for the queue, nothing occurs when
Rebalance is selected in the client.

Load Balancing Work

When you set a load balancing queue as a Rules Based queue, you can create load balancing
work. Load balancing work occurs before system work. It can contain task lists, actions, and
rules. Often, load balancing work is used to assign users to work. To create load balancing
work:
1. In a Rules Based queue, right-click and select New | Load Balancing Work .
2. Create and configure the appropriate rules and actions with in Load Balancing Work for
the queue.

Shortest Queue
Shortest Queue initially assigns items to users one by one in an orderly fashion. As additional
items enter the system, assignments are made to the user with the fewest unprocessed items
that is encountered first by the system.
If desired, select the Assign to Logged-in Users check box. Selecting this option will assign
documents only to the users that are logged in. If no users are logged in, and documents come
into the system, the documents will be equally distributed among all users.

Note: The Assign to Logged-in Users functionality is currently only supported in the Core.

Note: If a user in the Unity Client has reached a configured inactivity timeout, that user is no
longer consuming a license and is therefore no longer logged in, so the user will not be
assigned items in a load-balanced queue using the Assign to Logged-in Users check box.

OnBase 18 285
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Queues are evaluated by the system in a loop. A user who processes items after the system
has encountered and evaluated his or her queue may then have the shortest queue; however,
the new item will not be assigned to that user. This is because the system evaluated that user's
queue before the documents were processed, and that user did not have the shortest queue at
the time. New items are assigned to the user who has the shortest queue at the time the
system encounters it.

Load Balancing Considerations for Institutional Databases

For load balanced queues in Layer 2 institutional databases:
• Queues configured to load balance by user groups or roles are only supported for use
in the Classic Client interface.
• Queues configured to load balance by user groups or users support a separate load
balancing configuration for each institution.
• Queues configured to use rules-based by roles load balancing only support a
separate Default Recipient for each institution.
For load balanced queues in Layer 3 institutional databases:
• Queues configured to load balance by user support a separate load balancing
configuration for each institution.
• Queues configured to load balance by user groups or roles do not support a separate
load balancing configuration for each institution.
If you are configuring load balancing in a Layer 2 or Layer 3 institutional database, the following
queue types can be configured per institution: Allocated Percentage, By Priority, Keyword
Based, Match Keyword to User Name. For Match Keyword to User Name queues, the configured
Keyword Type is the same for all institutions.

Creating Transitions
For the life cycle to route items manually, queues must be configured with transitions.
Transitions can either be added in the Design Layout or in the Repositories pane within the
Workflow tab.
To create a transition in the Repositories pane:
1. Select the queue you want to draw a transition from. Right-click the queue and select
New | Transition , or select Transition in the Life Cycle ribbon menu.
2. Select the queue you want to draw the transition to from the drop-down select list
available in the transition that is created.
3. Press Enter on the keyboard.

OnBase 18 286
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

If you want to the transition to be hidden when viewing the graphic layout in a client interface,
select Hide transition in graphical layout when viewed in client in the General tab of the
Properties pane.

Tip: If you want to draw more than one transition, hold down the Ctrl keyboard key while
drawing a transition to keep the Transition tool selected.

For more information on creating transitions in Design Layout, see Life Cycle Graphical Layout
on page 336 for more information.
Depending on your configured Studio Options, the following right-click options are also
available when creating transitions:

Option Description

New | Pre-Transition Adds a task list to be executed before the transition is executed.
Task List
Note: This requires the Enable pre and post transition task list
creation option to be enabled in Studio Options.

New | Pre-Transition Adds a rule, which is evaluated before the transition takes place. If the
Test rule evaluation returns false, the transition is canceled. If the rule
evaluation returns true, the transition proceeds. This test ensures that a
transition is allowed to proceed out of the queue.

Note: This requires the Enable pre-transition and action test rule
creation option to be enabled in Studio Options.

New | Post-Transition Adds a task list that is to be executed when the transition completes.
Task List
Note: This task is executed after the system work in the destination
queue is performed.

Note: This requires the Enable pre and post transition task list
creation option to be enabled in Studio Options.

Creating Actions
An action is a task or process performed within the life cycle or business process. Action
Types must be associated with an action created in a life cycle, otherwise the new action will
not be properly configured. When a new action is added, the Action Type drop-down select list
is activated. This drop-down select list is divided into groups, based upon what the action does
and what is affected. Once an action type is selected, OnBase prompts you for additional
information required in order to perform the task.

OnBase 18 287
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Adding
1. In the Repositories pane within the Workflow tab, right-click on any task list or System
Work folder within a queue, and select New | Action .
2. Type the name of the new action in the field or select an existing action from the drop-
down select list.
3. Press Enter .

Tip: In a task list or System Work folder within a queue, reorder actions by clicking them and
dragging them to a new location within the task list or System Work folder.

Configuring
Once you have added a new action, and while the action is selected, the right side of the
Properties pane displays an action configuration section.
The information necessary to configure an action depends on the action type selected. Choose
an action type from the Action Type drop-down select list in the configuration section.
When configuring an action, you can click on the Action Type drop-down select list and type the
name of the action you want to use. Typing the name of the action will select the action in the
drop-down select list.

Caution: If an action is not properly and completely configured, it cannot be executed.

You can also select from the Use Property Bag drop-down to choose which type of Property
Bag you want the action to use.

Note: Nullable data type values cannot be stored in the property bag.

• Use Session Property Bag - Select if you want to use a session property that persists
only for the duration of the user’s session.
• Use Scoped Property Bag - Select if you want to use a scoped property that persists
only for the duration of a task’s execution.

Note: During an incremental, parallel upgrade process, if an action configured to use the
scoped property bag in OnBase 16 or later is executed or modified in a version prior to OnBase
16, that action will use the session property bag instead.

OnBase 18 288
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Use Persistent Property Bag - Select if you want to use a persistent property that
persists for as long as the associated item exists in the Life Cycle.

Note: This option is only available when a persistent property can be used in a configuration.

Note: The persistent property bag contains properties for the primary item that the action is
being executed against, and not for a related item. If the action executes against a related item,
the property bag for the primary item is used.

Caution: Use the Persistent Property Bag configuration only when necessary. This
configuration option has increased processing needs and could affect performance.

The following options are also available.

Option Description

Disable Allows you the flexibility of turning off an action without deleting it. The action
can be reinstated, without reconfiguring, by deselecting this box. An action in a
disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint To use this option in the OnBase Client, you must have the –WFTRACE switch on
the command line of the Client module and the Step Debug toolbar button or the
Debug Window open in the Client module. A command line switch is not required
to use this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and
Unity interfaces.

Log When selected and the action is executed, an entry is made in the database. If the
Execution action is disabled when an entry is made, it will be logged in the OnBase database
that the action was disabled at the time of execution.

If the Enable pre-transition and action test rule creation option is enabled in Studio Options,
you can also create pre-action test rules by right-clicking an action and selecting New | Pre-
Action Test. This allows for the configuration of a rule that the action is conditional upon.
For more information about Actions, see Studio - Workflow Actions on page 394.

Copying and Pasting Actions

Once an action is configured, it can be copied and pasted into other task lists within that life
cycle, or any other life cycle, to which you have been given configuration rights. To copy and
paste an action:
1. Right-click on an action and select Copy .
2. Select the task list to receive the configured action, right-click and select Paste .

OnBase 18 289
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the action and its settings. Select Paste a copy of the item if you want to create a
copy of the action, but not maintain a link to the original action. Changes to the original
action will not affect the new copy of the action and vice versa.
When creating a new action, if the same name is used for an action that is the same as an
existing action, the existing action will be used. The following is an example of an action that is
used in multiple places with Workflow.

Note: Actions cannot be copied in one repository and pasted to another repository.

Note: Actions cannot be copied from a Unity life cycle and pasted to a standard life cycle. In
addition, actions cannot be copied from a standard document life cycle to a Unity life cycle that
routes items other than documents.

Creating Rules
A rule is used to determine if the requirements to process a document have been met. A rule is
presented as a question that returns a true or false answer. OnBase performs a set of actions
based upon the response to the question. Some rules may also be aborted, in which case
neither course of action is taken on the document. When a new rule is added, the Rule Type
drop-down select list is activated. This drop-down select list is divided into groups, based upon
what the rule does and what is affected. Once an rule type is selected, OnBase prompts you for
additional information required in order to perform the evaluation.

Adding
1. In the Repositories pane within the Workflow tab, right-click on any task list or System
Work folder within a queue, and select New | Rule .
2. Type the name of the new rule in the field or select an existing rule from the drop-down
select list.
3. Press Enter .

Tip: In a task list or System Work folder within a queue, reorder rules by clicking them and
dragging them to a new location within the task list or System Work folder.

Configuring
Once you have added a new rule, and while the rule is selected, the right side of the Properties
pane displays an rule configuration section.

OnBase 18 290
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

The remaining information necessary to configure a rule depends on the rule type selected.
Since many of the rule types have the same configuration requirements, the rule field
configuration is grouped by rule type, followed by a description of the related rule fields.
When configuring a rule, you can click on the Rule Type drop-down select list and type the
name of the rule you want to use. Typing the name of the rule will select the rule in the drop-
down select list.

Caution: If rule is not properly and completely configured, it cannot be executed.

You can also select from the Use Property Bag drop-down to choose which type of Property
Bag you want the rule to use.
• Use Session Property Bag - Select if you want to use a session property that persists
only for the duration of the user’s session.
• Use Scoped Property Bag - Select if you want to use a scoped property that persists
only for the duration of a task’s execution.

Note: During an incremental, parallel upgrade process, if a rule configured to use the scoped
property bag in OnBase 16 or later is executed or modified in a version prior to OnBase 16, that
rule will use the session property bag instead.

• Use Persistent Property Bag - Select if you want to use a persistent property that
persists for as long as the associated item exists in the Life Cycle.

Note: This option is only available when a persistent property can be used in a configuration.

Note: The persistent property bag contains properties for the primary item that the rule is being
executed against, and not for a related item. If the rule executes against a related item, the
property bag for the primary item is used.

Caution: Use the Persistent Property Bag configuration only when necessary. This
configuration option has increased processing needs and could affect performance.

The following options are also available.

Option Description

Disable Allows you the flexibility of turning off a rule without deleting it. The rule can be
reinstated, without reconfiguring, by deselecting this box. A rule in a disabled
state appears grayed-out.

OnBase 18 291
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Option Description

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint To use this option in the OnBase Client, you must have the –WFTRACE switch on
the command line of the Client module and the Step Debug toolbar button or the
Debug Window open in the Client module. A command line switch is not required
to use this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and
Unity interfaces.

Log When selected and the rule is executed, an entry is made in the database. If the
Execution rule is disabled when an entry is made, it will be logged in the OnBase database
that the rule was disabled at the time of execution.

For more information about rules, see Studio - Workflow Rules on page 725.

Copying and Pasting Rules

Once a rule is configured, it can be copied and pasted into other task lists within that life cycle,
or any other life cycle, to which you have been given configuration rights. To copy and paste a
rule:
1. Right-click on a rule and select Copy .
2. Select the task list to receive the configured rule, right-click and select Paste .
3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the rule and its settings. Select Paste a copy of the item if you want to create a
copy of the rule, but not maintain a link to the original rule. Changes to the original rule
will not affect the new copy of the action and vice versa.When this option is selected,
you have three additional options. You can elect to Paste the existing children within a
rule, which is maintain a link to the actions and rules existing in the original rule. You
can elect to Paste a copy of the children if you do not want to maintain links to the
originating rules and action within the rule, but you do want a copy of the actions and
rules within the pasted rule to edit as necessary. Lastly, you can select Do not paste the
children to not copy any of the actions or rules contained in the originated rule.
When creating a new rule, if the same name is used for a rule that is the same as an existing
rule, the existing rule will be used. The following is an example of a rule that is used in multiple
places with Workflow.

OnBase 18 292
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Note: Rules cannot be copied in one repository and pasted to another repository.

Note: Rules cannot be copied from a Unity life cycle and pasted to a standard life cycle. In
addition, rules cannot be copied from a standard document life cycle to a Unity life cycle that
routes items other than documents.

Reverting Changes to Actions and Rules

If you change the configuration of an action or a rule, you can revert the changes before you
save the repository. Upon change a rule or action, OnBase Studio will display this in the
Properties pane.

Click the here link to revert the changes before saving the repository.

Creating System Tasks

Each repository has system tasks. They can be found in the System Tasks folder in the
Repositories pane within the Workflow tab. System Task Lists allow you to execute a task list
without having the Workflow system open in the Client.

Note: System Tasks configured with the Set Property Value action and the Work Item Property
option selected will not execute properly.

OnBase 18 293
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To create a system task:

1. In the Repositories pane, right-click and select New | System Task . The Create System
Task screen is displayed.

2. Enter a Name for the task.

3. Select the type of item the system task will execute upon from the drop-down select list.

Note: The Agenda Item , Meeting , and Plan Review Project item types are reserved for future
functionality.

If you are configuring a system task for documents and you would like the life cycle to
be compatible with versions of OnBase previous to 12, do not select the Create a Unity
System Task option.
4. Click Next .

OnBase 18 294
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. If you are configuring a system task that will execute on Documents , select a Document
Type you want to associate with the system task from the drop-down select list.
If you are configuring a system task that will execute on Managed Folders , select a
Managed Folder Type you want to associated with the system task from the drop-down
select list.
If you are configuring a system task that will execute on WorkView Objects , select an
Application and a Class that you want to associate with the system task from the drop-
down select lists. Repeat this for each application/class you want to associate the
system task with.

Note: System tasks configured for WorkView are specific to the class(es) they are configured
for. They cannot be successfully executed on other classes. In addition, the user groups that
have rights to the class associated with the system task must also have rights to the system
task in order to successfully execute the system task. System tasks configured for WorkView
can only be used in conjunction with WorkView events.

If you are configuring a system task with the Managed Folders or WorkView Objects
options, skip to step 8.
6. Click Add .
7. Repeat for each Document Type you want to associate with the system task. For an
system task configured for documents, you must associate the system task list with
any Document Type on which you want to execute the task.
8. Click Next .
9. Select a User Group that you wish to grants rights to the system task from the drop-
down select list.
10. Click Add .
11. Select Execute if you want to grant Client interface access to the task. Select Configure
if you want to grant configuration rights for the task.
12. Repeat for each user group you want to grant rights to.
13. Click Finish .
14. Add appropriate actions, rules, and task lists to complete the configuration of your
system task.

Note: A system task cannot be added as a task list within another system task.

Sub folders for each type of system task are created upon a system task creation of that type.
Sub folders include: Documents, Managed Folders, and WorkView Objects.
After the task has been created, you can configure an icon. To configure an icon:
1. Select the task and in the Properties pane, select the Icon tab.
2. Select a Small Icon and a Large Icon for the task.

Note: Changes will not be saved until the repository is saved.

OnBase 18 295
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

In addition, you can edit the Document Types assigned to a system task in the Properties
pane’s Document Types tab for system tasks configured for documents. You can edit the user
groups assigned to a system task in the Properties pane’s User Groups tab.

Copying and Pasting System Tasks

Once a system task is configured, it can be copied and pasted within the repository. To copy
and paste a system task:
1. Right-click on a system task and select Copy .
2. Select an existing system task under the System Tasks folder, right-click and select
Paste .
3. The Paste Options dialog box is displayed. Only new copies of system tasks can be
created. Changes to the original system task will not affect the new copy of the system
task and vice versa. Select Paste the existing children if you want to paste everything
configured under the system task and maintain a link to the originals. Select Paste a
copy of the children if you want to paste everything under the system task, but you do
not want to maintain a link. Changes to the original children will not affect the new copy
and vice versa. Select Do not paste the children if you do not want to paste everything
configured under the system task.

OnBase 18 296
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating Ad Hoc Tasks

To create an ad hoc task:
1. With a queue folder within a life cycle selected, right-click and select New | Ad Hoc Task
or click Ad Hoc Task from the Workflow ribbon within the New ribbon group. The Create
Ad Hoc Task wizard is displayed.

2. Click New Ad Hoc Task .

OnBase 18 297
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Click Next .

4. Enter a Name for the ad hoc task.

Note: In order to make the & symbol appear in task names in the Unity Client or Classic Client
Workflow interfaces, task names must include two of the & symbols (e.g. && ).

5. Enter appropriate Help Text.

6. Click Next .
7. Select an appropriate user group that you want to grant rights to the ad hoc task from
the User Group drop-down select list. Only user groups are displayed that have rights to
the queue in which the task resides.

Note: If you want to assign all of the user groups currently assigned to the queue to the Ad Hoc
Task, click Add All Assigned to Queue . After clicking this button, if user groups are added at
the queue level, the Ad Hoc Task user group rights are not automatically updated.

8. Click Add .
9. Repeat steps 7 to 8 for each user group you would like to assign.
10. Click Next .
11. Click Finish .

OnBase 18 298
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

12. In the Properties pane in the General tab, configure the appropriate settings for the task
list.
13. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.
14. Add the appropriate action and/or rules to the task list.

Using an Existing Ad Hoc Task

You can use an ad hoc task that already is configured. To use an existing ad hoc task:
1. With a queue folder within a life cycle selected, right-click and select New | Ad Hoc Task
or click Ad Hoc Task from the Workflow ribbon within the New ribbon group. The Create
Ad Hoc Task wizard is displayed.

2. If you want to use an existing task, click Use an existing Ad Hoc Task .

OnBase 18 299
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Click Next .

4. If you want task lists displayed for selection, select the Show Task Lists option.

Note: Tasks that already exist in the currently selected queue will not be displayed in this
screen.

5. Select a task list.

6. Click Next .
7. Click Finish .
Ad hoc tasks that are used in this way become shared tasks. All instances of a shared task are
linked.

Configuring Ad Hoc Task Lists

Within the Ad Hoc User Tasks folder, while an ad hoc task is selected, the General tab of the
Properties pane displays a task list configuration dialog box.
See the Task Options on page 311 section for options that are available for all tasks and task
lists such as Help Text , Break On options, and the Continue Execution After Transition option.

OnBase 18 300
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

For information about on abort tasks, see On Abort Task Lists on page 310 for more
information.

Additional Task List Options

Option Description

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution When using the Unity Client or Microsoft Outlook Integration interfaces, this
from Related option disables the task from displaying in the Task drop-down select list in the
Items Related Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for
Outlook Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, or Integration for
Microsoft Outlook 2016 modules. This task can be executed directly from a
Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed or Exclusive Viewing options are not available in
Workflow e-mail notifications. Ad hoc tasks for load balancing queues are only
available when the document is assigned to the logged in user.

Available for When this option is selected, this task can be used in OnBase Mobile
Mobile applications.
Devices
Note: This option is only available for ad hoc tasks.

Note: Only certain actions and rules requiring user interaction are supported in
mobile modules. See the action and rule descriptions for specific support
statements.

Task When configuring an ad hoc task in a life cycle that supports ownership in a Unity
Executor Life Cycle, the Task Executor Takes Ownership option is available.
Takes When this option is selected, when a user executes the task, the user
Ownership automatically owns the item the task was executes upon.

Password Protection
Caution: This option is not supported when using Single Sign-On.

OnBase 18 301
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

You can password protect task list execution. If you select None , no password protection is
configured. If you select Task , when an ad hoc task is initiated in the Workflow Client, users will
be prompted to enter their passwords once, regardless of the number of documents that are
selected. If you select Document , when an ad hoc task is initiated in the Workflow Client, user
will be prompted to enter their passwords for each document that the ad hoc task will be
executed upon.

Note: In the Core-based Workflow interfaces, a transaction is logged whether or not the user
enters a correct password.

When a password protection task is executed, it is logged for each document it was executed
upon and will display on the Workflow Transactions tab of the Document History dialog box. If
Disable Logging is selected at the queue level, this is not logged.

Note: When using Active Directory or LDAP authentication, if the wrong password is entered
exceeding the configured failed login attempt limit, the user account is locked in Active
Directory.

Configuring Shortcut Keys for Ad Hoc Tasks

Ad hoc tasks can be configured to execute after pressing user-defined shortcut keys. Shortcuts
are configured in the General tab.

Caution: Prior to deployment, all shortcuts must be tested in order to avoid unexpected
conflicts or behavior.

Note: Ad hoc task shortcuts are only supported in the Unity Client and the Web Client.

To configure a shortcut for an ad hoc task:

1. In the General tab, click Configure .
The Shortcut dialog is displayed.

2. Press the desired combination of keys to execute the ad hoc task.

The following keys are possible as modifiers:

OnBase 18 302
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Ctrl
• Alt
• Ctrl + Alt
• Ctrl + Shift
• Alt + Shift

Note: Shift is not able to be used alone as a modifier. Only alphanumeric keys are supported.

Caution: Before deploying any shortcuts, make sure to test the desired shortcut key
combinations in the production environment to ensure there are no conflicts with existing
OnBase, Windows, or any other third party system shortcuts.

3. When finished, click OK to save the configuration.

Click Cancel to close the dialog without saving any changes.

Assigning User Groups to an Ad Hoc Task

User groups are assigned to an ad hoc task in the User Groups tab of the Properties pane.
To assign a user group to the ad hoc task:
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. When you are done configuring the user group rights, click OK .

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

If you want to assign all of the user groups currently assigned to the life cycle to the selected
ad hoc task, click Add All Assigned to Life Cycle . After clicking this button, if user groups are
added at the life cycle level, the ad hoc task user group rights are not automatically updated.

Icon
1. To assign an icon to represent the task, click the Icon tab.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and an
icon from the Small Icon drop-down list to represent the task in the Repositories pane.

OnBase 18 303
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Copying and Pasting Ad Hoc Tasks

Once an ad hoc task is configured, it can be copied and pasted within that life cycle, or any
other life cycle, to which you have been given configuration rights. To copy and paste an ad hoc
task:
1. Right-click on an ad hoc task and select Copy .
2. Select the queue to receive the configured ad hoc task, right-click and select Paste .
3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the ad hoc task and its settings.
Select Paste a copy of the item if you want to create a copy of the ad hoc task, but not
maintain a link to the original ad hoc task. Changes to the original ad hoc task will not
affect the new copy of the ad hoc task and vice versa. Select Paste the existing
children if you want to paste everything configured under the task and maintain a link to
the originals. Select Paste a copy of the children if you want to paste everything
configured under the task, but you do not want to maintain a link. Changes to the
original children will not affect the new copy and vice versa. Select Do not paste the
children if you do not want to paste everything configured under a task.

Note: Ad Hoc Tasks cannot be copied in one repository and pasted to another repository.

Configuring Filter Rules for Ad Hoc Tasks

Users can configure rules that determine whether an ad hoc task should be displayed for
execution for the currently selected item(s). As long as all of the configured rules return true
when evaluated against the currently selected item(s), the ad hoc task will display; otherwise, it
will not be available for execution. If no items are currently selected, all tasks are displayed
regardless of defined filter rules.

Note: User interaction is not supported in filter rules.

Note: Filter rules for ad hoc tasks are not supported in the OnBase Client Classic Workflow
Interface.

Note: Task lists for rules configured as filter rules are not executed regardless of the result of
the rule evaluation. These rules are used strictly to determine whether or not an ad hoc task
should be displayed.

Note: Filter rules will not prevent a user from executing an ad hoc task if the user has access to
it.

Once a filter rule has been configured for an ad hoc task, a Filter Rules folder is displayed
under the task in the Repositories pane within the Workflow tab.

OnBase 18 304
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To configure filter rules for an ad hoc task:

1. In the Repositories pane within the Workflow tab, select the ad hoc task for which you
would like to configure filter rules, right-click and select New | Filter Rule .
2. A filter rule is displayed. Type the name of the new rule in the field or select an existing
rule from the drop-down select list.
3. Press Enter .

Note: The On True and On False task lists do not need to be configured. It is recommended
that you not configure these for filter rules. The rule evaluation for a filter rule is used to
determine if the ad hoc task should be displayed.

Configuring
Once you have added a new rule, and while the rule is selected, the right side of the Properties
pane displays an rule configuration section.
The remaining information necessary to configure a rule depends on the rule type selected.
Since many of the rule types have the same configuration requirements, the rule field
configuration is grouped by rule type, followed by a description of the related rule fields.
When configuring a rule, you can click on the Rule Type drop-down select list and type the
name of the rule you want to use. Typing the name of the rule will select the rule in the drop-
down select list.

Caution: If rule is not properly and completely configured, it cannot be executed.

You can also select from the Use Property Bag drop-down to choose which type of Property
Bag you want the rule to use.
• Use Session Property Bag - Select if you want to use a session property that persists
only for the duration of the user’s session.
• Use Scoped Property Bag - Select if you want to use a scoped property that persists
only for the duration of a task’s execution.

Note: During an incremental, parallel upgrade process, if a rule configured to use the scoped
property bag in OnBase 16 or later is executed or modified in a version prior to OnBase 16, that
rule will use the session property bag instead.

OnBase 18 305
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Use Persistent Property Bag - Select if you want to use a persistent property that
persists for as long as the associated item exists in the Life Cycle.

Note: This option is only available when a persistent property can be used in a configuration.

Note: The persistent property bag contains properties for the primary item that the rule is being
executed against, and not for a related item. If the rule executes against a related item, the
property bag for the primary item is used.

Caution: Use the Persistent Property Bag configuration only when necessary. This
configuration option has increased processing needs and could affect performance.

The following options are also available.

Option Description

Disable Allows you the flexibility of turning off a rule without deleting it. The rule can be
reinstated, without reconfiguring, by deselecting this box. A rule in a disabled
state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint To use this option in the OnBase Client, you must have the –WFTRACE switch on
the command line of the Client module and the Step Debug toolbar button or the
Debug Window open in the Client module. A command line switch is not required
to use this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and
Unity interfaces.

Log When selected and the rule is executed, an entry is made in the database. If the
Execution rule is disabled when an entry is made, it will be logged in the OnBase database
that the rule was disabled at the time of execution.

For more information about rules, see Studio - Workflow Rules on page 725.

Copying and Pasting Rules

Once a rule is configured, it can be copied and pasted into other task lists within that life cycle,
or any other life cycle, to which you have been given configuration rights. To copy and paste a
rule:
1. Right-click on a rule and select Copy .
2. Select the task list to receive the configured rule, right-click and select Paste .

OnBase 18 306
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the rule and its settings. Select Paste a copy of the item if you want to create a
copy of the rule, but not maintain a link to the original rule. Changes to the original rule
will not affect the new copy of the action and vice versa.When this option is selected,
you have three additional options. You can elect to Paste the existing children within a
rule, which is maintain a link to the actions and rules existing in the original rule. You
can elect to Paste a copy of the children if you do not want to maintain links to the
originating rules and action within the rule, but you do want a copy of the actions and
rules within the pasted rule to edit as necessary. Lastly, you can select Do not paste the
children to not copy any of the actions or rules contained in the originated rule.
When creating a new rule, if the same name is used for a rule that is the same as an existing
rule, the existing rule will be used. The following is an example of a rule that is used in multiple
places with Workflow.

Note: Filter rules can be copied to a Filter Rules folder from another location and from a Filter
Rules folder to another location.

When copying and pasting, filter rules have the following limitations:
• Rules cannot be copied in one repository and pasted to another repository.
• Rules cannot be copied from a Unity life cycle and pasted to a standard life cycle.
• Rules cannot be copied from a standard document life cycle to a Unity life cycle that
routes items other than documents.

Adding a Task to the Ad Hoc Task List

You can add rules, actions, and other task lists to an ad hoc task.

You can add a rule to a task list by either right-clicking on the task and selecting New | Rule or
clicking the Rule button from the Workflow ribbon within the New ribbon group.

You can add a action to a task list by either right-clicking on the task and selecting New | Action
or clicking the Action button from the Workflow ribbon within the New ribbon group.

You can add a task list to an ad hoc task list by either right-clicking on the task and selecting
New | Task List or clicking the Task List button from the Workflow ribbon within the New
ribbon group.

Web/API Task Folder

Note: This is legacy functionality and is no longer required to be configured separately from
standard ad hoc user tasks. These are supported for systems configured before the support of
ad hoc tasks in the Web Client.

OnBase 18 307
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

This type of task list allows you to create tasks for the web-view task list that emulate
functionality available on the non web-based Client module.
The Web/API Tasks folder is only displayed in a queue if a Web/API task exists. To create a
Web/API task:
1. Right-click on a queue and select New | Web/API Task .
2. Enter the name for the task and add Help Text.
3. Click Next .
4. Select a User Group from the drop-down select list.
5. Click Add .

Note: If you want to assign all of the user groups currently assigned to the queue to the Web/
API Task, click Add All Assigned to Queue . After clicking this button, if user groups are added
at the queue level, the Web/API Task user group rights are not automatically updated.

6. Repeat steps 4 to 5 for each user group you want to add.

7. Click Next .
8. Click Finish .

Creating Task Lists

A task list is a series of actions and rules that are executed with respect to an item in a queue,
or the current item in the system. When a task list for a item is initiated, the task list is executed
on the item until the item transitions out of the queue that began the task list. A task list is also
referred to as work.
Task lists, including task lists that are initiated by timers, do not respect document locks. A
document lock may be placed on an item when another user is viewing or modifying an item or
if the system was closed improperly while the item was being viewed or modified. If a
document lock is placed on an item outside of Workflow, and a task list is executed on the
same item within Workflow, the task list is executed on that item regardless of the document
lock. For this reason, Workflow processes should be designed so that users are not modifying
items outside of Workflow at the same time that these items are being processed by Workflow.

Tip: A Workflow process can be configured to respect a document lock by using the Check In
and Check Out actions together with other tasks.

Task list execution does respect process locks, which are locks placed on an item by a system
process. When a task list is run on multiple items and an item is encountered that is locked by
a process lock, the locked item is not processed by the task list, a message is logged in
Document History, and the task list is executed on the other unlocked items. Process locks
placed on an item by a user other than the user executing the task list are not removed when
the task list is complete. If an item processed by the task list has a process lock, the last
execution result is false. Actions that deal with related items vary in behavior regarding last
execution results. See Last Execution Result Behavior for Related Items on page 721 for more
information . In addition, action behave differently when working with documents managed by
the Records Management module. See Records Management’s Effect on the Last Execution

OnBase 18 308
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Result on page 721 for more information.

Note: Task lists can be configured up to 50 levels deep.

Note: The task list ID number is displayed in the upper right hand corner.

Caution: If you have Document Types configured to delete the original document upon
redaction, a user should not create a redacted image of a document within these Document
Types while a Workflow task list is being executed on that document. This may result in
unexpected behavior, since the task list is trying to execute against the a document that has
been deleted.

To create a task list:

1. Select the system task, ad hoc task, action, or rule result in which you want to configure
the task list.
2. Right-click and select New | Task List or click the Task List button in the Workflow
ribbon within the New ribbon group.
3. Enter a name for the task list.

Note: Task lists cannot be named the same as a common task list, which includes the
following: On True, On False, System Work, User Work, Load Balancing Work, or On Abort.

4. Press Enter on the keyboard.

See Task Options on page 311 for more information on task options.
See On Abort Task Lists on page 310 for more information about on abort tasks.

Assigning User Groups to a Task List

User groups are assigned to task list in the User Groups tab of the Properties pane.
To assign a user group to the ad hoc task:
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. When you are done configuring the user group rights, click OK .

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

If you want to assign all of the user groups currently assigned to the life cycle to the selected
ad hoc task, click Add All Assigned to Queue . After clicking this button, if user groups are
added at the life cycle level, the ad hoc task user group rights are not automatically updated.

OnBase 18 309
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Icon
1. To assign an icon to represent the task, click the Icon tab.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and an
icon from the Small Icon drop-down list to represent the task in the Repositories pane.

Adding a Task to the Task List

You can add rules, actions, and other task list to a task list.

You can add a rule to a task list by either right-clicking on the task and selecting New | Rule or
clicking the Rule button from the Workflow ribbon within the New ribbon group.

You can add a action to a task list by either right-clicking on the task and selecting New | Action
or clicking the Action button from the Workflow ribbon within the New ribbon group.

You can add a task list to a task list by either right-clicking on the task and selecting New | Task
List or clicking the Task List button from the Workflow ribbon within the New ribbon group.

Copying and Pasting Task Lists

Once a task list is configured, it can be copied and pasted within that life cycle, or any other life
cycle, to which you have been given configuration rights. To copy and paste a task list:
1. Right-click on a task list and select Copy .
2. Select the queue to receive the configured task list, right-click and select Paste .
3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the task list and its settings.
Select Paste a copy of the item if you want to create a copy of the task list, but not
maintain a link to the original task list. Changes to the original task list will not affect
the new copy of the task list and vice versa. Select Paste the existing children if you
want to paste everything configured under the task list and maintain a link to the
originals. Select Paste a copy of the children if you want to paste everything configured
under the task list, but you do not want to maintain a link. Changes to the original
children will not affect the new copy and vice versa. Select Do not paste the children if
you do not want to paste everything configured under the task list.

Note: Task Lists cannot be copied in one repository and pasted to another repository. On Abort
task lists cannot be copied and pasted.

On Abort Task Lists

Note: On Abort task lists are only available in the Core-based and Web Client interfaces.

OnBase 18 310
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

On Abort task lists are task lists that execute when an abort occurs. An abort occurs in the
following situations:
• Workflow is closed during a user interaction process
• The Cancel button is selected during user interaction
• The Client closes during a user interaction process

Note:The Cancel button used during re-indexing user interaction is not considered an abort.

These task lists are designed to be used in conjunction with a task list that involves user
interaction. As such, On Abort task lists should not be configured in System Work, Timer Work,
or Load Balance Work. No more than one On Abort task list can be created per task list. User
interaction should not be configured as part of the On Abort task list.

Creating On Abort Tasks

To create an on abort task list:
1. Select an existing task list.
2. Right-click on the selected task list and select New | On Abort Task List .
3. Enter a name for the ad hoc task.
4. Click outside of the name edit box.
5. Configure the appropriate settings for the task list.
6. Add the appropriate action and/or rules to the task list.

Note: The On Abort task list will display above the user work it is configured for. During a
Workflow session, the user will complete user interaction normally. The On Abort task list will
be rolled back to in the case of an abort.

Note: If a nested task list does not have an On Abort task list configured for it, and an abort
occurs, the closest upward On Abort task list will execute.

Configuring On Abort Task Lists

See the Task Options on page 311 section for options that are available for all tasks and task
lists such as Help Text , Break On options, and the Continue Execution After Transition option.

Task Options
The following options are available for all tasks and task lists.

OnBase 18 311
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the task’s
icon is hovered over. For task lists configured for a rule queue, load balancing work, system
work, On Abort, and user work, this box is used for informational purposes within OnBase
Studio and does not display in the Client. For all tasks and work, the maximum number of
characters that can be entered is 250.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

Success On success of an evaluation, the system stops processing the current task list
on the document. This means that if a rule evaluates to true, it will complete the
On True tasks before breaking.

Failure On failure of an evaluation, the system stops processing the current task list on
the document. This means that if a rule evaluates to false, it will complete the
On False tasks before breaking.

Never Default setting. Processing of the task list continues, regardless of success or
failure of the evaluation.

Continue Execution After Transition

This option allow processing of work in the task/task list after the primary work item has
transitioned.

Note: This option is disabled for system events and for task lists configured within system
events.

Additional Options

Option Description

Disable Temporarily disables the task list. Allows for the testing of changes to
configuration without giving access to users. A task list in a disabled state
appears grayed-out.

OnBase 18 312
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Option Description

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint To use this option in the OnBase Client, you must have the –WFTRACE switch on
the command line of the Client module and the Step Debug toolbar button or the
Debug Window open in the Client module. A command line switch is not required
to use this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and
Unity Client interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Creating Shortcuts
You can create keyboard shortcuts to execute Ad Hoc Tasks in the OnBase Client. To create a
shortcut, place a & character in front of the letter you want to use in the shortcut. The letter that
you placed the & character in front of will display with an underline in the Client. Pressing ALT
+ O + the underlined letter for the task will execute the task in the Client.

Note: Ad hoc task shortcuts are only supported in the OnBase Client Classic and Core-Based
interfaces.

Deleting Actions, Rules, Task Lists, or Timers

To delete an action, rule, or task list:
1. Select the item you want to delete in the Repositories pane within the Workflow tab,
right-click and select Delete .
2. A message asking Are you sure you want to remove this item from the task list? If the
item does not exist in another life cycle or queue, the Delete the item from the database
option is displayed. Select this option if you want to completely remove it from the
database.
If you do not select Delete the item from the database, the item is removed from the
task list, but the item and its configuration still exist within the database. You can
choose the item from a list of existing actions, rules, and task lists when creating a new
action, rule, or task list.
If the item you want to delete is in a task list that exists in any other queues or life
cycles, the message The task list containing item (ItemName) is used in other
locations. Removing the item from the task list will affect the execution of those
actions. is displayed. To view every location where the item is used, click Show me
where they are . The results are displayed in the Find Results tab.
3. Click Yes to delete the item. Click No to abort the deletion.

OnBase 18 313
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To delete a timer:
1. Select the item you want to delete in the Repositories pane within the Workflow tab,
right-click and select Delete .
2. A message asking Are you sure you want to remove this timer from the queue? If the
item does not exist in another life cycle or queue, the Delete the item from the database
option is displayed. Select this option if you want to completely remove it from the
database.
If you do not select Delete the item from the database, the item is removed from the
queue, but the item and its configuration still exist within the database. You can choose
the item from a list of existing timers lists when creating a new timer.
3. Click Yes to delete the item. Click No to abort the deletion.

Renaming Life Cycles, Queues, Actions, Rules, Task Lists,

or Timers
You can rename an existing item by right-clicking on it in the Repositories pane within the
Workflow tab and selecting Rename . If you decide you do not want to rename it while typing
the new name, press Esc on the keyboard to revert to the old name.

Linked Actions, Rules, Task Lists, Tasks, and Timers

Actions, rules, task lists, ad hoc tasks, Web API tasks, and timers can be shared and used in
multiple locations.
Items that exist is more than one location are denoted with a small arrow icon. The following
icon is an example of a shared action:

You can click the Break Link icon, shown on the right side of the provided example.

When the link is broken, the item will be renamed automatically and the item name will stay in
renaming mode for editing. Change the name as appropriate. Any changes made will not
impact the item it was previously linked to.

Note: If a rule contains the same rule nested in its OnTrue or OnFalse task list, if the link is
broken on the top level rule, both the top level rule and the nested rule will be replaced with the
newly-created rule generated by breaking the link.
If the link is broken on the nested rule, only the nested rule is replaced with the newly-created
rule.

The second button on the right is the Show References button. Click on this button to show all
the places the item is used. This information is displayed in the References tab.

OnBase 18 314
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating Events
Note: Events are not supported in the OnBase Client Classic Workflow interface. Events are not
triggered in the OnBase Client Classic Workflow interface.

Events are task lists that are triggered when certain situations occur within a queue or life
cycle.
For example, events can be used to send a notification alerting a manager that an employee’s
queue has risen above the high watermark limit. Once the item count in the employee’s queue
rises above the high watermark limit, the event task list is executed, and the notification is sent
to the manager.
There are three categories of events:
1. Queue events - These events are configured at the queue level, and they are triggered
when certain situations occur within the queue for which they are configured. See
Queue Events on page 316.
2. Life cycle events - These events are configured at the life cycle level, and they are
triggered when certain situations occur within the life cycle for which they are
configured. SeeLife Cycle Events on page 319.
3. System events - These events are not tied to life cycles or queues. System events are
triggered by events or status changes to specific item types in Workflow. See System
Events on page 320.
Like other task lists, actions and rules can be configured as tasks for an event. Configured
actions and rules are executed when the event is triggered.

Note: Actions and rules that require user interaction are not supported in events.

Events are also configured with properties. Each event type has different configurable event
properties. To use an event property, it must be mapped to a Workflow property. When the
event is triggered, the Workflow property values are set from the event properties, and then the
configured actions and rules are executed.
Event properties can be used by all actions and rules that use properties. Not all properties of
an event need to be configured; only those that are required by the event or will be used in the
task list must be configured.

OnBase 18 315
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Queue Events
To create a queue event:
1. In the Repositories pane, right-click a queue and select New | Event . The Create
Workflow Event dialog box is displayed.

2. Enter an Event Name . The name must be unique within the life cycle.
3. In the Event Source drop-down select list, Queue is automatically selected when
creating queue events.
To create a life cycle event instead, select Life Cycle in the Event Source drop-down
select list. See Life Cycle Events on page 319 for more information on creating life cycle
events.
4. Select an Event Category from the drop-down select list. See Queue Event Categories
for more information about each event category.

Note: Each queue event category can be configured only once for each queue.

5. Click OK .
6. In the event’s Properties pane, select the General tab.
7. Select the event property for which you want to configure a Workflow property.
8. In the Map to Workflow Property field, enter a property name, then click Map .

Note: Only alphanumeric characters are supported in property names.

To remove a mapped property, select the property, then click Clear .

9. In the event’s Properties pane, select the Documentation tab. Enter any descriptive
information that is applicable in the Overview and Details fields.
See Task Options on page 311 for options that are available for all tasks and task lists, such as
Break On options and the Continue Execution After Transition option.

OnBase 18 316
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Queue Event Categories

Item Removed from Queue
This event type executes when an item is removed from a queue.
The following event properties can be configured:

Property Description

Queue ID When the event is executed, the ID of the queue for which
the event is configured is set as the value of the
configured Workflow property.

Note: This property is required. A Workflow property

must be mapped to this property.

Queue Name When the event is executed, the queue name is set as the
value of the configured Workflow property.

Assignment Changed
This event is executed when the load-balancing assignment for an item is changed.

Note: This queue event type not available in queues that are not configured for load balancing
or queues that are configured for Match Keyword to User Name load balancing.

The following event properties can be configured:

Property Description

Queue ID When the event is executed, the ID of the queue for which
the event is configured is set as the value of the
configured Workflow property.

Note: This property is required. A Workflow property

must be mapped to this property.

Name of New Assignment When the event is executed, the name of the new load-
balancing assignment is set as the value of the
configured Workflow property.

Queue Name When the event is executed, the name of the queue is set
as the value of the configured Workflow property.

ID of New Assignment When the event is executed, the ID of the new load-
balancing assignment is set as the value of the
configured Workflow property.

OnBase 18 317
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Ownership Changed
This event is executed whenever ownership of an item changes.

Note: The Ownership Changed event is only available in life cycles that support ownership.

The following event properties can be configured:

Property Description

Queue ID When the event is executed, the ID of the queue for which
the event is configured is set as the value of the
configured Workflow property.

Note: This property is required. A Workflow property

must be mapped to this property.

New Owner Name When the event is executed, the name of the new owner is
set as the value of the configured Workflow property.

Queue Name When the event is executed, the queue name is set as the
value of the configured Workflow property.

New Owner ID When the event is executed, the ID of the new owner is
set as the value of the configured Workflow property.

Last Owner ID When the event is executed, the ID of the previous owner
is set as the value of the configured Workflow property.

Last Owner Name When the event is executed, the name of the previous
owner is set as the value of the configured Workflow
property.

Watermark Limit Reached

This event is executed when an item is transitioned into or out of a queue and a configured
watermark limit is reached.

Note: Watermark limits must be configured with the Log option selected for the queue.

The following event properties can be configured:

Property Description

Returning Below High If the event is triggered by the item count returning below
Watermark the high watermark after being above it, the value of the
configured Workflow property is set to true when the
event is executed. Otherwise, the value is set to false .

OnBase 18 318
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Property Description

Returning Above Low If the event is triggered by the item count returning above
Watermark the low watermark after being below it, the value of the
configured Workflow property is set to true when the
event is executed. Otherwise, the value is set to false .

Exceeding High Watermark If the event is triggered by the item count going above the
high watermark limit, the value of the configured
Workflow property is set to true when the event is
executed. Otherwise, the value is set to false .

Going Below Low Watermark If the event is triggered by the item count going below the
watermark limit, value of the configured Workflow
property is set to true when the event is executed.
Otherwise, it is set to false .

Queue ID When the event is executed, the ID of the queue for which
the event is configured is set as the value of the
configured Workflow property.

Queue Name When the event is executed, the queue name is set as the
value of the configured Workflow property.

Item Count When the event is executed, the queue’s item count is set
as the value of the configured Workflow property.

Life Cycle Events

To create a life cycle event:
1. Right-click a life cycle and select New | Event . The Create Workflow Event dialog box is
displayed.

2. Enter an Event Name . The name must be unique within the life cycle.
Life Cycle is automatically selected as the Event Source .

OnBase 18 319
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Select an Event Category . See Life Cycle Event Categories for more information about
each event category.
4. Click OK .
5. In the event’s Properties pane, select the General tab.
6. Select an event property for which you want to configure a Workflow property.
7. In the Map to Workflow Property field, enter a property name, then click Map .

Note: Only alphanumeric characters are supported in property names.

To remove a mapped property, select the property, then click Clear .

8. In the event’s Properties pane, select the Documentation tab. Enter any descriptive
information that is applicable in the Overview and Details fields.
See Task Options on page 311 for options that are available for all tasks and task lists, such as
Break On options and the Continue Execution After Transition option.

Life Cycle Event Categories

Item Removed from Life Cycle
This task list is executed when an item is removed from a life cycle. The following properties
can be configured:

Property Description

Life Cycle Name When the event is executed, the name of the life cycle is
set as the value of the configured Workflow property.

Life Cycle ID When the event is executed, the ID of the life cycle is set
as the value of the configured Workflow property.

System Events
System events are event-driven task lists related to specific items. System events are not tied
to life cycles or queues; instead, they are executed when an event or status change occurs to a
specific type of item.

OnBase 18 320
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating System Events

To create a system event:
1. In the Workflow tab of the Repositories pane, right-click and select New | System Event .
The Create Workflow System Event dialog box is displayed.

2. Enter a unique name for the event in the Event Name field.
3. In the Event Source drop-down select list, choose an event source. This is the type of
item that will trigger the event.
4. In the Event Category drop-down select list, choose an event category. This list is
populated based on the configured event source.

Configuring System Events

Once you have created a system event, it can be configured in the Properties pane. Certain
configuration options, such as available properties and associated item types, will vary based
on the selected event source and event category.

Mapping Properties
If the system event has event properties, these properties can be mapped to Workflow
properties and used by any actions or rules configured as tasks for the event. To map
properties:
1. In the General tab of the Properties pane, select the event property for which you want
to configure a Workflow property.
2. In the Map to Workflow Property field, enter a property name, then click Map .

Note: Only alphanumeric characters are supported in property names.

To remove a mapped property, select the property, then click Clear .

OnBase 18 321
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Task List Options

In the General tab of the event’s Properties pane, the following options are available:

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

Success On success of an evaluation, the system stops processing the current task
list on the document. This means that if a rule evaluates to true, it will
complete the On True tasks before breaking.

Failure On failure of an evaluation, the system stops processing the current task
list on the document. This means that if a rule evaluates to false, it will
complete the On False tasks before breaking.

Never This is the default setting. Processing of the task list continues, regardless
of success or failure of the evaluation.

Additional Options

Option Description

Disable Temporarily disables the task list. Allows for the testing of changes to
configuration without giving access to users. A task list in a disabled state
appears grayed-out.

Use Scoped If you want to use a scoped property that persists only for the duration of a
Property Bag task’s execution, select Use Scoped Property Bag . Otherwise, the
property persists throughout a user’s session.

Log Execution When selected and the task is executed, an entry is made into the system's
database. If the task list is disabled when an entry is made, it will be logged
in the system's database that the task list was disabled at the time of
execution.

Documentation
To add documentation to a system event, select the Documentation tab in the event’s
Properties pane. Enter any descriptive information that is applicable in the Overview and
Details fields.

OnBase 18 322
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Adding Tasks to Events

You can add rules and actions to an event. These rules and actions are executed when the
event is triggered.

Note: Actions and rules that require user interaction are not supported in events.

Note: Actions that make changes to a Unity Form are not supported in the Unity Form Saved
system event. These actions would cause the Unity Form to save again and continuously
trigger the system event.

To add a rule to an event, either right-click the event and select New | Rule or click the Rule
button from the Workflow ribbon within the New ribbon group.
To add an action to an event, either right-click the event and select New | Action or click the
Action button from the Workflow ribbon within the New ribbon group.
Tasks in events can be reordered by clicking and dragging them to a new location.

OnBase 18 323
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring Roles
Within OnBase Studio, you can configure roles that can be used in load balancing queues and
rule queues. A role is a specific function an employee will perform. In order to assign users to
roles, you must create defined roles. To configure roles:
1. In the Home ribbon within the System ribbon group, click Roles .

OnBase 18 324
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Click Add .The Role Configuration dialog is displayed.

3. Enter a Name for the role.

OnBase 18 325
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. To add users to the role, click Add . The Users dialog is displayed.

5. Select the user or users you want to associate with the role. Click OK when finished.
6. If you want to remove a user from the role, select the user from the list and click
Remove .
7. If you want any changes to users in a role to update any load balanced queues with
which the role is associated, select the Update load balanced queues with added/
removed users option.
8. Click OK .
You can locate a specific, existing role by entering text that will identify the role in the Find
field. The roles displayed will be narrowed down to the roles that contain the characters
entered.
You can modify a role by selecting it and clicking Modify .
You can delete a role by selecting it and clicking Delete .

OnBase 18 326
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Documentation Tab
The Documentation tab for life cycle items allows you to add descriptive information within
OnBase Studio configuration. The Overview field allows you to add text that gives an overall
description and is displayed within the Repositories pane for the item under the item’s name. If
you enter a URL in the Overview field, it will be an active link in the Repositories pane. The
Details field allows you to add additional information about the item for documentation
purposes.

Generating Documentation for Life Cycles

OnBase Studio has the ability to generate documentation based the configuration of life cycles.
OnBase Studio includes administration and user guide templates. Alternatively, you can create
your own Microsoft Word templates that OnBase Studio can use.
To create documentation for a life cycle:
1. With the life cycle selected, either click the Create Documentation button on the Life
Cycle ribbon group within the Workflow ribbon group or right-click on the life cycle in
the Repositories pane within the Workflow tab and select Create Documentation .

OnBase 18 327
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Select either Administration Guide or User Guide . If you created a custom template,
that template will be available for selection, as well.
3. Click Next .

4. Multiple life cycles can be included in a document. If you had a life cycle selected, that
life cycle will display in the top, selected box. You can add a life cycle by selecting the
life cycle from the drop-down select list and clicking Add . If you select multiple life
cycles, each life cycle is documented in a separate section in the generated document.

Tip: You can arrange the life cycles you have added using the Sort Alphabetically , Move Up ,
and Move Down buttons. You can remove life cycles from the documentation generation by
selecting the life cycles you want to remove and clicking Remove .

OnBase 18 328
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. When the appropriate life cycles are selected, click Next .

6. Enter the appropriate solution parameters. Administration guides have the following
parameters: Solution Name and User Forms Location . User guides have the Solution
Name parameter.
The Solution Name parameter is the name of the solution. The Solution Name is the
title displayed on the first page of the generated document.
The User Forms Location is the path to where user forms are stored for the solution.

OnBase 18 329
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

7. Click Next .

8. Choose one or both of the following options to store the generated document:
• File Name - Saves the document to the specified file. Click Browse and specify the
location and filename to use to save the generated document.
• Archive Document - Archives the document in OnBase. Select a Document Type
and enter a Description for the generated document.
9. If you want the document to display after generation, select the Display generated
document option.
10. Click Finish .

Note: You do not need Microsoft Word to generate documents, but you do need it to view
generated documents.

Note: Icons in documentation are limited to a maximum height of 1 inch.

OnBase 18 330
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating Custom Templates for Documentation

Generation
Note: To implement OnBase Studio custom documentation tags into a template, you must have
Microsoft Office 2010 or later.

Configuration Overview
You can create your own custom templates for documentation generation. In addition to
formatting, you can control the Workflow data that is generated from the custom template.
To create a functioning custom template for documentation generation in OnBase Studio you
must complete four basic steps:
1. Create the main template.
2. Create the fragment template.
3. Created the .XML file that contains information about the templates.
4. Install the template in OnBase Studio.

Understanding Required Files

There are three files that make it possible for OnBase Studio to generate a document:
• A .docx file that serves as the main template. See Configuring Templates in
Microsoft Word on page 333 and Accessing Tag Information in OnBase Studio on
page 334.
• A .docx file that contains information that is repeated (fragments) and serves as the
fragment template. The fragment template contains fragment controls that will be
called by the main template. For example, a life cycle may have many queues. The
queue fragment would pull multiple instances of data for one life cycle in a generated
document. See Configuring Templates in Microsoft Word on page 333 and Accessing
Tag Information in OnBase Studio on page 334.
• An .xml file that links the two template files together and specifies other parameters.
See Configuring the Required XML File on page 335.
The main template contains the fields that will be generated in a document. The fields can
reference fragments.
The fragment template contains fragments as well as fields that rely on those fragments.
Fields that rely on fragments should be placed within the appropriate fragments. For example,
the Queue fragment (wffrag.Queue) could contain a field that pulls the name of the queue
(wffld.Name). wffrag.Queue would be placed in the fragment template and wffld.Name would
be placed within the wffrag.Queue control.

OnBase 18 331
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

All three of these files are required for successful installation. See Installing the Template on
page 336 for more information about installation.

Caution: Backup your templates and .xml file to a location other than where you install then. If
you uninstall OnBase Studio, your templates and .xml file will be uninstalled as well.

Understanding Tags
Tag information is accessed in the Documentation Tags link in the bottom right corner of the
Create Documentation Wizard .
There are three types of tags that can be used:
• Fragments (starts with wffrag.) These contain the sections of text that are repeated
for each life cycle, queue, ad hoc task and timer. These tags should be placed in the
fragments template.
• Fields (starts with wffld.) These are the placeholders for data. Fields are relative to
the fragment they are within. For example, a wffld.Name tag in a Life Cycle fragment
will pull the name of the life cycle, while a wffld.Name tag in a Queue fragment will
pull the name of a queue.
• Tables (starts with wffld. and have a suffix of Table) These tags can be used within
tables. See Configuring Table Fields on page 333 for more information.

Understanding Fragments
Fragment information is accessed in the Documentation Tags link in the bottom right corner of
the Create Documentation Wizard .

When you select a Fragment type, information necessary to configure the template is
displayed.
The Tag specified in the field listed for the selected Fragment must reside within the template
in order for the data to be pulled into the generated documentation correctly.
Available in Fragment specifies the Fragment that can pull the selected Fragment. For
instance, queue information would need to exist in a life cycle fragment since the queue
information is dependent on the life cycle it is in. The only Fragment type that will have fields
that exist in the main template is Document type.

OnBase 18 332
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring Templates in Microsoft Word

Note: You must configure a template in Microsoft Word with the Developer tab enabled.
Enabling the Developer tab varies by version. See Microsoft’s documentation for more
information.

Tip: To ensure your styles are uniform throughout, use the same style configurations for the
both the main template and fragment templates.

In order for a template to pull values from OnBase Studio into a Word document, you must map
Workflow tags to Microsoft Word controls. Both the main template and fragment template are
configured using the same steps. The difference between the two is the fields within the
template. See Accessing Tag Information in OnBase Studio on page 334 for more information
about the tags available and the differences between them.
In Microsoft Word:
1. From the Developer tab, select a Rich Text or Rich Text Content Control control,
depending on your version of Word.
2. Place the control in the document in the appropriate place.
3. After the control has been placed in the appropriate place in the template, access the
Properties for that control by selecting the control and clicking the Properties button.
4. In the Tag field, enter the name of the tag that is specified in the Documentation Tags
dialog box within OnBase Studio. For example, if you want to generate a field for a the
initial queue of a life cycle, you would enter wffld.InitialQueue. The Documentation Tags
dialog box describes each tag that is available. See Accessing Tag Information in
OnBase Studio on page 334 for more information about the tag.
5. Once you have configured the template with the appropriate fields and format, save the
template with a .docx extension.

Configuring Table Fields

In order to use a table with generated data, you must configure it in a specific way. To create a
table:
1. Create a Rich Text or Rich Text Content Control control with the tag of the data you
want to generate from OnBase Studio.
Fragments that can populate tables will have the suffix of Table. Example:
wffld.AssignedFilterTable. Within the Documentation Tags dialog box, fields that
populate tables will have a expandable Table Definition section that defines the data
tags which can be placed within table cells.
2. Insert a standard Word table within that control.

OnBase 18 333
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Insert the Table Definition data tags within the table cells as appropriate. The data tag
names should be placed with { }.
As an example, when configuring a wffld.AssignedFilterTable, the following data tags
could be placed in a 3 column table:

{Name} {DisplayColumns} {SortColumns}

Caution: If you do not use { } as a placeholder and leave the column empty, the document
generator will remove that column from the table.

Accessing Tag Information in OnBase Studio

To access the Documentation Tags dialog box:
1. In OnBase Studio, click Create Documentation on the Workflow ribbon.
2. Click the Documentation Tags link in the bottom right corner of the screen. You can
copy text from this dialog box by hovering over the cell you want to copy information
from and clicking the copy icon that is displayed.

OnBase 18 334
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring the Required XML File

The following is an example of an XML file that maps the template file to the fragment template
file:
<?xml version="1.0" encoding="utf-8" ?>
<templateinfo>
<template culture="en-US" name="Name of Template" author="Name of
Author" filename="%UserProfile%\My Documents\GuideName.docx">
<document>Template.docx</document>
<fragment>Template_Fragments.docx</fragment>
<maxlifecyclediagramwidth>7</maxlifecyclediagramwidth>
<userdefinedfields>
<userdefinedfield name="Solution Name" tag="SolutionName"
default="Solution Name" />
<userdefinedfield name="Form Location" tag="UserFormsLocation"
default="\\[server name]\[share]\[path]" />
</userdefinedfields>
<image></image>
</template>
The following are descriptions of the configuration options with the XML file:

Setting Description

template culture Specifies the locale of the templates and generated

documents.

name Name of the document. This name will appear in the

Create Documentation Wizard .

author Name of the author or company associated with the

document. This name will appear in the Create
Documentation Wizard .

filename This the default location and name of the generated

document.

<document> This is the main template .docx file.

<fragment> This is the fragment template .docx file.

<maxlifecyclediagramwidth> Defines the width of the wffld.Diagram field. This is

measured in inches.

OnBase 18 335
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Setting Description

<maxlifecyclediagramheight> Defines the height of the wffld.Diagram field. This is

measured in inches.

<userdefinedfields> The <userdefinedfields> section allows you to create your

own user defined fields that will prompt users for values in
the Enter the template parameters screen during
document generation.
You can create multiple fields within this section, each field
must following this syntax:
<userdefinedfield name="Solution Name"
tag="SolutionName" default="Solution Name" /
>
userdefinedfield name is the name of the field.
tag is the tag that will be used in the field within the
template. The following is an example of a field configured
in a template field property for use with a user defined field:
wffld.UserDefined.SolutionName
default is the default value for the field.

<image> Specify a based64 encoded image. This image will be

displayed in the Create Documentation Wizard . If you do
not provide this, a default image will be used.

Installing the Template

Create a folder within the DocumentTemplates folder of your OnBase Studio installation and
place the relevant .docx files and the .xml file within this folder. When configured properly, the
new template will display in the Create Documentation Wizard .

Life Cycle Graphical Layout

You can design a graphic layout for a life cycle. To access the design feature, right-click on a
life cycle and select Design . A tab displays with the design view. If the life cycle is checked out,
you can edit the design layout of a life cycle. The design layout displays the queues that are
configured for a life cycle.
You can define the shape an object in the design view by right-clicking on an object and
selecting one of the following options:

Option Description

Shape | Rectangle Makes the shape of the object a rectangle.

Shape | Diamond Makes the shape of the object a diamond

OnBase 18 336
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Option Description

Shape | Circle Makes the shape of the object a circle.

The Transition button can be clicked and you can draw connectors from one queue to another
to illustrate transitions between queues.
Queues can be moved by clicking and dragging them to desired locations. They can also be
aligned using the various alignment options available.

Creating Queues in the Design View

Queues can be created in a life cycle within the design view window. You can click and drag a
queue objects from the Toolbox window to the design view window.
On the left side of the screen, there is a Toolbox button. Hover over Toolbox to display the
queue objects you can use to build your life cycle. You can click the Auto Hide pin button to pin
the Toolbox to keep it displayed.

OnBase 18 337
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

The following queue objects are available:

Queue Object Description

Standard Queue Creates a standard queue using a rectangle shape.

Standard Queue (Circle) Creates a standard queue using a circle shape.

Standard Queue (Diamond) Creates a standard queue using a diamond shape.

Approval Queue Creates an approval queue using a rectangle shape.

Note: Approval queues are used in conjunction with the

Workflow Approval Management module.

Approval Queue (Circle) Creates an approval queue using a circle shape.

Note: Approval queues are used in conjunction with the

Workflow Approval Management module.

Approval Queue (Diamond) Creates an approval queue using a diamond shape.

Note: Approval queues are used in conjunction with the

Workflow Approval Management module.

Rule Queue Creates a rule queue using a rectangle shape.

Note: Rule queues are used in conjunction with the Business

Rules Engine module.

Note: Rules queues are not supported in Unity Life Cycles.

Rule Queue (Circle) Creates a rule queue using a circle shape.

Note: Rule queues are used in conjunction with the Business

Rules Engine module.

Note: Rules queues are not supported in Unity Life Cycles.

Rule Queue (Diamond Creates a rule queue using a diamond shape.

Note: Rule queues are used in conjunction with the Business

Rules Engine module.

Note: Rules queues are not supported in Unity Life Cycles.

OnBase 18 338
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Queue Object Description

Pool Creates a pool used to graphically group objects together for

formatting purposes.

Load Balance by Users | Creates a load balanced queue pre-configured as an Allocated

Allocated Percentage Percentage Load Balance Type and Users Assignment Type .

Load Balance by Users | By Creates a load balanced queue pre-configured as a By Priority

Priority Load Balance Type and Users Assignment Type .

Load Balance by Users | In Creates a load balanced queue pre-configured as an In Order

Order Load Balance Type and Users Assignment Type .

Load Balance by Users | Creates a load balanced queue pre-configured as a Keyword

Keyword Based Based Load Balance Type and Users Assignment Type .

Load Balance by Users | Creates a load balanced queue pre-configured as a Match

Match Keyword to User Name Keyword to User Name Load Balance Type and Users
Assignment Type .

Load Balance by Users | Rules Creates a load balanced queue pre-configured as a Rule Based
Based Load Balance Type and Users Assignment Type .

Load Balance by Users | Creates a load balanced queue pre-configured as a Shortest

Shortest Queue Queue Load Balance Type and Users Assignment Type

Load Balance by User Groups Creates a load balanced queue pre-configured as an Allocated
| Allocated Percentage Percentage Load Balance Type and User Groups
Assignment Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as a By Priority
| By Priority Load Balance Type and User Groups Assignment Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as an In Order
| In Order Load Balance Type and User Groups Assignment Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as a Keyword
| Keyword Based Based Load Balance Type and User Groups Assignment
Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as a Match
| Match Keyword to User Keyword to User Name Load Balance Type and User Groups
Name Assignment Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as a Rule Based
| Rules Based Load Balance Type and User Groups Assignment Type .

Load Balance by User Groups Creates a load balanced queue pre-configured as a Shortest
| Shortest Queue Queue Load Balance Type and User Groups Assignment
Type

OnBase 18 339
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Queue Object Description

Load Balanced by Roles | Creates a load balanced queue pre-configured as a Rule Based
Rules Based Load Balance Type and Roles Assignment Type .

When you double-click on a queue in the design view, the queue is selected and expanded in the
Repositories pane within the Workflow tab.

Aligning Shapes in Design View

You can align two or more shapes with one another. You can click and drag your cursor across
multiple shapes to select them or you can press Shift on the keyboard and click on the shapes
you want to align. The shape that the other selected shape(s) will align with is the shape with
the darkest selection border, indicating the primary shape of the selection. In the example
below, the bottom shape is the shape that the top shape will be aligned with.
In the Design ribbon toolbar, you can select the following options:

Option Description

Align Left Aligns the shapes to the left border of the primary shape.

Align Top Aligns the shapes to the top border of the primary shape.

Align Right Aligns the shapes to the right border of the primary shape.

Align Bottom Aligns the shapes to the bottom border of the primary shape.

Make Same Width Makes the shapes the same width as the primary shape.

Make Same Height Makes the shapes the same height as the primary shape.

Make Same Size Makes the shapes the same size as the primary shape.

Send to Back Moves the shapes behind all other shapes.

Bring to Front Moves the shapes in front of all other shapes.

Snap to Centers When toggled on, when moving shapes in the editor, the shapes
being moved snap to the center of another shape to aid with
shape alignment. While moving shapes, a dotted line appears
showing the alignment of the shape centers.

Additionally, you can use the Horizontal and Vertical buttons to align the queue.
When Horizontal is clicked, the first queue is put in a row. Any rows that have a transition from
the first queue are placed in the next row. The third tier queues are placed in the third row and
so on.

OnBase 18 340
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

When Vertical is clicked, the first queue is put in a column. Any rows that have a transition from
the first queue are placed in the next column. The third tier queues are placed in the third
column and so on.

Creating Transitions
Transitions from queue to queue, called connectors in design view, can be added to a life cycle
in design view. Connectors can be used to transition items from a source queue to a
destination queue. Connectors can be added with or without adding an ad hoc task for the
transition.
To create a transition without an ad hoc task:
1. In the Design ribbon within the Tools ribbon group, click Transition .
Optionally, you can press and hold the CTRL key to create multiple transitions without
clicking the button between adding transitions.
2. In the design view, locate the source queue and left-click and hold. Drag the cursor from
the source queue to the destination queue. When the cursor is on the target queue,
release the mouse.
The transition is created. To format connectors for transitions, see Formatting
Connectors on page 342.
To create a transition with an ad hoc task:
1. In the Design ribbon within the Tools ribbon group, click Transition (Ad Hoc Task) .
Optionally, you can press and hold the CTRL key to create multiple transitions without
clicking the button between adding transitions.
2. In the design view, locate the source queue and left-click and hold. Drag the cursor from
the source queue to the destination queue. When the cursor is on the target queue,
release the mouse.
The Create Transition dialog box is displayed.

OnBase 18 341
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Select the type of ad hoc task you want to create for the transition. The following
options are available:
• Create a new Ad Hoc task : This creates a new ad hoc task for the transition. Enter
a name for the ad hoc task, and select Assign All User Groups Assigned to the
Queue if you want to assign the same user groups that are assigned to the queue
to the newly created ad hoc task.
• Use the existing Ad Hoc task : This uses an existing ad hoc task for the transition.
Select an existing ad hoc task from the drop-down select list. Only existing ad hoc
tasks that contain a single Transition Item action that is configured to transition
an item from the <Current Queue> to the destination queue specified by the
connector are displayed in the drop-down select list.
• Do not create an Ad Hoc task : This creates a transition without an ad hoc task.
4. When you have selected a transition type, click OK to create the transition and
corresponding ad hoc task. Alternatively, click Cancel to cancel the creation of the
transition and ad hoc task.

Formatting Connectors
You can change the location of connector source or connector target location by right-clicking
on a connector and selecting one of the following options:

Option Description

Source Connection | Sets the source of the connector to the default position on the
Automatic shape.

Source Connection | Left Sets the source of the connector to the left side of the shape.

Source Connection | Top Sets the source of the connector to the top side of the shape.

Source Connection | Right Sets the source of the connector to the right side of the shape.

Source Connection | Bottom Sets the source of the connector to the bottom side of the
shape.

Target Connection | Sets the target of the connector to the default position on the
Automatic shape.

Target Connection | Left Sets the target of the connector to the left side of the shape.

Target Connection | Top Sets the target of the connector to the top side of the shape.

Target Connection | Right Sets the target of the connector to the right side of the shape.

Target Connection | Bottom Sets the target of the connector to the bottom side of the shape.

In addition, you can change the color of a connector. To change the color of a connector, select
the connector, click the Format tab, and select a color from the Line Color drop-down box.

OnBase 18 342
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Formatting Line Thickness

You can also change the thickness of a line. To change the thickness of a line:
1. Click the small button in the lower right hand corner of the Format ribbon with the shape
selected that you want to format, highlighted below.

2. Upon clicking this button, the Format Style dialog box is displayed. Select the Line tab.

3. Move the slider to the right to make the line of the connector thicker and move the slider
to the left to make the line of the connector thinner.
4. Click OK .

OnBase 18 343
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating a Snapshot of the Design View

You can create an snapshot image of the design view. Click on the Copy Diagram as Image
button in the Design ribbon within the Clipboard ribbon group. You can then paste the image
into a word processing program or any other program that allows you to paste an image into it.

Viewing Properties
You can view the properties of a queue by clicking on the queue in design view. When you click
on a queue, that queue’s properties are displayed in the Properties pane.

Deleting and Renaming

You can delete or rename queues in design view. When you delete or rename, the change is
reflected in the life cycle tree view.
To delete a queue, right-click on the queue and select Delete .
To rename a queue, right-click on the queue and select Rename . Enter the new name.

Note: You cannot use the Undo right-click option to undo deleting or renaming a queue.

Timers
Timers allow OnBase to execute rules or actions at a specific time. Timers can be configured to
execute periodically, after a certain amount of time, or at an exact point in time.

Creating a New Timer

Timers are configured at the queue level. You can create Legacy timers or Unity Scheduler
timers.

Note: As of OnBase 18, the Workflow Timer Service has been deprecated and is no longer
available. Legacy Timers will only execute using the OnBase Client Classic Workflow
functionality. As of OnBase 21, the OnBase Client Classic Workflow functionality is being
deprecated, and Legacy Timers will no longer function. For this reason it is recommended to
create new Timers using the Unity Scheduler, and to convert existing Legacy Timers to Unity
Scheduler Timers. More information about converting Legacy Timers to Unity Scheduler timers,
see Converting Timers on page 348.

For information about configuration, see Configuring Legacy Timers on page 345 or
Configuring Unity Scheduler Timers on page 346.

OnBase 18 344
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To create a timer:
1. Right-click on a queue and select New | Timer .
2. Enter a name for the timer.
3. In the Properties pane, in the General tab, select the Timer Type .

Configuring Legacy Timers

Note: Legacy timers can only be configured to automatically execute using the OnBase Client
Classic Workflow functionality with the -WFSRVR command-line option. Legacy timers cannot
be configured to execute using the Unity Scheduler.

To configure a Legacy timer:

1. With Legacy Timer selected in the Timer Type drop-down select list, select the
Document Type from the drop-down select list that will be affected by the timer.
2. If you would like to have the timer execute at a certain time, select At Certain Time .
Select a time and one or more days.
If you would like to have the timer execute at an interval, select Every . Enter the number
of Day(s) , Business Day(s) , Hour(s) , or Minute(s) .
If you want the interval to execute based on the length of time within the queue, select
the After time in queue option. Enter the number of Day(s) , Business Day(s) , Hour(s) , or
Minute(s) .

Note: Business Day(s) is only available if a Work Calendar has been assigned to the life cycle.

3. Set the status of the First Item Only check box. If enabled, the Workflow Timer will only
execute against the first item found in the queue, instead of executing against every
item found in the queue. The first item found is determined by the lowest Document
Handle value in the queue. Example: This option can be used to send out a notification
that a queue contains items that need attention. If First Item Only is not selected, if the
queue contains 100 items, the notification is sent 100 times (once for each item).

Note: If your business process requires that documents are processed by the timer in the order
specified for the queue by the Sort Documents By option of the queue’s Advanced tab, select
the Respect Queue Sort Order option. If this option is not selected, documents are still
processed in the order they are returned from the database. Only use this option if necessary,
as it may slow performance.

4. If the Log Start/Stop option is selected, every time the selected timer is executed or
stopped, it will be logged in the system’s database.

Note: All logs will show the database server time, rather than the processing workstation’s
time.

5. If you want the timer to execute on items that are owned by the user configured to run
the timer, select Respect Ownership . All items not owned by the user configured to run
the timer will not be processed by the timer.

OnBase 18 345
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

6. If you want the timer to clear the scoped property bag after the timer service finishes
processing each item, select Clear Scoped Property Bag After Service Executes Each
Item .
7. Save the repository to save the changes to the timer.

Configuring Execution Windows

If you are using a legacy timer configured to execute after an interval or after time spent in a
queue, the Use Execution Windows check box in the Execution Windows tab is enabled. Select
the Use Execution Windows check box if you want to use the configured execution windows.
Execution windows are windows of time that you want timers to be executed.
To create an execution window in the Execution Windows tab
1. Select the Use Execution Windows check box.
2. Select a start time in the From field.
3. Select an end time in the To field.
4. Select the day(s) the window should execute.
5. When Stop immediately at end is selected, timer work is ended immediately at the end
of a configured execution window. If a timer configured with an execution window still
has documents to be processed when the end of the execution window is reached, this
option will break the processing immediately and any remaining documents will not be
processed. If Stop immediately at end is not selected for a timer using execution
windows, the timer will not stop processing documents when the end of the execution
window is reached. The timer work will continue to run past the end of the execution
window until all configured documents have been processed.
6. Click Add .
You can configure multiple execution windows by repeating these steps.

Configuring Unity Scheduler Timers

Note: Unity Scheduler timers can only be configured to automatically execute using the Unity
Scheduler. Unity Scheduler timers cannot be configured to execute using the Workflow Timer
Service.

To configure a Unity Scheduler timer:

1. With Unity Scheduler Timer selected in the Timer Type drop-down select list, select the
Document Type from the drop-down select list that will be affected by the timer.
2. If you want the interval to execute based on the length of time within the queue, select
the After time in queue option. Enter the number of Day(s) , Business Day(s) , Hour(s) , or
Minute(s) .

Note: Business Day(s) is only available if a Work Calendar has been assigned to the life cycle.

OnBase 18 346
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. Set the status of the First Item Only check box. If enabled, the timer will only execute
against the first item found in the queue, instead of executing against every item found
in the queue. The first item found is determined by the lowest Document Handle value in
the queue. Example: This option can be used to send out a notification that a queue
contains items that need attention. If First Item Only is not selected, if the queue
contains 100 items, the notification is sent 100 times (once for each item).

Note: If your business process requires that documents are processed by the timer in the order
specified for the queue by the Sort Documents By option of the queue’s Advanced tab, select
the Respect Queue Sort Order option. If this option is not selected, documents are still
processed in the order they are returned from the database. Only use this option if necessary,
as it may slow performance.

4. If the Log Start/Stop option is selected, every time the selected timer is executed or
stopped, it will be logged in the system’s database.

Note: All logs will show the database server time, rather than the processing workstation’s
time.

5. If you want the timer to execute on items that are owned by the user configured to run
the timer, select Respect Ownership . All items not owned by the user configured to run
the timer will not be processed by the timer.
6. If you want the timer to clear the scoped property bag after the timer service finishes
processing each item, select Clear Scoped Property Bag After Service Executes Each
Item .
7. Save the repository to save the changes to the timer.
8. Once the timer is configured in OnBase Studio, the timer’s Unity Scheduler tasks need to
be configured in the Unity Management Console. For more information, see the Unity
Scheduler module reference guide.
Once tasks have been configured for the Unity Scheduler Timer using the Unity Management
Console, any configured tasks associated with that timer can be viewed in the Scheduler Tasks
tab.

Copying and Pasting Timers

Once a timer is configured, it can be copied and pasted within that life cycle, or to another life
cycle to which you have been given configuration rights. To copy and paste a timer:
1. Right-click on a timer and select Copy .
2. Select the queue to receive the configured timer, right-click and select Paste .

OnBase 18 347
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the timer and its settings.
Select Paste a copy of the item if you want to create a copy of the timer, but not
maintain a link to the original timer. Changes to the original timer will not affect the new
copy of the timer and vice versa. Select Paste the existing children if you want to paste
everything configured under the timer and maintain a link to the originals. Select Paste
a copy of the children if you want to paste everything configured under the timer, but
you do not want to maintain a link. Changes to the original children will not affect the
new copy and vice versa. Select Do not paste the children if you do not want to paste
everything configured under the timer.

Note: Timers can be copied from legacy life cycles to Unity life cycles or other legacy life
cycles. Timers cannot be copied from a Unity life cycle to a legacy life cycle.

Resetting the Cache after Editing Timers

When you make a change to an existing timer, you can reset the cache from the Reset Server
Cache button in OnBase Studio, and not reset the Workflow Timer Service, for your changes to
be recognized by the system. After a cache reset, changes will be recognized in one minute or
less. If the timer runs before the minute window, the old configuration will still be 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.

Note: When you add or delete a timer, you must restart the Workflow Timer Service.

Converting Timers
You can convert existing Legacy timers to Unity Scheduler timers, along with creating the
associated Unity Scheduler Tasks. Additionally, you can also convert Unity Scheduler timers to
Legacy timers.

OnBase 18 348
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Converting Legacy Timers

To convert a Legacy timer to a Unity Scheduler timer:
1. In OnBase Studio, in the Conversion group of the Workflow ribbon, click on Timers . The
Timer Conversion dialog is displayed.

2. Select the appropriate Repository from the drop-down select list.

3. Select the appropriate Life Cycle from the drop-down select list.
Alternatively, you can leave the scope at <All> to select from all life cycles.
4. Select Show only timers that been executed by the Workflow Timer Service if you only
want to see timers that have been executed by the Workflow Timer Service.
5. Select Show only timers that have been selected for conversion if you only want to see
timers that have been selected for conversion.
6. In the Legacy Timers tab, choose which timers to convert to Unity Scheduler timers by
selecting the check box to the right of the timer name.
You can search for a specific timer by entering text into the Find Timers field.
You can sort the timers by clicking on the column names, either by Timer , by Life Cycle ,
or by Workflow Timer Service Host .
If you want to convert all Legacy timers, select the top check box to the right of the
Timer column.
7. Select Create the Unity Scheduler Tasks for the converted timers if you want the
appropriate Unity Scheduler Tasks to be created for each of the converted timers.

OnBase 18 349
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

8. Once you are finished selecting timers for conversion, click OK to begin the conversion
process, or click Cancel to close out of the dialog without making any changes.
9. After the conversion process is complete, the Conversion Report is displayed in the
editor pane.

Converting Unity Scheduler Timers

Caution: When converting a Unity Scheduler timer to a Legacy timer, any Unity Scheduler Tasks
assigned to the timer will be deleted.

To convert a Unity Scheduler timer to a Legacy timer:

1. In OnBase Studio, in the Conversion group of the Workflow ribbon, click on Timers . The
Timer Conversion dialog is displayed.

2. Select the appropriate Repository from the drop-down select list.

3. Select the appropriate Life Cycle from the drop-down select list.
Alternatively, you can leave the scope at <All> to select from all life cycles.
4. Select Show only timers that been executed by the Workflow Timer Service if you only
want to see timers that have been executed by the Workflow Timer Service.

OnBase 18 350
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. Select Show only timers that have been selected for conversion if you only want to see
timers that have been selected for conversion.
6. In the Unity Scheduler Timers tab, choose which timers to convert to Legacy timers by
selecting the check box to the right of the timer name.
You can search for a specific timer by entering text into the Find Timers field.
You can sort the timers by clicking on the column names, either by Timer , by Life Cycle ,
or by Workflow Timer Service Host .
If you want to convert all Unity Scheduler timers, select the top check box to the right of
the Timer column.
7. Once you are finished selecting timers for conversion, click OK to begin the conversion
process, or click Cancel to close out of the dialog without making any changes.
8. After the conversion process is complete, the Conversion Report is displayed in the
editor pane.

Managing Timers
Note: The following information only applies to Legacy Timers.

If timers are configured to run at the same time, the system will kick off the first timer in the
list; the next timer, scheduled for the same execution time, will not begin until the previous one
completes.
The server that manages and executes the timers is a primary factor in the life cycle’s
efficiency. For example, if the OnBase Client that initiates a life cycle must also perform all of
the System Work for a document, the placement of workload is important. If you are running a
DIP Process that feeds a Workflow Queue then you may want to consider using a timer to kick
off the system work.
Timers can been monitored in the Classic Client interface using the Workflow System Monitor
when the –WFSRVR command line switch is applied.

Note:The -LT command line switch indicates the log off time of the Client module. Be aware of
timers that may be running when using the auto logoff switch because they will not trigger
unless the Client workstation is logged in to OnBase.

OnBase 18 351
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

User Forms
Note:User forms are created in the same manner as E-Forms. For more information about
creating a user form, see the E-Forms documentation.

Note:Unity Forms configured as Workflow form types can also be used as user forms when
used with the Display HTML (Unity Form) action. For more information about creating a Unity
Form for use as a user form, see the Unity Forms documentation.

To configure a user form:

1. In the Workflow ribbon within the Workflow ribbon group, click User Forms . The User
Forms dialog is displayed.

2. Select the appropriate Repository from the drop-down select list.

3. Select the appropriate Life Cycle from the drop-down select list.

OnBase 18 352
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Click Add . The Properties dialog box is displayed.

5. Enter the Name of the form in the field.

6. If you want to add the user form from an external file, select File Path or URL and type
the file path in the Location field or click Browse , select the file and click Open .

Tip:Use UNC paths to the file because drives are not always mapped to the same letter on
workstations throughout a network.

Note:If you are using Distributed Disk Services, see the Distributed Disk Services
documentation for more information about constructing appropriate paths.

7. If you want to use an existing SYS HTML Form template, select Document and select
the desired template from the drop-down select list.

Note:Date entry format uses the Windows regional settings.

8. Click OK .
9. Click Close on the User Forms dialog box once the location to the form has been saved.
In the User Forms dialog box, you can locate a specific, existing user form by entering text that
will identify the user form in the Find field. The user forms displayed will be narrowed down to
the user forms that contain the characters entered.
You can modify an existing user form by selecting it and clicking Modify .

User Forms and the Workflow Property Bag

A value for the Workflow property bag can be set by a user, using a properly-configured user
form and the Display HTML Form Workflow actions.

The form field must be configured in the following format:

OnBase 18 353
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

OB_WFPROPERTY_propertyname_instancenumber

Note: In the OnBase Client Classic Workflow interface, the OB_WFPROPERTY element is case-
sensitive.

For example, a form field for a property named “Sample” that should only have one instance in
the property bag would be configured as:
OB_WFPROPERTY_Sample_1
Multiple instances of a property can be configured for input.

Note: The instance number must be in place, even if there is only one instance. Without the
instance number, the form field will fail and the property will not be input into the property bag.

Note: This form field applies only to user forms. If it is used on an E-Form, no action will be
taken on any data input into the form field. E-Form fields configured in the above format will
need to be changed to continue to function properly in Workflow.

User Forms in the Core-Based Workflow

An alternative to a user form that is accessed via a UNC path is to use an HTML form via URL.
This configuration is only supported for Core-based user interfaces. The Classic Client
interface does not support this configuration. Follow these steps to configure a user form that
is accessible via URL:
1. In the Workflow ribbon within the Workflow ribbon group, click User Forms .
2. Select the appropriate Repository from the drop-down select list.
3. Select the appropriate Life Cycle from the drop-down select list.
4. Click Add on the User Forms dialog box to open the Properties dialog box.
5. Enter the Name of the form in the field.
6. In the Properties dialog box, type in the URL of the form you wish to use, in the form
http(s)://www.domainname.com in the Location field. Click OK .

Note: When using a URL to specify a user form, the Fill HTML Fields with document keyword
and property values field is not functional. For more information see Display HTML Form on
page 530.

7. At the User Forms box, click Close to complete the configuration.

The form is configured for use in the same way as a standard user form, however, OnBase must
pass an “obTarget” parameter to the form. This can be accomplished by embedding script in
the form to retrieve this parameter and set the form’s “action” attribute. Whenever the user
submits a form, the form needs to be directed back to the Workflow interface for further
processing. The form must programmatically retrieve the value of a querystring parameter
called ‘obTarget’ and set the ‘action’ attribute of the form to this value. The following is an
example using JavaScript in the HTML page's OnLoad event:

OnBase 18 354
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

document.forms.item(0).action =
decodeURIComponent(window.location.search.split("obTarget=")[1]);
E-Forms are also utilized in Workflow when using certain form actions. These differ from user
forms in that they must be imported into OnBase and the system must be licensed for the E-
Forms module.

Modify and Deleting User Forms

To modify a user form:
1. In the Workflow ribbon within the Workflow ribbon group, click User Forms .
2. Select the appropriate Repository from the drop-down select list.
3. Select the appropriate Life Cycle from the drop-down select list.
4. Select the user form you want to modify.
5. Click Modify .
6. Modify the user form as appropriate and click OK .
To delete a user form:
1. In the Workflow ribbon within the Workflow ribbon group, click User Forms .
2. Select the appropriate Repository from the drop-down select list.
3. Select the appropriate Life Cycle from the drop-down select list.
4. Select the user form you want to delete.
5. Click Delete . Are you sure you want to delete the specified user form? is displayed.
Click Yes to confirm the deletion. Click No to cancel the deletion.

Note: If the user form is used in a life cycle, a message stating The user form is used by action
‘<name of action>’ in life cycle ‘<name of life cycle>’ .

Finding References
To find where a specific action, rule, task, or task list is used, select it, right-click and select
Show References . References to the item are displayed in the References tab. Three columns
of information are displayed. The Type column displays the type of item that was selected. The
Name column displays the name of the item’s parent. For example, if an action is in the System
Work folder, System Work is displayed in the column with the folder’s ID number. The Location
column displays where the item is found.

OnBase 18 355
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creation and Modification Logging

When an item is created or changed in the Repositories tree, a time stamp is created contains
the date, time, and user that performed the action. This information is found at the top of the
Properties pane when an item is selected. The following is an example:

Note: If you created an item prior to version 14, the Created and Modified timestamps will
display Unknown . Version 14 introduced the recording of these timestamps. Once the item is
modified, the Modified time stamp will record the time stamp and no longer display Unknown .

Beginning in OnBase 17, if a life cycle is created or changed in a later version of OnBase Studio,
and then opened in an previous version of OnBase Studio, the following message is displayed
in the Properties pane:

It is recommended to always use the latest version of OnBase Studio after modifying any items
to ensure any modifications to the item are supported.

Adding, Moving, or Removing Work Items

You can add, move, or remove work items from a queue from within Studio Configuration.

Note: Adding or moving work items is only supported if both the source and destination queues
are configured to contain the same types of work items.

Note: If an item has any child work items, that item cannot be moved.

OnBase 18 356
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To add or move work items, in the Repositories pane within the Workflow tab, select a life cycle
or queue, right-click and select Add/Move Work Items . The Add/Move Work Items Wizard is
displayed.

To add work items:

1. Select Add .
2. From the Life Cycle drop-down, select the life cycle.
From the Queue drop-down, select the queue that contains the items you will be adding
to another queue. Click Next .
3. From the Life Cycle drop-down, select the life cycle.
From the Queue drop-down, select the queue to which you will be adding the items.
Click Next .
4. If the source and destination queues are both configured for load balancing, How
should the load balancing assignments be handled? is displayed. If the queues are not
configured for load balancing, skip to step 6.

OnBase 18 357
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. Select New Assignments if the destination queue will determine the load balancing
assignments.
Select Copy Assignments if the load balancing assignments from the source queue will
be kept.
Select Unassigned if the work items in the destination queue should not be assigned to
anyone.
6. If the source and destination life cycles are both Unity life cycles and have been
configured for ownership, How should work items owned by users be handled? is
displayed. If the life cycles are not Unity life cycles and not configured for ownership,
skip to step 8.
7. Select Remove Ownership if the work items in the destination queue will not be owned
by anyone.
Select Copy Ownership if the owner of the work item should keep ownership of the work
item in the destination queue.

Note: If the user with ownership does not have ownership rights in the new queue, even if Copy
Ownership is selected the work items will not be owned by anyone.

8. How should the items be added? is displayed. Select the following options:
Select Execute System Work if the work items should execute system work once they
have moved to the destination queue.

Note: Any user interaction from actions or rules in system work is not supported.

Select Items should have same entry to queue date in the destination queue if the
work items should keep the entry date from the source queue. Otherwise they will have
the entry date of when they entered the destination queue.
Select Include Persistent Properties if the properties associated with the work items
should persist with them from the source queue into the destination queue.
Click Next .
9. The Summary is displayed. Review the details to determine if modifications are needed.
If modifications are needed, click Previous to return to the previous screen.
Select Display Verification Report to display a report detailing the results.
10. Once satisfied with the settings, click Finish to execute the action.
Click Cancel to close the wizard without making any changes to the system.
To move work items:
1. Select Move .
2. From the Life Cycle drop-down, select the life cycle.
From the Queue drop-down, select the queue that contains the items you will be adding
to another queue. Click Next.
3. From the Life Cycle drop-down, select the life cycle.
From the Queue drop-down, select the queue to which you will be adding the items.
Click Next .

OnBase 18 358
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. If the source and destination queues are both configured for load balancing, How
should the load balancing assignments be handled? is displayed. If the queues are not
configured for load balancing, skip to step 6.
5. Select New Assignments if the destination queue will determine the load balancing
assignments.
Select Copy Assignments if the load balancing assignments from the source queue will
be kept.
Select Unassigned if the work items in the destination queue should not be assigned to
anyone.
6. If the source and destination life cycles are both Unity life cycles and have been
configured for ownership, How should work items owned by users be handled? is
displayed. If the life cycles are not Unity life cycles and not configured for ownership,
skip to step 8.
7. Select Remove Ownership if the work items in the destination queue will not be owned
by anyone.
Select Copy Ownership if the owner of the work item
8. How should the items be added? is displayed. Select the following options:
Select Execute System Work if the work items should execute system work once they
have moved to the destination queue.

Note: Any user interaction from actions or rules in system work is not supported.

Select Items should have same entry to queue date in the destination queue if the
work items should keep the entry date from the source queue. Otherwise they will have
the entry date of when they entered the destination queue.
Select Include Persistent Properties if the properties associated with the work items
should persist with them from the source queue into the destination queue.
Click Next .
9. The Summary is displayed. Review the details to determine if modifications are needed.
If modifications are needed, click Previous to return to the previous screen.
Select Display Verification Report to display a report detailing the results.
10. Once satisfied with the settings, click Finish to execute the action.
Click Cancel to close the wizard without making any changes to the system.

OnBase 18 359
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To remove work items:

Note: Removing work items only removes work items from Workflow, it does not purge or
delete items from OnBase.

1. In the Repositories pane within the Workflow tab, select a life cycle or queue, right-click
and select Remove Work Items . The Remove Work Items dialog is displayed.

2. In the Life Cycle drop-down, select the life cycle.

3. In the Queue drop-down, select the particular queue or select <All> to remove all work
items from the entire life cycle.

Note: If you select a particular queue, only the work items in that queue will be removed.

4. Select Remove Load Balancing Assignments to remove any load balancing

assignments from the work items.
5. Select Remove Persistent Properties to remove any properties associated with the
work items.
6. Click OK to remove the work items.
Click Cancel to close the dialog without removing the work items.

OnBase 18 360
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Creating Configuration Reports

You can create configuration reports for life cycles. To create a configuration report:
1. Select the life cycle you want to create a report from within the Workflow tab in the
Repositories pane.
2. In the Workflow ribbon, click Configuration Report . The Configuration Report dialog
box is displayed.

3. Select the format that you want to use from the Report File Type drop-down select list.
You can select XML Paper Specification (*.xps) , Text (*.txt) , HTML (*.htm) , or MIME
HTML (.mht) .
4. If you want to save the report to a Windows directory, select Save Report to File . Enter
the path to the file in the field or click the ellipsis button ( ... ) to browse to the directory.
5. If you want to store the report in OnBase, select Archive Report (SYS Configuration
Report) . Enter a Description for the report. The report will be saved to the SYS
Configuration Report Document Type.

Note: This option is not available when the XML Paper Specification (*.xps) file type is
selected.

6. If you want to view the generated report, select Display Generated Report .

Note: You must select at least one of the options on the Output tab in order to generate a
report.

7. Select the Options tab.

8. In the Options tab, select the options for the information you want to include in the
report.

OnBase 18 361
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

9. Click OK to run the report.

User Group Rights

Note: User group and user rights are configured in the OnBase Configuration module.

User Group Configuration for Workflow

Configuring Workflow requires access to life cycles and queues. Depending on the design, you
may require access to queries, note types, folder types and system tasks, ad hoc user tasks, or
any combination of these.

Note: The ability to view documents in a life cycle is controlled at the queue level. If a user has
rights to a life cycle queue, they will also have rights to view all the documents in that queue,
regardless of their security rights (i.e., security keyword assignments).

Note: To view documents within Workflow, users need to have access to at least one
Document Type as well as privileges to retrieve / view documents. The Document Type to
which the user is given access does not need to contain any documents, nor does it need to be
associated with the Life Cycle. The user also does not need access to the Retrieval dialog.

Note: To add life cycles to the user group, the workstation must have a Workflow module
license.

To Assign Workflow Life Cycles and Queues to a User Group:

1. Select Users | User Groups/Rights .
2. Select the user group that will be assigned life cycle and queue rights.
3. Click Workflow to open the Assigning Workflow for [user group] dialog box.
4. When the Use Workflow Configuration Rights option is selected, you must select the
Execution Rights tab. The Available for Selection list contains all of the Workflow life
cycles currently stored in the system. To add a life cycle to the rights of the users,
select the life cycle in the Available for Selection list and click Add . All queues within
the life cycle are automatically highlighted and added.
5. The Selected for Group list contains all of the life cycles and queues currently assigned
to the user group. A life cycle or work queue can be removed from the user group by
highlighting the life cycle or queue in the Selected for Group section and clicking
Remove .
6. Click Close .

Note: In order to grant access to specific queues, the user group must have rights to the life
cycle that contains the queues.

OnBase 18 362
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

In addition, life cycles rights can be granted to user groups by right-clicking on a life cycle in the
configuration tree and selecting User Group . You can assign user groups to the selected life
cycle.

Copying Workflow Settings for User Groups

Workflow settings can be copied from one User Group to another. These settings include the
following:
• Workflow Life Cycles and Work Queues
• Workflow System Tasks
• Workflow Ad Hoc User Tasks
To copy Workflow rights to another User Group:
1. Select Users | User Groups/Rights . The User Groups & Rights dialog box is displayed.
2. Select the User Group from which you want to copy rights.
3. Click Copy . The User Group Copy Options dialog box is displayed.

4. Enter a new User Group Name that will inherit the selected settings from the existing
User Group.
5. Select the User Group Settings to Copy of the existing User Group that you would like
your new User Group to inherit.

Note: You do not have to choose all settings assigned to the existing User Group.

6. Click Retain Copy Options if you would like to save the selected settings for a future
User Group you will create.
7. Click Copy .

OnBase 18 363
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Service Accounts
A user account configured as a service account will have the following rights within Workflow:
• Retrieve a list of all life cycles including the life cycle name, ID and all other
properties.
• Retrieve a list of all queues for any life cycle.
• Retrieve a list of all ad hoc tasks and execute any ad hoc task.

Configure Life Cycles

The user group responsible for the configuration work must have Workflow Configuration
Rights.

Granting a User Rights to Configure All Life Cycles

If you want a specific user to have rights to configure all life cycles, you must grant the user
Workflow Configuration Administration rights. To grant this right:
1. Select Workflow | Options .
2. Check the Use Workflow Configuration Rights option.
3. Click Save .
4. Select Users | User Names/Password .
5. Select the appropriate user.
6. Click Settings .
7. Select Workflow Configuration Administrator .
8. Click Save .

Note: The Workflow Configuration Administration right also gives a specific user the option to
Manage user group layout settings in the Unity Workflow interface.

Configure custom queries, VB scripts, folder and notes

In order for users to utilize custom queries, VBScripts, folder, and notes, users must have
appropriate rights.

Assign or revoke rights to Custom Queries

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click the Custom Queries button.
3. On the Assigning Custom Queries for [group name] Group dialog box, select the names
of queries in the Available list and click the Add>> button to move them to the Selected
list. To revoke access, select the query on the Selected list and click the <<Remove
button.
4. When finished, click Close .

OnBase 18 364
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

5. Follow these steps for the VBScript , Folder Types , and Note Types buttons. For note
type configuration, you must also specify rights to create, view, modify, and/or delete
note types by selecting the appropriate boxes.

Gain access to the Workflow inbox and workstation options

In order to access the Workflow Inbox and workstation options, the following rights must be
granted to a user.
1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Privileges .
3. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow box in Client Based Products .
4. To assign Workstation Options , check the User/Workstation Options box in the Client
Features section.
5. Click Save & Close .

To gain access to the Workflow inbox, but deny the right to the
Execute Workflow right-click menu outside of Workflow
1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Privileges .
3. If the Workflow privilege is selected for the user group, clear it.
4. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow Restricted box in the Client Based Products section.
5. Click Save & Close .

Change viewing privileges to life cycles and queues in the

Workflow inbox
In order for users to access life cycles, they must have the appropriate privileges.

Assign or revoke life Cycle privileges

1. Select Users | User Groups/Rights to display the User Groups & Rights screen.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click Workflow .

Note: The MANAGER and ADMINISTRATOR accounts must be assigned specific rights to any
queues those user groups require access to.

3. Select life cycle(s) from the Life Cycle list on the Available for selection list. The
associated queues are selected in the Work Queue list below. You can deselect
individual queues by clicking them in the Work Queue list.

OnBase 18 365
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Click the Add>> button to move the life cycle and queues to the Selected for Group list.
To revoke access, select the life cycle(s) on the Selected for Group list and click the
<<Remove button.
5. When finished, click Close .

Note: When using the Classic Client interface, users must be assigned to more than one queue
in order for the Life Cycle window to be displayed by default. If you only want to assign users to
one queue and make the Life Cycle window available by default, create a hidden queue and
assign it to the users that you only want to access one Workflow queue.

Change privileges to Ad Hoc Tasks, Web/API Tasks and System

Tasks
In order for users to perform ad hoc or system tasks, they must have the appropriate
privilege(s).

Assign or revoke privileges to Ad hoc Tasks

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box. Type
the new user group name in the field or select an existing one from the User Group
Name list and click Ad Hoc User Tasks .
2. On the Ad Hoc User Tasks dialog box, select the task(s) from the Available list and click
the Add>> button to move them to the Selected list. To revoke access, select the task(s)
on the Selected list and click the <<Remove button.

Note: Only ad hoc tasks belonging to life cycles to which users have rights are displayed for
selection.

3. When finished, click Close .

4. Click Exit .

Assign Web/API Tasks to a User Group:

1. Select Users | User Groups/Rights .
2. Select the user group that will be assigned rights for Web/API tasks.
3. Click Web /API Tasks to display the Web/API Tasks dialog box.
4. The Available list contains all Web/API tasks that are currently stored in OnBase. To
add a task to the user group, select it in the Available list and click Add .
5. The Selected section lists all tasks that are currently assigned to the user group. To
remove a task, select it in the Selected list and click Remove .
6. Click Close when all tasks have been assigned.

Assign or revoke privileges to System Tasks

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click System Tasks .

OnBase 18 366
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. In the System Tasks dialog box, select the task(s) from the Available list and click the
Add>> button to move them to the Selected list. To revoke access, select the task(s) on
the Selected list and click the <<Remove button.
4. When finished, click Close .

Assign/revoke System Tasks to/from Document Types

System tasks are visible in the Tasks Bar when viewing a Document Type that has been
associated with that task. Document Types can be assigned in the Workflow Tree
Configuration dialog box or in the Document Types dialog box.
To associate a system task to a Document Type in the Document Types dialog box:
1. Select Document | Document Types .
2. In the Document Types dialog box, select the Document Type name to configure and
click System Tasks.
3. In the Task List Selection dialog box, select the task(s) in the Available list and click
Add>> . When finished, click Close .
4. On the Document Types dialog box, click Close .

Grant Administrative Processing Privileges

To perform load-balancing administration, purge the Workflow Log , see all queues regardless
of rights in the Workflow Queues dialog box, and manually execute timer work, users must have
the Workflow Administrative Processing Privilege. To assign a user with this privilege:
1. Click Users | User Groups/Rights .
2. Type the new user group name in the field, or select an existing one from the User
Group Name list, and click Product Rights .
3. Check the Workflow box in the Administrative Processing Privileges section.
4. Click Save & Close .
5. Click Exit .

Note: The Workflow Administrator privilege overrides all queue level privileges in those queues
that the user/user groups has rights.

Granting Workflow Log Purging Privileges

In order for a user to be able to purge Workflow log entries, they must have the Main Workflow
Log Purge privilege. To grant this privilege:
1. Click Users | User Groups/Rights .
2. Type the new user group name in the field or select an existing one from the User Group
Name list and click the Log Privileges button.
3. Select the Purge check box for the Main Workflow Log item.

OnBase 18 367
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. This also requires that either the Workflow or Workflow Restricted privilege is granted.

Caution: The MANAGER and ADMINISTRATOR user will automatically be granted Workflow log
purging privileges when the Workflow or Workflow Restricted privilege is granted.

Workflow Doctor
Workflow Doctor is used to examine the state and general “health” of a life cycle configuration
and the related Workflow system. It can be used to diagnose existing and potential problems
for a Workflow system.
Workflow Doctor can be configured to validate life cycles when a repository is opened or it will
validate a life cycle upon checking out the life cycle. By default, the Doctor will not validate all
items automatically. To validate all items in the repository, click Validate All .

Defining Doctor Options

Workflow Doctor options are defined in Studio Options. See the Studio documentation for more
information.

Doctor Results
The Doctor Results tab reports errors, warnings, and messages for life cycles. The following is
an example of the Doctors Results window.

Results can be filtered using the buttons at the top of the window. You can filter by Errors ,
Warnings , Messages , or a selected life cycle. By selecting filter buttons, you are able to narrow
the information displayed in the Doctor Results tab.
In addition, when a specific life cycle is selected, a button labeled Filter by ‘<life cycle name>’
issues is displayed. If you click on this button, the Workflow Doctor results are filtered to only
show issues related to that specific life cycle.

OnBase 18 368
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

The following columns of information are display:

• Severity: Displays the icon for Error, Warning or Message.
• Type: Displays the type of item.
• Name: Displays the name of the item.
• Description: Displays a description of the problem encountered.
• Scope: Displays the life cycle the item occurs in.
• Location: Displays the exact location of the configuration reported.
• Repository: Displays the repository the item occurs in.
You can sort on a column by clicking on it. Columns can also be reordered by clicking on a
column and dragging it to a new position.
Results can also be filtered by right-clicking in the Find Results window and selecting Allow
Filtering in the context menu. Once enabled, click in the filter drop-down select list to filter the
results.
You can double-click on an item displayed in the Doctor Results tab and it will open the item for
correction when the life cycle it belongs to is selected. The incorrect configuration is marked
for correction.

Note: Some reported items cannot be opened because they refer to a general issue or refer to
an item that does not exist in a life cycle, but still exists in the database.

The following example shows an action that needs further configuration:

OnBase 18 369
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

In the next example, there was a warning that a queue did not have user groups assigned, so
the User Groups tab is highlighted:

Exporting Doctor Results

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

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

OnBase 18 370
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring Window Titles

The titles of the following windows can be customized:
• Inbox
• Life Cycle View
• User Interaction
• Related Items
This can be set at the global level, the life cycle level, or the queue level. Whatever is set at the
global level will be inherited by all life cycles and queues unless a specific override is
configured at the life cycle or queue level. If a life cycle override is configured, all queues will
inherit these settings unless a queue level override is configured.

Note: Queue level and life cycle level window titles are applied to the Core-based OnBase
Client, Unity Client, and Web Client Workflow interfaces. Global window titles are applied to the
Unity Client and Web Client.

Configuring Window Titles Definitions

Before you can apply a title to a window, you must create the window title definition. To create
a window title:
1. From the Workflow tab, in the Workflow ribbon group, click Window Titles . The
Windows Titles dialog box is displayed.

OnBase 18 371
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Select the Repository for which you want to configure window titles from the drop-down
select list.
3. Click on the All Titles tab.

4. Click Add . The Window Title Configuration dialog box is displayed.

5. Enter the title you want to apply to a window in the Title Name field.
6. Click OK . The title will be displayed in the All Titles tab.
7. Repeat this steps for each title you need.
In addition, you can create window titles on an ad hoc basis when assigning titles to windows.
To create titles during window title configuration:
1. Select the new/modify drop-down menu next to a window title drop-down and select
New .

OnBase 18 372
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. The Window Title Configuration dialog box is displayed.

3. Enter the title you want to apply to a window in the Title Name field.
4. Click OK . The title will be displayed in the All Titles tab and is available for selection for
all window title configurations.

Configuring Global Window Titles

Note: Window titles that are configured at the global level only apply to the Unity Client and the
Web Client.

To configure globally applied window titles:

1. From the Workflow tab, in the Workflow ribbon group, click Window Titles . The
Windows Titles dialog box is displayed.

OnBase 18 373
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. For the window you want to configure a title for, select a title from the drop-down select
list.
3. Click Close when you are done configuring window titles.
If a window title is configured as <Use Default> , the label for the drop-down list will be used for
the window’s title in the user interface.

Configuring Life Cycle and Queue Window Titles

You can configure window titles specific to a life cycle or queue that will override the global
window title configuration. To configure window titles specific to a life cycle or queue:
1. In the Repositories tree, select the life cycle or queue for which you want to configure
window titles.
2. Select the Titles tab.

3. For the window you want to configure a title for, select a title from the drop-down select
list.
When <Inherit> is selected for a window specific to a life cycle, the window title is inherited
from the global window title settings.
When <Inherit> is selected for a window specific to a queue, the window title is inherited from
the life cycle’s window title settings in which the queue resides.

Comparing Workflow Repository Tree Items

Items within the Repository tree can be compared to one another. This feature allows you to
automate comparing items. The items compared do not have to be saved to the repository in
order to be compared. Pending changes to an item will be used for the comparison.

Note: Events and System Events cannot be compared.

OnBase 18 374
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

To compare an item to another item:

1. In the Workflow tab of the Repositories window, right-click on the first item you want to
compare and select Compare To . The Compare To dialog box is displayed.

2. Select the Repository in which the item you want to compare to the first item resides.
Only repositories that are currently connected will be available for selection.
3. Select the item you would like to compare the first item to.

OnBase 18 375
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Click OK . The comparison results dialog box is displayed. The following is an example
of one of these windows.

Within the comparison results dialog box, information about the differences between the two
compared items can be viewed and reported on. The following codes are used for differences
between items:
• When a line item is highlighted in red, the item has been deleted in the second item
selected. The < symbol is displayed in the margin.
• When a line item is highlighted in green, the item has been added to the second item
selected. The > symbol is displayed in the margin.
• When a line item is highlighted in yellow, the item has been changed in the second
item selected. The x symbol is displayed in the margin.
• If a tree item is collapsed, but one of the children of the tree item contains the
difference, a dark gray vertical line is displayed in the margin.

Navigating Differences Found

You can easily navigate through the differences identified between the two selected items by
using the First Difference , Previous Difference , Next Difference , and Last Difference buttons.

• The First Difference button will take you to the first difference identified.
• The Previous Difference button will take you to the previous difference identified.

OnBase 18 376
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• The Next Difference button will take you to the next difference identified.
• The Last Difference button will take you to the last difference identified.
The current position of the selected difference is identified in the box in the middle of these
buttons. It tells the numeric position of the difference in relation the total number of
differences found. In the example, the third difference is selected out of the 8 differences
identified.

Creating a Report of Differences

Once you have compared two items, you can run a report on the differences that were found.
To run a report, click the Create Report button in the comparison dialog box.

Upon clicking Create Report , a detailed report containing information about Changed Items ,
Added Items , and Deleted Items is displayed.
You can print the report by clicking Print .
You can save the report by clicking Save , supplying a filename and selecting a directory
location for the file, and clicking Save .

Note: The file is saved in the .xps format.

When you are finished with the report, click Close to exit the dialog box.

Displaying Item Differences

You can view the details about a specific difference instance that will give you exact
information about what is different between the two items compared. To view details about a
difference instance:
1. Select the difference instance you want to view more details about.
2. Click the Display Item Difference button.

OnBase 18 377
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

3. A dialog box is displayed containing a report of the details concerning the selected
difference instance. The following is an example:

If the item selected exists in both items that were compared and has changed, the difference is
highlighted in yellow. If the item only exists in one of the items compared, only details of that
item is displayed and there will be no information highlighted. If a life cycle, queue, or ad hoc
task item is selected and a user group or Document Type is removed, the difference is
highlighted in red. If a user group or Document Type is added, the difference is highlighted in
green.
You can print the report by clicking Print .
You can save the report by clicking Save , supplying a filename and selecting a directory
location for the file, and clicking Save .

Note: The file is saved in the .xps format.

When you are finished with the report, click Close to exit the dialog box.

OnBase 18 378
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Configuring Web Services

OnBase Studio allows the mapping of a name to WSDL Web Service. Through the use of the
configured Web Services, the OnBase Studio can reference a WSDL via a name. Subsequently, if
a user needs to change the WSDL location, the user only needs to update it in one place, rather
than updating it in every place it is used. To create a Web Service:
1. In the Home tab, in the System ribbon group, click the Web Services button. The Web
Services dialog box is displayed.

2. Select the appropriate Repository from the drop-down select list.

3. Click Add .

OnBase 18 379
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

4. Enter the Name of the Web Service. The Name has a maximum of 128 characters.
5. Enter the WSDL Location . The WSDL Location has a maximum of 255 characters.
6. Click OK
You can locate a specific, existing web service by entering text that will identify the service in
the Find field. The web services displayed will be narrowed down to the web services that
contain the characters entered.
You can modify a Web Service by selecting it in the Web Services dialog box and clicking
Modify . Clicking Modify will open the Web Service in the Web Service dialog box, where you
can edit the Name and WSDL Location . Save the repository for changes to be recognized.
You can also delete a Web Service by selecting it in the Web Services dialog box and clicking
Delete . A message appears asking Are you sure you want to delete the specified web service?
Click Yes to delete the service. Click No to cancel the action.

Interface Translations
Workflow supports the Interface Translations feature. You can use this feature to configure
your system to display the names of Workflow queues, life cycles, ad hoc tasks, and other
Workflow items based on each individual workstation’s Regional and Language options. For
more information on this topic, see the Interface Translations topic in the System
Administration module reference guide.

Export and Import Considerations

The following information must be considered when exporting and importing life cycles in
OnBase Studio. For more information regarding how to export and import, see Exporting and
Importing Configurations on page 948.

Exporting Life Cycles

Exporting life cycles is a useful tool for backup and recovery, as well as re-installing the life
cycle on the same system or for portability to another OnBase system.
When a life cycle is exported, OnBase also exports the associated Document Type Groups,
Document Types, keywords, templates, and folders. Disk Groups do not participate in the
transaction.
The following data is exported into an .expk file:
• Life cycles (Legacy and Unity)

Note: In order to export a life cycle, it must be a life cycle to which you have configuration
rights.

Note: Life cycles that are password protected cannot be exported.

OnBase 18 380
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Work Queues
• Rules
• Actions
• Transitions
• Task Lists
• Timers
• Ad Hoc User Tasks
• Life Cycle and Queue Events
• Comments
• Help Text
• Window titles
• Roles and Business Calendars
• All Dependencies (Including, but not limited to the following: User Groups, Document
Types/Groups, Keyword Types, AutoFill Keyword Set configuration, Overlays, Note
Types, Custom Queries, VB Scripts, E-Forms (If there are multiple revisions of an E-
Form, the last revision is exported), Unity Forms (including associated Currency
Formats, form field settings, data sets, AutoFill Keyword Sets, Unity Form Themes,
and User Groups configured under Form Visibility), User Forms, Life Cycle and Queue
Bitmaps/Icons, Notifications, Print Queues, Print Formats, File Types, Folder Types,
Folder Templates, Portfolio Relations Portfolio Types, Fonts, Work Folder Filters, SAP
Servers, ShareBase Profiles, XML Formats, and XML Format Ports.

Note: If a notification contains any recipients configured as email addresses, those recipients
will not be exported with the notification.

Note: When exporting Formatted Notifications, only the latest published version is exported. If
a Notification is configured to be archived, the archived Document Type and all Keyword
Mappings will also be exported.

Note: Any User Forms associated with a life cycle but not used by any rules or actions are not
exported. If the User Form is configured to use a SYS HTML Form, the document will also be
exported.

Note: When importing VBScripts, if an existing VBScript is replaced by an imported VBScript

and either of the VBScripts has the Retain VB Script History option configured, the history will
be retained.

• When exporting External AutoFill Keyword Sets with configurations that use Unity
Scripts and WorkView Filters, the configured Unity Scripts and WorkView Filters are
exported.

Caution: Upon import, the Manager user group is granted access to imported AutoFill Keyword
Sets. A user from the Manager user group must appropriately grant AutoFill Keyword Set
access to users.

OnBase 18 381
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Workflow Approval Management queues, approval processes, notifications, and

roles.
• When importing encrypted keywords, these keywords will lose the encryption flag. If
you wish for the imported keywords to be encrypted, you must lock the system
through the Configuration module ( Utils | Database Settings ) and reset the
encryption for the Keyword Types.
• Data within Data Sets. Upon import, if the destination database already has a Data
Set for the affected Keyword Type, the existing and imported values are merged into
the Data Set, meaning all existing values are kept and only new values are added.
Values will never be removed. If an imported Keyword Type is mapped to a Keyword
Type in the destination database that does not have Use Keyword Data Set option
selected, no values will be imported into the destination database for the mapped
Keyword Type. If imported data set values are longer than allowed by the mapped
destination Keyword Type, they will be truncated. Keyword Types with external data
sets maintain data set configurations that utilize VB Scripts, SQL Select Strings, and
Unity Scripts.
• Cascading Data Sets. Data set values are not imported. Only the structure of the
Cascading Data Sets is exported. Upon import, any conflict resolution necessary for
Cascading Data Sets is done after all Keyword Types conflicts are resolved.
Cascading Data Set resolution is accomplished in the following way: If there is a
Cascading Data Set with the same name that has Keyword Types with the same
names, in the same order, the imported data set is mapped to it without any user
interaction. If there is a Cascading Data Set with Keyword Types with the same
names, but the data set has a different name, a conflict will result and the user can
map to the existing Data Set or create a new data set. If there is no existing Data Set
with Keyword Types with the same names, a new set is created. If a set with the
same name as the imported one already exists, a user is prompted for a new name;
otherwise there is no user interaction.

Note: A Document Type cannot have two Cascading Data Sets assigned if these Data Sets
share a Keyword Type. If this occurs, the user is prompted to create a new Document Type or
unassign the Cascading Data Set from the Document Type.

• If you export a rule engine queue, the queue configuration, conditions, outputs,
parameters, and the active condition setting are all exported. Only the latest version
of a rule set is exported. All other versions of a rule set are not exported.
• When using Org Charts and users in an Org Chart are members of a load balancing
queue within the life cycle, life cycle users are exported along with any user on which
the exported user is dependent, including the root user.

Caution: When exporting Org Charts and Calendars, ensure that the proper elements are
exported and resolved properly during import.

• When using calendars, all business calendars configured for life cycles are exported.
User-specific calendars will be exported for users, but the Time Off information will
not be exported. Upon import, if a user already existed in the destination database,
the business calendar information is not overwritten.

OnBase 18 382
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• When exporting a life cycle that references any unity scripts, the unity scripts
referenced by the life cycle are exported.
• If you have life cycles configured to use actions or rules associated with WorkView,
related WorkView Document Type Associations, applications, classes, notifications,
filters, and attributes are exported as references that can only be mapped.

Note: If you want to include the WorkView application(s) in the export, you must manually add
it to the export package.

Note: If exporting a life cycle or system event that includes the action Suppress Screen Action,
all related items (such as classes and any child items) are exported as full references and must
be mapped to their appropriate applications in the destination database.

• If you have life cycles configured to use actions associated with the Records
Management module, Managed Folders, Hold Sets, Hold Reasons, Retention Plans,
Event Sets, and Events are exported.

Note: Only the Events that are assigned to actions are exported. Event Sets are exported, but
the Events assigned to an Event Set are only exported if in use by an exported life cycle.

•
If you have life cycles configured to use actions associated with the Image
Statement module, Statements, OMRs, and Export Manager Formats that are
referenced by the actions are exported.
• For Document Composition:
• Dependent templates will also be exported. If a field is configured on a template
that references another template, the referenced template will also be exported.
• The library that an exported template belongs to will also be exported as a
placeholder for the exported template. The entire library is not exported. Only
those templates within that library that are referenced by the associated Workflow
actions are exported.
• For a template to be exported with the Compose Document action, the action
must be configured with Use Specified Template option selected.
• User groups assigned to the template are exported with the template.
The following data is not exported/imported:
• Disk Groups
• Document Type Icons
• User Group Permissions
The following restrictions apply to exported/imported data:
• Only keywords specifically used by the life cycle are exported/imported.
• Users are imported, but only by name. Imported users are assigned the password
“PASSWORD” and the user must be reconfigured.
• Scan queues are exported as map-only, and must be mapped to an existing scan
queue in the destination repository.
The requirements below are suggestions for best results:

OnBase 18 383
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• The life cycle should be exported to, and imported from, the same named directory
location. Specify a common directory location for both processes, such as
temp\[defaultfilename.*] . Create the directory, if necessary, before running the
export process.
• The life cycle export/import process is designed to deploy the same life cycle to
multiple sites. Note that if an on-site life cycle has been modified in any way, the
same changes should be made to the master copy (export) life cycle, in order to
maintain integrity between the import and export life cycles.
• Validate task sequences.

Importing
In order to successfully import a configuration, you must resolve all conflicts displayed.

Note: Workflow task lists are always imported as New Objects and assigned new tasklist IDs.
Any existing VBScripts or OnBase API integrations referencing task lists linked to the imported
life cycle will need to be updated with the new tasklist ID value.

Conflicts can occur when a life cycle being imported contains one or more of the following that
have the same database identification number or name as an item in the new database:
• a life cycle (Legacy and Unity)

Note: A life cycle in the destination database that is checked out cannot be mapped to or
replaced.

Note: Life cycles can only be mapped to or replace another life cycle of the same work item
type. For example, a life cycle that routes documents can only be mapped to or replace another
life cycle that routes documents.

• queue

Note: When importing a queue that is configured for load balancing, that queue can only be
mapped to or replace another load balanced queue.

• Rule Queue

Note: When importing a Rule Queue, that queue can only be mapped to or replace another Rule
Queue.

• Rule Sets
• Document Type Group

OnBase 18 384
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Document Type

Note: When there is a Document Type conflict and the imported Document Type has a Keyword
Type Group assigned to it, if this Document Type is mapped to an existing Document Type in
the destination database, the imported, mapped Document Type will inherit the Keyword Type
configuration for the Document Type that is in the destination database. The Keyword Type
Group will not be configured for the mapped Document Type.

• document templates
• Keyword Type

Note: When importing a Keyword Type that is configured to use auto numbering, if you choose
Create New , the new Keyword Type's initial value starts at 0. If you choose Map To , the
Keyword Type's initial value maps to the keyword value in the destination database and will use
the existing sequence value. If you map a Keyword Type that is configured with auto numbering
to a Keyword Type in the destination database that is not configured with auto numbering, the
mapped Keyword Type will not be configured with auto numbering because the mapped
Keyword Type inherits the properties of the Keyword Type in the destination database.

Caution: When importing encrypted keywords, these keywords will lose the encryption flag. If
you wish for the imported keywords to be encrypted, you must lock the system through the
Configuration module ( Utils | Database Settings ) and reset the encryption for the Keyword
Types.

• AutoFill Keyword Sets

Note: When there are AutoFill Keyword Sets associated with a Document Type, only those
keywords which were previously associated with the Document Type will be applied.

• custom queries
• file types
• folder types
• folder templates
• fonts
• print formats
• print queues
• XML formats
• XML format ports
• notifications
• currency formats
• users (only applicable to users that are used in a life cycle. For example, a load
balancing queue would have associations to users.)

Note: Deactivated users in the destination database are not available for selection using
conflict resolution.

OnBase 18 385
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• user groups
• note types
• VBScripts

Note: On import, you can choose to Replace or Map a VBScript to an existing VBScript that has
the same name, regardless of the scope specified for the incoming VBScript.

• Unity Script

Note: When a Unity Script is imported as a dependency of the life cycle and it is imported as a
revision of a Unity Script in the destination database, it will create a new version of the script in
the destination database and the script will be renamed to the imported script’s name.

• E-Forms

Note: If a document belonging to the SYS HTML Form Document Type is imported and does
not have a value for the Description Keyword Type, or it has spaces as the value, it will be
imported with a unique, automatically-generated value in the format of “Eform ID nnn”, where
nnn is the ID number for the form.

• user forms
• Unity Form Templates

Note: When resolving this conflict type, ensure that the Document Type associated with the
Unity Form template is assigned all the Keyword Types configured for the Unity Form template.
Document Type conflicts need to be resolved before resolving Unity Form template conflicts.

• Unity Form Data Sets

• Unity Form Themes
• EIS Live Projects

Note: If an EIS Live Project includes an AutoFill operation, the AutoFill Keyword Set is created,
but the import processor is not. The Import processor must be created after import in order for
the EIS Live Project to be published.

• EIS Messaging
• icons and bitmaps

Note: Icons and bitmaps are automatically decisioned upon import. If an icon or bitmap in the
import package matches the name of one that exists in the destination database, that icon or
bitmap will be mapped to the existing one in the destination database. If an icon or bitmap
does not already exist in the destination database, it is automatically created.

• Org Charts

Caution: Be extremely careful when mapping Org Charts and Users within the Org Charts.
Ensure that you do not map users in a way that would make them their own managers or their
own assistant. This is not supported.

OnBase 18 386
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Roles
• Calendars
• Document Composition Libraries

Caution: Security user group rights are not exported for libraries. If you use the Map or
Replace options during the import for library, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a library, the MANAGER group will automatically be assigned to have edit access to
the library.

• Form Letter Templates

Caution: Security user group rights are not exported for templates. If you use the Map or
Replace options during the import for template, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a template, the MANAGER group will automatically be assigned to have edit access
to the template.

• SAP servers
• Managed Folders

Caution: Always resolve Managed Folders before resolving Hold Reasons to ensure you are
resolving the Hold Reasons correctly and matching the Hold Reason with the correct Managed
Folder.

• Hold Sets and Hold Reasons

• RIM Event Sets

Caution: Always resolve Event Sets before resolving Events to ensure you are resolving the
Events correctly and matching the Events with the correct Event Set.

• RIM Events
• RIM Retention Plans
• RIM Retention Plan Sets
• actions and rules that refer to another queue
• WorkView Class DTAs
• WorkView Filter DTAs
• WorkView Applications
• WorkView Classes
• WorkView Attributes
• WorkView Notifications
• WorkView Filters
• Portfolio Relations
• Portfolio Types
• Approval Processes

OnBase 18 387
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• Approval Queues

Note: When importing an Approval Queue, that queue can only be mapped to or replace another
Approval Queue.

• Approval Roles
• Approval User Rules
• System Tasks
• System Events
• Window titles
• reading groups
• Gateway Caching Servers
• HL7 messages
• HL7 destinations
• DocPop URLs
• content sources
• ShareBase Profiles
• Collaboration Templates

Orphaned Items
While importing a package, if, as a result of the import, a queue in the destination database
containing work items would be replaced or otherwise deleted, the Orphaned Items section is
displayed in the Properties pane:

OnBase 18 388
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Orphaned work items must be added to a new queue in order to complete the import process.
To choose a new queue for an orphaned work item:
1. Select a queue from the list. The Targets list is populated with the available queues
from the import package to which the orphaned work items can be added.

OnBase 18 389
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. Select a queue from the Targets list to which the work items will be added.

3. Repeat steps 1 and 2 until all orphaned work items have been added to a new queue.

Configuration Troubleshooting
There are several tools for troubleshooting life cycles.

Debug Breakpoints
This option causes a Windows message box to display before the execution of the action or
rule. This is useful for determining the location of logic problems in a Workflow configuration.
To use this option in the OnBase Client, you must have the -WFTRACE command line switch
applied to the Client module’s shortcut and the Step Debug toolbar button activated or the
Trace Window open within the Client module.
A command line switch is not required to use this option in the Unity Workflow interface.
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.

OnBase 18 390
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

Note: The enableWorkflowDebugTrace setting controls whether the Debug Options ribbon
group is displayed when accessing the Unity Workflow interface through other OnBase
modules, such as the Integration for Microsoft Outlook 2010.

Editing Keyword and Property Values at Debug Breakpoints

In the Unity Client, debug breakpoints configured for actions, rules, and task lists can be used
to allow an administrator to verify or modify Keyword values and to verify, modify, add, or
delete property values. To use this feature, the enabledWorkflowDebugTrace setting in the
Unity Client configuration file must be set to true . See Editing Keyword and Property Values at
Debug Breakpoints on page 165 for more information on using this feature in the Unity Client.

Step Debug, Trace Window, and Trace to File

See page 41 for more information on using this functionality through the OnBase Client.
See page 164 for more information on using this functionality through the Unity Workflow
interface.

Disable Rules and Actions

During Workflow configuration and testing, it is sometimes helpful to activate only certain
portions of the life cycle.
By checking the Disable check box on rules and actions, you can focus testing on a particular
section or branch of a life cycle.
When you are finished testing, uncheck the box to enable the rule or action.

Generate Reports
Configuration Report
Configuration reports can be generated in OnBase Studio. See Creating Configuration Reports
for steps to create configuration reports.

List Contents Report

1. In the Client program, right-click a life cycle and select Create List Report .
While the report runs, a blue progress bar displays. When finished, the report displays
automatically in the Document Viewer . The resulting report is broken down by queue
with a named list of each document in that queue. At the end of the report is the total
number of documents in the life cycle.

OnBase 18 391
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

2. To view this report through Document Retrieval later, select the System Documents
Document Type Group.

3. Reports are stored in the SYS List Contents Report Document Type.

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

OnBase 18 392
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Configuration

• 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.

OnBase 18 393
©2018
Hyland Software, Inc.
 STUDIO - WORKFLOW A CTIONS

The actions available depend on the type of life cycle you are configuring. Only actions that are
supported by the type of life cycle you configuring are displayed for selection and
configuration.

Considerations for Actions

User Interaction
The following are items of note when working with actions that require user interaction.

Note: System tasks that require user interaction are supported in the Unity and Web interfaces.
System tasks that require user interaction are not supported in all other Core-based interfaces.
When using the Classic Client interface, it is not recommended to configure system tasks that
require user interaction.

Note: When configuring timer work, work that requires user interaction is not supported and, if
configured for timer work, may produce undesired results.

Keywords
The following are items of note concerning keywords.

Caution: Encrypted keywords are not supported in the Classic Client interface (Core-based
Workflow does support Keyword Type encryption).

OnBase 18 394
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Caution: Within Workflow life cycles, users with rights to tasks that modify keywords can
modify encrypted Keyword Values upon task execution, regardless of their encrypted keyword
user rights. When using E-Forms that display user interaction, encrypted keywords are
displayed masked when the user does not have rights to view encrypted Keyword Values and
the user cannot change values that they do not have rights to regardless of the user’s ad hoc
task rights.

Caution: Actions in Workflow that add or change Keyword Values to a document do not adhere
to the Keyword Must Be Unique and Keyword Must Exist Keyword Type settings. Pay close
attention when configuring these actions.

Caution: If an action changes a Keyword Value to a value that is larger than the allowed length,
the value may be truncated, ignored, or not saved.

Caution: Actions that involve comparing keywords configured for Case Sensitive Searching
must match the keywords exactly or the desired results may not be achieved. Pay close
attention to any configured Case Sensitive settings in your system. Property names are case
sensitive in the Classic Client. Property names are not case sensitive in the core-based clients.

Note: Actions with the work with AutoFill Keyword Sets are not compatible with external
AutoFill Keyword Sets.

Note: If you will be using Workflow AutoFill Keyword Set actions, you must associate your
AutoFill Keyword Sets at the Document Type level.

Properties
The following are items of note concerning properties.
Workflow Property Bag - The Workflow Property Bag is a session specific property bag that
can be used to store and retrieve temporary values from VBScripts and the property-related
actions and rules. The values in the Workflow property bag can also be used in the conditions
for a rule queue.

OnBase 18 395
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: The >>Assigned To , >>Batch Number , >>Document Date , >>Document Handle , >>Entry
to Queue Date , >>Last Revision , and >>Last Version options are functional only in the Core-
based interfaces.

Note: Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Finding Actions
You can limit the rules displayed in the Action Type drop-down select list. Click in the field and
type characters to find the action you are looking for. Any action that contains the characters
entered will be displayed in red in the drop-down select list. If only one action meets the criteria
entered, press Enter on the keyboard to select it. In addition, you can enter comma separated
words and phrases to look for actions that contain any of the words and phrases entered.
Additionally, some actions contain metadata keywords that will allow them to be displayed
when characters matching the metadata keywords are entered. The following is an example:

The matching metadata keyword is displayed in green to the right of the action in the drop-
down select list.

Agenda Manager Category

Workflow actions described in this section are only available when licensed for Agenda.
Configuring these Workflow actions differs slightly based on the action’s context. This context
is automatically set when you choose the type of items that the life cycle contains, and is
displayed in the Properties pane, on the General tab, in Context .

OnBase 18 396
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Set Property from Field

Note: This action requires an Agenda license.

Allows you to set the property specified in the Property Name field to the field value specified
from the Field drop-down select list.

Note: This action is supported only in the Unity Client.

To configure this action:

1. In the Properties pane, on the General tab, type a property name in the Property Name
field.
2. From the Field drop-down select list, select the field that will be used to set the
property.
When Agenda Item is the context, the following selections are available:

Field Description

Agenda Item Id The agenda item’s ID field.

Agenda Item Type The agenda item’s type field.

Title The agenda item’s title field.

Meeting Type The agenda item’s meeting type field.

Is Closed Session The agenda item’s closed session field.

Status The agenda item’s status field.

Target Meeting The agenda item’s target meeting field.

Minutes The agenda item’s minutes field.

OnBase 18 397
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Field Description

Motion The agenda item’s motion field. You can also choose from the
following related types:
• Motion Type

Note: To set the value for this type, make sure you use the
number that corresponds to the desired motion type. Use 0 for
Pass , 1 for Pending , and 2 for Fail .

• Vote Type

Note: To set the value for this type, make sure you use the
number that corresponds to the desired vote type. Use 1 for a
RollCall vote, use 2 for a Voice vote, and use 3 for a Consent
vote.

• Result
• Description

When Meeting is the context, the following selections are available:

Field Description

Meeting Name The meeting’s meeting name field.

Meeting Type The meeting’s meeting type field.

Time The meeting’s time field.

Location The meeting’s location field.

Organizer The meeting’s organizer field.

3. In the Properties pane, click the Advanced tab.

4. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Set Value
Note: This action requires an Agenda license.

Allows you to set the field specified in the Field to set drop-down select list to the specified
value.

Note: This action is supported only in the Unity Client.

OnBase 18 398
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To configure this action:

1. In the Properties pane, on the General tab, from the Field to set drop-down select list,
select the field to set.
When Agenda Item is the context, the following selections are available:

Field to set Description

Agenda Item Id The agenda item’s ID field.

Agenda Item Type The agenda item’s type field.

Title The agenda item’s title field.

Meeting Type The agenda item’s meeting type field.

Is Closed Session The agenda item’s closed session field.

Status The agenda item’s status type ID.

Target Meeting The agenda item’s target meeting field.

Minutes The agenda item’s minutes field.

When Meeting is the context, the following selections are available:

Field Description

Meeting Name The meeting’s meeting name field.

Meeting Type The meeting’s meeting type field.

Time The meeting’s time field.

Location The meeting’s location field.

Organizer The meeting’s organizer field.

2. From the Obtain value from drop-down select list, select one of the following locations
to obtain the value from:

Obtain value from Description

Constant value This option sets the field value to the constant value specified.

Current date/time This option sets the field value to the current date/time.

OnBase 18 399
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Obtain value from Description

Current user name This option sets the field value to the user name of the currently
logged in user. If you want to use the configured real name for the
user, select the Use real name option.

Property This option sets the field value to the name of a property.

User group name(s) of This option sets the field value to the user group(s) the current
current user logged in user.

3. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Application Automator Category

Workflow actions described in this section are only available when licensed for OnBase
Application Automator.

Get Storyboard Result

Note: This action requires licensing for OnBase Application Automator.

Retrieves the output value results from a storyboard that was executed using the Run
Storyboard action.

Option: Property Name

Enter the unique value used to identify the execution of the storyboard.

Tip: This is the value entered in the Property Name field of the corresponding Run Storyboard
action.

Option: Storyboard
Select the storyboard executed or to be executed by the Run Storyboard action. Any output
values for the storyboard are displayed in the Values list.

Note: If output values have not been configured for this storyboard, the Get Storyboard Result
cannot return any results.

Option: Values
You must map each output value that is displayed in the Values list.

OnBase 18 400
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To map an output value:

1. Select the value from the Values list.
2. Select one of the following options:

Value Option Description

Keyword Type Select a Keyword Type to retrieve a Keyword Value for the output
value.

Property Enter an existing Workflow property to retrieve the value of that

property for the output value.

3. Click Update to map the selection to the value.

Run Storyboard
Note: This action requires licensing for OnBase Application Automator.

Executes a storyboard and allows the execution of that storyboard to be tracked, so that it can
be referenced later.

Option: Property Name

Enter a unique value to identify the execution of the storyboard. This allows the storyboard
execution to be referenced using the Get Storyboard Result action and the Check Storyboard
Status rule.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces in property names.

Option: Application Automator Use

Select an Application Automator use to define which Application Automators should be
available to run the storyboard. Uses are defined in the Application Automator configuration
settings. More than one Application Automator can have the same use. In this case, the first
available Application Automator is used to run the storyboard.
You can also select Any from the drop-down list to allow any available Application Automator
to run the storyboard.

Option: Storyboard
Select the storyboard to be executed. Depending on which storyboard you select, input values
for the storyboard may be displayed. Any input values must be mapped.

Option: Values
If the Values list is populated after selecting a storyboard, you must map each input value that
is displayed.

OnBase 18 401
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To map an input value:

1. Select the value from the Values list.
2. Select one of the following options:

Value Option Description

Keyword Type Select a Keyword Type to use a Keyword Value as the input value.

Property Enter an existing Workflow property to use the value of that property as
the input value.

Constant Value Enter a static value to use as the input value.

3. Click Update to map the selection to the value.

Approvals Category
Workflow actions described in this section are only available when licensed for Workflow
Approval Management.

Add Approver at Current Level

This action adds an approver at the current approval level. The new approver is required to
approve or reject the item in addition to the current approver. This does not replace the current
approver.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Approval Process

Select the approval process you want to associate with the action from the drop-down select
list.

Option: Prompt for Approver

If you want be prompted to select the approver upon the execution of the action, select Prompt
for Approver . If you want to make only users configured as approval users available for
selection, select Approval User Only .

Option: Approval User

If you want to add a specific user as the approval user, select Approval User and choose the
user from the drop-down select list.

Option: Approval Role

If you want to add a specific role as the approval user, select Approval Role and choose the
role from the drop-down select list.

OnBase 18 402
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Add Auto Approved User

This action grants an Auto Approved status to the specified user in an approval process for the
specific item it is executed against.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Note: The Send Item to Previous Level action does not change the status of any items
belonging to an auto approved user. If Send Item to Previous Level is executed on an item
owned by an auto approved user, the item’s status is not changed from Auto Approved to
Pending Approval.

Option: Approval Process

Select the approval process for which you want to configure an auto approved user.

Option: User
Select one of the following options to determine which user should be auto approved:
• Current User - Marks all items assigned to the current logged in user as auto
approved.
• Get User from Keyword - Select a Keyword Type that contains the user that should
be auto approved.
• Get User from Property - Enter a property that contains the user that should be auto
approved.

Note: If the Keyword Type or property specified in either Get User from Keyword or Get User
from Property contains more than one value, all users are configured as auto approved users.

Approve/Reject Item
This action approves or rejects an item in an approval process. It updates the item’s approval
status for the configured approval user.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

If all required approval users approve an item, it moves to the next approval level. If all required
approval users have approved an item on all levels, it is transitioned to the approval queue’s
configured Approved queue.
If all required approval users reject an item in any approval level, it is transitioned to the
approval queue’s configured Rejected queue.

OnBase 18 403
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

Select the life cycle that contains the approval queue you want to use.

Option: Approval Queue

Select the approval queue that contains the evaluation process you want to use.

Option: Status
Select one of the following:
• Approved : approves the item upon the execution of this action.
• Rejected: rejects the item upon the execution of this action.

Option: User
The action can approve or reject an item for either the current user or a specific user found in a
Keyword or property value. Select one of the following:
• Current User: approves or rejects the item for the current user.
• Get User from Keyword: approves or rejects the item for the user found in a Keyword
value. In the drop-down select list, select the Keyword Type that stores the user.
• Get User from Property: approves or rejects the item for the user found in a property
value. Enter a property name in the field.

Assign First Approvers

This action assigns approvers for the first approval level.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Note: This action can only be executed on an item before it enters an approval process.

Option: Approval Process

Select the approval process you want to associate with the action from the drop-down select
list.

Option: Prompt for Approvers

If you want be prompted to select the approvers upon the execution of the action, select
Prompt for Approvers . If you want to make only the users configured as approval users
available for selection, select Approval Users Only .

Note: The Prompt for Approvers option is only supported in the Unity Client interface.

OnBase 18 404
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Specific Approvers

If you want to define the approvers, select Specific Approvers . To configure approvers:
1. Select the type of approver you want to assign from the Approver Type drop-down
select list.
2. From the Approver drop-down select list, select the specific approver you want to
assign.
3. Click Add .
4. Repeat these steps for each approver you want to add.
You can remove a configured approver by selecting it in the Specific Approvers box and
clicking Remove .

Custom Approval Log Entry

This action writes a custom message to the item’s approval log. You can configure what
information is written to the log.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Note: In the Unity Client, the custom message can be viewed in the Approval Status dialog box.
To access this dialog box, right-click a specific document in a list of documents and select
Workflow | Approval Status .

Option: Approval Process

Select the approval process associated with the action from the drop-down select list.

Option: Log Text

Enter the information you want to include in the log in the Log Text field. This text can contain
static text as well as symbols that will log generated information.

Option: Symbols Used

Symbols can be entered in the Log Text field in several ways:
• Insert commonly used symbols automatically by clicking the buttons.
• Add a Keyword Value by choosing a Keyword from the drop-down select list. Specify
the number of times it should be repeated, then click the Keyword button. The
symbol for the Keyword Value is entered in the Log Text field.
• Enter symbols in the Log Text field to generate specific values.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 405
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 406
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Escalate Expired Approvals

This action allows you to escalate items that are still pending approval after all reminder
notifications have been sent.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Note: This action requires that reminder notifications are configured for the approval process.

An item that is pending approval expires after the number of days configured between reminder
notifications passes after the last reminder notification is sent. For example, if an approval
process is configured with 2 reminder notifications and 3 Days Between Notifications, the item
expires 3 days after the last reminder notification is sent. For more information about
configuring reminder notifications, see the Adding Notifications topic in the Workflow Approval
Management module reference guide.
An item can only be escalated after it has expired.

Tip: This action works best when configured under a timer. An item that is pending approval
expires after a specific amount of time, but it will not be escalated until this action is executed
against the item.

OnBase 18 407
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

Select the life cycle that the expired item resides in.

Option: Approval Queue

Select the queue that the expired item resides in.

Option: Escalate to this approver

Select one of the following options to determine who is assigned to approve the expired item:
• Approval User - Select a specific approval user from the drop-down select list.
• Approval Role - Select an approval role from the drop-down select list. Each user
returned by the selected role is assigned to the item with a pending approval status.
If you want to set a property value to the user name of the user the item is being
escalated from, select When evaluating the role set the following property to the
user name that should be escalated and enter a property name. To set the property
value to the user ID instead of the user name of the user the item is being escalated
from, select Set property to user ID instead of user name.
When the new approval user(s) are assigned, the user that the item is being escalated from is
removed as an assigned approval user.

Remove Item from Approval Process

This action removes the item from an approval process. When an item is removed from an
approval process, all approval status information is cleared for all approval levels and approval
users.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Approval Process

From the drop-down select list, choose the approval process from which you want to remove
the item. Choose <All> to remove the item from all approval processes.

Tip: If you want to send an item through an approval process more than once, use this rule to
clear all previous approval status information. If you send an item through an approval process
more than once without first removing it from the process, the item will automatically be
transitioned to the approved or rejected queue based on its previous approval status.

Replace Approval Status at Current Level

This action replaces the approval status at the current approval level with the status defined by
the action.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 408
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

From the drop-down select list, choose the life cycle that contains the approval queue in which
the action will be executed.

Option: Approval Queue

From the drop-down select list, choose the approval queue that contains the approval process
you want to use to once the item’s approval status has been changed.

Option: User
Select one of the following:
• Select All Users if you want to replace the approval status for all users.
• Select Current User if you want to replace the approval status for only the current
user.

Option: From Status

Select the status that the action will replace:
• Choose Pending to replace the status of an item that has not yet been approved or
rejected at the current approval level.
• Choose Approved to replace the status of an item that has been approved at the
current approval level.
• Choose Rejected to replace the status of an item that has been rejected at the
current approval level.
• Choose All if you want to replace the approval status of an item with any approval
status at the current approval level.

Option: To Status
Select either Pending or Rejected as the item’s new approval status for the current approval
level.

Replace Approval User

This action replaces a specified approval user with a different approver.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Life Cycle

From the drop-down select list, choose the life cycle that contains the approval queue in which
this action will be executed.

Option: Approval Queue

Choose the approval queue in which the action will be executed from the drop-down select list.

OnBase 18 409
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Replaced Approver

Select the approver that will be replaced. Chose from one of the following:
• Current User - Selects the current approval user to replace.
• Prompt for Approver - Prompts the user to select another approval user to replace.
• Get Approver from Keyword - Selects an approval user to replace based on a
Keyword.
• Get Approver from Property - Selects an approval user to replace based on a
property value.

Option: Replaced With

Select the new approval user. Choose from one of the following:
• Prompt for Approver - This option prompts the user to select a new approval user or
approval role.
If you want to exclude approval roles from the selection list, select Approval Users
Only .
• Approval User - Select an approval user from the drop-down select list.
• Approval Role - Select an approval role from the drop-down select list.

Send Item to Previous Approval Level

This action allows you to send an item to the previous approval level if the item is not currently
in the first approval level. This action removes approvers from the current level and sets
approval statuses for the previous approval level to Pending .

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Tip: Use this action with the Check Item Approval Level rule to verify that an item is not in the
first approval level before executing the action.

Option: Approval Process

From the drop-down select list, select the approval process associated with the action.

Send Reminder Notifications

This action sends reminder notifications that have been set up for an approval process in the
Notifications tab of the Approval Process Configuration window.

Note: If you are using any Core-based interface, the Hyland Distribution Service is required for
sending notifications in Workflow.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 410
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

Choose the life cycle that contains the approval queue from the drop-down select list.

Option: Approval Queue

From the drop-down select list, choose the approval queue in which the action will be executed.

Option: Sender Address

Select one of the following options to configure the sender address:
• Use the distribution services default address : This option uses the e-mail address
specified in the Distribution Service configuration for the From: field value on the e-
mail notification.
• Use the users email address : This option uses the e-mail address specified in user
configuration in OnBase for the logged in user for the From: field value on the e-mail
notification.
• Use the following address: This option allows you to specify an e-mail address for
the sender of the notification. The value specified is used as the display name in the
From: field on the e-mail notification.

Tip: This action works best with a timer. Reminder notifications are configured with a certain
number of days between notifications. However, reminder notifications will not be sent on the
configured days until this action is executed.

Set Property to Approval Users

This action allows you to set a property to all approval users who have given an item a certain
approval status. The results are stored in the Workflow property bag.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Property Name

Specify the property that you want to set to approval users.

Option: Approval Process

From the drop-down select list, choose the approval process you want to associate with the
action.

OnBase 18 411
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Status
Select one of the following statuses:
• Pending: Generates a list of all approval users who are assigned to an item and have
not yet approved or rejected the item.
• Approved: Generates a list of all approval users who are assigned to an item and
have approved the item.
• Rejected : Generates a list of all approval users who are assigned to an item and have
rejected the item.

Option: Use real name

If you want to set the property to the configured real name for an approval user, select the Use
real name option.

Biometric Scanning Category

Display Biometric Scanner
Note: This action requires the Integration with Fulcrum Biometrics Scanners license and a
local instance of the FbF Device Listener.

Note: This action is only available in the Unity Client, Mobile Access for iPad (Legacy), and the
Mobile Access for iPhone interfaces.

Displays a scanner that can capture biometric information, such as fingerprint or iris scans, for
enrollment, identification, or other purposes.

Option: Biometric Scanner Type

Configures the type of scanner that will be used. Select one of the following options:
• Fingerprint Scanner
• Face Scanner
• Iris Scanner
• Palm Vein Scanner

Option: Biometric Scanner Location

Based on the type of scanner configured, configures the location of the scan to capture. The
following options are available:
Fingerprint Scanner:

Note: To properly configure this option, a supported scanning device is required.

• Any Finger - Any single finger scan.

• Right Thumb - A flat scan of the right thumb.

OnBase 18 412
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Right Index Finger - A flat scan of the right index finger.

• Right Middle Finger - A flat scan of the right middle finger.
• Right Ring Finger - A flat scan of the right ring finger.
• Right Little Finger - A flat scan of the right little finger.
• Left Thumb - A flat scan of the left thumb.
• Left Index Finger - A flat scan of the left index finger.
• Left Middle Finger - A flat scan of the left middle finger.
• Left Ring Finger - A flat scan of the left ring finger.
• Left Little Finger - A flat scan of the left little finger.
• Left Other Finger - A flat scan of any other finger on the left hand.
• Right Other Finger - A flat scan of any other finger on the right hand.
• Any Two Fingers - A flat scan of any two fingers.
• Left Index and Middle - A flat scan of both the left index and middle fingers at the
same time.
• Left Ring and Little - A flat scan of both the left ring and little fingers at the same
time.
• Both Thumbs - A flat scan of both thumbs at the same time.
• Right Index and Middle - A flat scan of both the right index and middle fingers at the
same time.
• Right Ring and Middle - A flat scan of both the right ring and little fingers at the same
time.
• Any Four Fingers - A scan of any four fingers at the same time.
• Left Four Fingers - A scan of the left index, middle, ring, and little fingers at the same
time.
• Right Four Fingers - A scan of the right index, middle, ring, and little fingers at the
same time.
• Any Rolled Finger - A rolled scan of any finger.
• Rolled Left Index Finger - A rolled scan of the left index finger.
• Rolled Left Middle Finger - A rolled scan of the left middle finger.
• Rolled Left Ring Finger - A rolled scan of the left ringer finger
• Rolled Left Little Finger - A rolled scan of the left little finger.
• Rolled Left Thumb - A rolled scan of the left thumb.
• Rolled Right Index Finger - A rolled scan of the right index finger.
• Rolled Right Middle Finger - A rolled scan of the right middle finger.
• Rolled Right Ring Finger - A rolled scan of the right ring finger.
• Rolled Right Little Finger - A rolled scan of the right little finger.
• Rolled Right Thumb - A rolled scan of the right thumb.
• Rolled Left Other Finger - A rolled scan of any other finger on the left hand.

OnBase 18 413
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Rolled Right Other Finger - A rolled scan of any other finger on the right hand.

Note: In the Mobile Access for iPad (Legacy) and Mobile Access for iPhone interfaces, only the
following scanning options are supported: Right Thumb, Right Index Finger, Right Middle
Finger, Right Ring Finger, Right Little Finger, Left Thumb, Left Index Finger, Left Middle
Finger, Left Ring Finger, Left Little Finger, Left Other Finger, Right Other Finger

Face Scanner:

Note: This option is only available in the Unity Client.

Note: To properly configure this option, a supported scanning device is required.

• Frontal Face Photo - A frontal photo of a face.

Iris Scanner:

Note: This option is only available in the Unity Client.

Note: To properly configure this option, a supported scanning device is required.

• Either Eye - A scan of either eye’s iris.

• Left Eye - A scan of the left eye’s iris.
• Right Eye - A scan of the right eye’s iris.
• Both Eyes - A scan of both eye’s irises at the same time.
Palm Vein Scanner:

Note: This option is only available in the Unity Client.

Note: To properly configure this option, a supported scanning device is required.

• Either Palm for Enrollment - A scan of either hand’s palm for use in enrollment.
• Either Palm for Matching - A scan of either hand’s palm for use in matching.
• Left Palm for Enrollment - A scan of the left hand’s palm for use in enrollment.
• Left Palm for Matching - A scan of the left hand’s palm for use in matching.
• Right Palm for Enrollment - A scan of the right hand’s palm for use in enrollment.
• Right Palm for Matching - A scan of the right hand’s palm for use in matching.

Option: User can change the Bioscan Location

When this option is selected, upon executing the action the user will be able to select the
desired scan location.

OnBase 18 414
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Name of Property to Store Biometric Scan Location

Enter the name of the property which will be used to store the scan location.

Note: This entry cannot be left blank.

Option: Name of Property to Store Biometric Scan Data

Enter the name of the property which will be used to store the scan data.

Note: This entry cannot be left blank.

Document Category
Add Document to Active Medical Form Packet
Note: This action requires a Clinical Consents license.

This action attempts to add the current document to an open form packet associated with the
document’s MPI. To be considered open, a form packet must have a status of Pending or In
Progress.

Note: This action is not supported in the Classic OnBase Client interface.

This action is used in conjunction with the rule Active Medical Form Packet Exists for Chart
Document . For the correct patient to be identified, the document must be indexed with a single
MPI number using the Keyword Type that is mapped to the MPI chart data field.
If there is only one open form packet associated with the MPI, the document is added to that
form packet. If there are multiple open form packets associated with the MPI, the document is
added to the oldest open form packet.

Add Document to Gateway Caching Server

Note: This action requires the Gateway Caching Server license.

When this action is executed, the document is cached at one or more remote Gateway Caching
Servers, allowing remote users to quickly retrieve the document on demand.

Note: This action is not supported in the Classic OnBase Client interface.

OnBase 18 415
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To configure this action, do the following:

1. Select one of the following options to specify a gateway:
• Specify Gateways —Select to cache the document at one or more specific gateways.
From the drop-down provided, select the gateway where the document should be
cached. Then, click Add . Repeat for each gateway as needed.
• Use Mapping Rules Configured for Document Type —Select to cache the document
at a gateway based on the Keyword mapping rules configured for the Document
Type.
Rules are configured at the gateway level under Utils | Gateway Caching Server in
OnBase Configuration. To configure rules at the Document Type level, select the
Document Type under Document | Document Types , then click Gateway , and then
click Keyword .
• Get Gateways from Property Value —Type the document property value that will
specify the gateway where the document should be cached. The property bag type
can be specified on the Advanced tab.
2. Select one of the following rendition options:
• Default Rendition —Select to cache the default rendition of the document.
• Specific Rendition —Select to cache a specific rendition of the document. Select the
appropriate rendition from the corresponding drop-down. Only formats that are able
to be cached are available.
3. Select one of the following revision options:
• Latest Revision —Select to cache only the latest revision of the document.
• All Revisions —Select to cache all revisions of the document.

For more information about gateway configuration, see the Gateway Caching Server module
reference guide.

Add Document to New Medical Form Packet

Note: This action requires a Clinical Consents license.

This action creates a new form packet containing the current document. The new packet is
assigned to the document’s MPI with a status of Pending.

Note: This action is not supported in the Classic OnBase Client interface.

For the correct patient to be identified, the document must be indexed with a single MPI
number using the Keyword Type that is mapped to the MPI chart data field. This value must
resolve to a single MPI in OnBase.

OnBase 18 416
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Add Document to Scan Queue Process

Note: This action requires a valid Document Imaging license, a Unity Client Server license, and
a properly configured custom capture process.

This action will take a document from its original batch and add the document to a configured
custom capture process. If the document already exists in the custom capture process, the
document will remain in its original batch. Additionally, a specific status step can be selected
for the document to enter.
When using this action, also note the following:
• This action is only supported in the Unity Client.
• This action does not remove documents from a Workflow life cycle.

Option: Select Scan Queue

From the drop-down select list, select a scan queue to which the document will be added.

Note: If the Select Status Step option is not selected, the document will enter the scan queue
at its initial status step.

Option: Select Status Step

If the document needs to enter a specific status step, select a status step from the drop-down
select list.

Assign Document to Reading Group

Note: This action is only available if licensed for the Document Knowledge Transfer module.

Assigns the document to a reading group. This action can be used to prompt the user for
assignment information or it can be used to automatically assign documents to a reading
group.

Note: When a reading group is configured with the Enable Deadline Date option in the
Document Knowledge Transfer module, documents entering a reading group using this action
will assign the configured deadline date to the document.

Note: If the document is already in a reading group, processing breaks and the subsequent
actions/rules in a task list will not complete.

OnBase 18 417
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Create New Assignment

When this option is selected, users will be prompted for assignment information such as the
reading group, mark by reference, make document available date, document read by date, and
approval groups.

Note: This action is not supported in the OnBase Mobile interfaces when this option is
selected.

Note: In order to use this option successfully, users must have rights to the appropriate
reading groups to make new assignments.

Note: In the Client, if the Create New Assignment dialog box is canceled, processing breaks
and the subsequent actions/rules in a task list will not complete.

Option: Select Reading Group

When this option is selected, documents are automatically assigned to the configured reading
group, with the configured importance, and with the configured approval groups. Select the
appropriate reading group from the drop-down list.
When Select Reading Group is selected, the following additional options are available:
• Mark As Reference : Select this option if you want documents to be automatically
marked as a reference.
• Approval Groups: If you want to require that documents are filtered through one or
two approval groups before being sent to users for review, select the appropriate
group(s) from the drop-down select list(s).

Option: New Revision Should Use Existing Settings

When this option is selected, if the document is the latest revision of a document, it will copy
the assignment from the previous revision, instead of performing the assignment of the
selected radio button. If the document is not revisable, this is the first revision of the document,
or the previous revision was not assigned to any group, this option is ignored and the selected
radio button setting will be applied.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Attach Document to Patient/Chart

Note: This action requires an HL7 Listener or Basic HL7 Listener license.

OnBase 18 418
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

This action attempts to attach the current document to an existing patient medical record.

Note: This action is not supported in the Classic OnBase Client interface.

This action behaves in the following ways:

• If a matching patient record is found, then the action attaches the document to the
patient record. If a matching record is not found, the document is logged as an
orphan document.
• If the document is in a chart Document Type, the action also attaches the document
to its matching chart. If a matching chart is not found, or if multiple matching charts
are found, then the action adds the document to Chartless Documents.
• If the document is in a chart-optional Document Type, the action uses the
document’s Chart ID # value to determine whether the document belongs on a chart.
If this value is blank, the document is attached to the patient record only; it is not
attached to a chart or added to Chartless Documents. If the Chart ID # value is
populated, the action attempts to attach the document to its matching chart.
For this action to work properly, OnBase must be configured to match medical record
documents to patient records and charts. For more information, see the Medical Record
Document Types topic in the HL7 module reference guide.
This action should be used only if Exclude Document Patient/Chart Attachment is selected
under Medical | Medical System Settings in OnBase Configuration. Otherwise, this action is
unnecessary, because OnBase attempts to assign medical documents to patients and charts
as soon as the documents are imported or re-indexed.

Auto-Folder Document
This action will create a folder based on the target document (current or related document
depending on your Target configuration.). In order for this action to work correctly, auto-
foldering must be appropriately configured for the Document Type to which the document
belongs. See the foldering documentation for information about configuring auto-folders.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

Setting Document Types to Auto-Folder in Workflow

You can configure specific Document Types to auto-folder at the Folder Type level only when
used in conjunction with this action. To set a Folder Type to auto-folder a specific Document
Type only when initiated by a Workflow action:
1. In the Configuration module, select Document | Folder Types .
2. Select the folder type that auto-folders based on the Document Type that is associated
with the documents affected by the configured auto-foldering action.
3. Select the Auto-Folder tab.

OnBase 18 419
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Select the Document Type within the Selected Document Types box that you want to
auto-folder only in conjunction with Workflow actions.

5. Select the Only Auto-Folder this Item from Workflow Auto-Folder Actions check box.
6. Repeat steps 4 and 5 for each Document Type you want to configure auto-foldering in
conjunction with Workflow actions.
7. Click Save .

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Burn Redaction Notes

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.

Creates a permanent redacted image document from a document containing redaction notes or
annotations.

OnBase 18 420
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Delete Redaction Notes after Creating

Removes the redaction notes or annotations from the current document after the redacted
document has been created.

Option: Convert Redacted Image to Black and White

Converts the redacted image document to black and white.

Option: Fill Document Handle Keyword(s)

Adds a Document Handle keyword to the current document containing the Document Handle of
the redacted image document if the current document’s document type has the Document
Handle keyword.

Option: Display Redacted Image

Displays the redacted image document in a separate viewer if the client supports the Display
Separate suspended task.

Check In Document
Allows OnBase to unlock a document after updates are made to it.

Note: Check In actions should be as close to Check Out actions as possible.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Check Out Document

Allows OnBase to lock a document while updates are made to it.

Option: Check In After Task Execution

The Check In After Task Execution option can be selected to automatically release the
document lock after the top level task has completed execution. Otherwise, the document lock
will be released when the current OnBase session ends.

Note: Check In actions should be as close to Check Out actions as possible.

OnBase 18 421
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Complete Medical Form Packet

Note: This action is not supported in the Classic OnBase Client interface.

This action completes all form packets containing the current document that have a status of
Pending or In Progress. This action does not affect packets that have a status of Canceled or
Completed.

Copy Document
Makes a copy of the current document. If the current document has many revisions, the last
revision will be copied.

Note: If a document has multiple renditions of the current revision of the document, the
renditions will also be copied.

Option: Keywords
Choose the way in which Keywords are copied:
• Copy All Keywords : Copies all Keywords from the current document to the new
document.
• Copy Selected : Copies specific selected Keywords from the current document to the
new document. Click Configure to select Keyword Types to be copied. If the selected
Keyword Types are part of a Multi-Instance Keyword Type Group, the Multi-Instance
Keyword Type Group will be copied, but the Multi-Instance Keyword Type Group will
be blank except for the Keyword Type selected.

OnBase 18 422
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Fill Document Handle Keyword(s)

The Fill Document Handle Keyword(s) check box enables the new document, which had no link
to the primary document via a common keyword, to become a related document based on the
document handle when actions and rules are configured to use the Document Handle option to
identify related documents. If you select the Fill Document Handle Keyword(s) check box, the
new document and the primary document inherit each other’s document handle number
Keyword Values for the Document Handle keyword. The Document Handle OnBase keyword
must be assigned to the Document Type of the primary document. If the primary document
already had a value in the Document Handle Keyword Type, the document handle of the new
document is added to the primary document as a Document Handle Keyword Value and does
not replace the previous value.

Note: If the primary document belongs to a closed or cutoff Records Management folder, the
Document Handle Keyword Value will not be copied from the new document to the primary
document.

Option: Copy Note(s)

You can copy notes on the current document by selecting Copy Note(s) .

Option: Initiate Workflow

The copied document is not added to Workflow by default. If you want the document to be
added to Workflow, select Initiate Workflow .

Usage Considerations
The following points should be considered when using this action:
• If the document that is being copied belongs to a Document Type that is configured
for auto-foldering, when the document’s keywords are copied, auto-foldering is
initiated.

Note: When using a core-based interface, auto-foldering does not occur in managed folders for
the copied document.

• If the original document’s Document Type has E-form revisions associated with it,
the revision associated with the original document will be used for the copied
document and not the latest revision.
• If an original document, such as a Unity Form, has any attachments, the attachments
will not be copied to the new document.
• If you are working in an Institutional Database, the Institution # keyword will always
be copied, regardless of selection.
• When copying a document that was imported using a COLD file, the entire COLD file
will be copied that contains the document, not just the portion of the COLD file that
contains the document.
• When copying a document that was imported using a DIP process, the newly created
document is added to the DIP batch, even if the Document Type has changed to a
Document Type not assigned to the DIP process.

OnBase 18 423
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Create Discussion Thread

Note: This action requires a license for the Collaboration module.

Creates a Discussion Thread on the document.

Option: Post Subject

You must specify a subject for your Discussion Thread in the Post Subject field.

Option: Post Body

Enter all required body text in the Post Body field.

Note: You can use the %K token for Keyword Type values and the %V token for property values
inside the Post Body or Post Subject fields. These tokens will be expanded into the relevant
values when the Discussion Thread is created. For example, if you entered a token of %K101 , it
would be expanded into the current Keyword Value for Keyword Type 101.

Option: Display Post for Edit

If the Display Post for Edit option is selected, the Discussion Thread will be displayed to the
user to be modified as necessary before it is created.

Create Document from Document Template

Note: This action is only available for use in the Unity Client.

Note: This action requires a license for EDM Services and a properly configured EDM Services
Document Template.

Creates a new document from a configured EDM Services Document Template.

Option: Document Template

Select a Document Template from the drop-down select list.

OnBase 18 424
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keywords
Choose the way in which Keywords are copied:
• Copy All Keywords : Copies all Keywords from the primary document to the new
document.
• Copy Selected : Copies specific selected Keywords from the primary document to the
new document. Click Configure to select Keyword Types to be copied. If the selected
Keyword Types are part of a Multi-Instance Keyword Type Group, the Multi-Instance
Keyword Type Group will be copied, but the Multi-Instance Keyword Type Group will
be blank except for the Keyword Type selected.

Option: Fill Document Handle Keyword(s)

The Fill Document Handle Keyword(s) check box enables the new document, which had no link
to the primary document via a common keyword, to become a related document based on the
document handle when actions and rules are configured to use the Document Handle option to
identify related documents. If you select the Fill Document Handle Keyword(s) check box, the
new document and the primary document inherit each other’s document handle number
Keyword Values for the Document Handle keyword. The Document Handle OnBase keyword
must be assigned to the Document Type of the primary document. If the primary document
already had a value in the Document Handle Keyword Type, the document handle of the new
document is added to the primary document as a Document Handle Keyword Value and does
not replace the previous value.

Option: Initiate Workflow

If this option is selected, Workflow is initiated for the newly created document.

Note: When importing a life cycle containing this action, Document Templates must be
manually reassigned.

Create E-Form Child Work Items

Note: This action is only available in Unity life cycles that are configured to route documents. It
is not available for use in System Tasks or System Events.

This action creates new child E-Forms based on Multi-Instance Keyword Group Records on the
primary document. For each Keyword Record that exists, a new E-Form will be created.

Note: If the child E-Form that would be created contains the Keyword from the parent, the value
of the Keyword Record will be populated in each created child E-Form.

Option: Keyword Record

Specify the Keyword Record that will be used to generate the new E-Forms.

OnBase 18 425
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: E-Form
Select the E-Form(s) that will be created.

Option: Keyword Type

If you want to specify a Keyword Value to automatically be populated on the new E-Form(s),
select a Keyword Type from the drop-down menu and enter the Keyword Value in the field.

Option: Inherit Keywords

Using the Inherit Keywords option, the user can specify that either all or some of the keywords
in the parent document are copied to the child E-Form(s). Selecting this option enables the
Inherit All and Inherit Selected options and the Configure button.
• Inherit All - All Keyword Values are inherited from the parent document.
• Inherit Selected - Only specific Keyword Values are inherited from the parent
document. Click Configure and select the appropriate Keyword Types from which
you want to inherit values.

Option: Fill Document Handle Keyword(s)

If you check the Fill Document Handle Keyword(s) check box, the parent document and the
new child E-Form(s) inherit each other’s Document Handle Keyword values for the Document
Handle Keyword Type. If the parent Document Type has the system Document Handle Keyword
Type, a new instance of the of the Document Handle Keyword Type will be added to the
Document ID for each child E-Form created. If the E-Form Document Type has the system
Document Handle Keyword Type, a new instance of the Document Handle Keyword Type will be
added to the E-Form child work item containing the Document ID for the parent document.

Option: Children enter this Life Cycle/Queue

Select the life cycle that the created child work items will enter from the Life Cycle drop-down
select list. Child work items will enter the initial queue of the selected life cycle.
If you select <Current Life Cycle> , you must select a queue from the Queue drop-down select
list.

Option: Transition to Queue when children complete

Select the queue that the parent will be transitioned to once the child work items have all been
completed.

Note: The queue that is configured to transition the parent work item to cannot be deleted as
long as the parent work item still has incomplete child work items.

Note: Parent work items cannot be transitioned if they have incomplete child work items. If a
parent work item is deleted, any child work items it has are marked as completed.

OnBase 18 426
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Delete existing child work items

When this option is selected, if the primary item already has child work items, then the existing
children are deleted, and the new children are created. If this option is not selected and the
primary item already has child work items, then the action will fail to execute.

Create Note
Adds a note or annotation of the specified type to the document. You can configure the text
contained in the note.

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: Note text is limited to 250 characters.

In order for this action to complete successfully, the document’s file format must be
compatible with the type of note or annotation to be placed on it. The following table illustrates
what file formats are compatible with what type of notes and annotations. See the System
Administration documentation for more information about notes and annotations.

File Format Compatible Note/Annotation Formats

Text Document All notes are compatible.

The following annotations are not compatible:
• arrow
• overlapped text
• ellipse

Image Document All notes are compatible

All annotations are compatible.

All other document formats All notes are compatible.

(including E-Form, PDF, Annotations are not compatible.
Microsoft Word, and HTML)

Note: When adding a note to a document with multiple pages, the note is added to the first
page.

Note: The note will be added to the newest revision of the document.

OnBase 18 427
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Note Contents

In the Note Contents field, enter the appropriate text for the note. You can enter keywords and
other system data into the message using the appropriate symbols, which are entered when
you select the appropriate buttons. These symbols will pull data into the note that is pertinent
to the current primary document.
The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

OnBase 18 428
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Caution: The Note Contents field will override the default text configured for a note type.

Option: Note Type

Specify the type of note by selecting it from the Note Type drop-down list.

OnBase 18 429
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Note Position

If you want to specify the exact position that the note should be placed on the document, you
can specify horizontal X and vertical Y coordinates. If the document is in a text format, the
coordinates (0-100) are the column and row where the note will appear. For documents in other
formats, like images, these coordinates (0-1500) measure the note position in pixels.

Note: The note position settings are an optional feature and should only be used if you are
certain of the appropriate coordinates for the note position. If you are not certain or do not
have the need to place notes in a specific position, leave the values equal to 0. When the values
are equal to zero, the note will be placed in the default position on documents.

Option: Width and Height

If you are using an annotation style note, you can use the Size settings to determine the
placement of the annotation on the document upon note creation. Specify the Width and
Height of the annotation note that will be displayed on the document. The following note types
have specific considerations:
• Highlight with note attached - If the document is a text document, the Width setting
determines the number of columns that will be highlighted on a document. The
Height setting determines the number of rows that are highlighted. Negative values
cannot be entered for this type of annotation.
• Highlight with note attached - If the document is an image document, the Width
setting determines the number of pixels that will be highlighted on a document. The
Height setting determines the number of pixels that are highlighted. Negative values
cannot be entered for this type of annotation.
• Arrow or Ellipse - The Width setting determines the how wide the annotation will be
and in what direction from the specified note position. A negative value will annotate
to the left of the note position. A positive value will annotate to the right. The Height
setting determines the how tall the annotation will be and in what direction from the
specified note position. A negative value will annotate above the note position. A
positive value will annotate below. This is measured in pixels.
• Icon Stamp - The Width and Height settings determine the size of the icon image
that is displayed on the document.

Note: If a note type is an Icon Stamp style and is configured with the Keep Original Icon Size
option selected, in all interfaces except the OnBase Client the icon will display in the default
size, regardless of what width and height are configured at the action level. The OnBase Client
will display the icon in the size configured at the action level.

OnBase 18 430
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Overlapped Text - The Width setting determines how wide of an area is allotted for
the annotation before the text of the annotation is sent to another line. Negative
values cannot be entered for this type of annotation. The Height setting is not
applicable for this type of annotation.

Note: In the ActiveX Web Client, this type of annotation will not appear on a document if the
value of the Height setting is less than 1.

Note: In the Core-based OnBase Client interface, the Overlapped Text note style is only
displayed on image documents.

Note: If 0 is used as the value for both the Width and Height settings, annotations will not be
applied to the document at all for all annotation note types except the Arrow style. If 0 is used
as the value for both the Width and the Height settings, the arrowhead is still drawn, but no line
is draw from the arrowhead.

Option: Display Note for Text Edit

If you want to allow users to edit note text within a note, select the Display Note Text for Edit
option. When this option is selected, the action will display a text box in the User Interaction
window for users to edit text associated with the note created on the document.

Caution: The Core-Based interfaces allow you to enter more than 249 characters when the
Display Note Text for Edit option is selected. Notes with text greater than 250 characters will
be truncated to 250 characters.

Option: Place Note On Page

This option specifies on which page the note is placed. Select a page option from the drop-
down select list.

Note: This option does not work with multi-page PDF or OLE documents.

The following options are available:

• First Page - Places the note on the first page of the document.
• First Non-Blank Page - Places the note on the first page that is not blank.
• Current Page - Places the note on the current page of the document.
• Last Page - Places the note on the last page of the document.
• Specified Page - Enter a specific page number in the field provided. If the specified
page is out of range on the document, the note is placed on the first page of the
document.
• Prompt for Page - Allows the user executing the action to select where to place the
note.

OnBase 18 431
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Get Note Type from Property

You can acquire the source note type from a property value by selecting Get Note Type from
Property and entering the property in the field.

Option: Allow User to Cancel

To allow the user executing the action to cancel the creation of a note, select Allow User to
Cancel . If a user clicks Cancel while executing the action, the note is not created.

Note: The Allow User to Cancel option is not supported in the OnBase Client Classic Workflow
Interface.

Create or Update Agenda Item From Document

Note: An Agenda license is required to configure and use this action.

This action allows you to use a document (typically an E-Form) to add, update, or clear agenda
items. Before configuring this action, ensure that you have completely configured all necessary
items in the Agenda client.

Note: This action is only supported in the Core-based Client and Unity Workflow interfaces.

Tip: As a best practice, this action should only be used as a System Task when you are creating
a new Agenda Item and the Agenda Item Primary Key can be set to Constant Value of 0 .

Note: Exporting this action requires a destination database that already contains a meeting
type or agenda item type.

Option: Agenda Item Information Mapping

Agenda Item Information Mapping is used to associate Agenda Item Fields with values from an
OnBase E-Form or document.
To perform Agenda Item Information Mapping:

1. Click Configure .
2. The Agenda Item Information Mapping dialog box is displayed.
3. Select one of the following required Agenda Item Fields:
• Agenda Item Type - Used to classify individual agenda items.

OnBase 18 432
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Agenda Item Primary Key - The unique numeric value assigned to the agenda item by
OnBase. This value is assigned when you create an agenda item, and used by OnBase
to update the agenda item.
When the Agenda Item Primary Key is set to a non-0 value, or a value that does not
match that of an existing agenda item, users will be prompted to create a new
agenda item when executing this task.

Note: Prompting users to create a new agenda item is not supported in the Unity Workflow
interface.

Tip: When mapping the Agenda Item Primary Key to a Constant Value , use 0 to create new
agenda items. You can also map the Agenda Item Primary Key to an E-Form Field Name. Doing
so keeps this value hidden on the E-Form that you are using to update agenda items.

• Meeting Type - The name of the type of meeting the item is associated with.

Note: Ensure that any configured Agenda Item Fields are compatible with the selected Meeting
Type. Agenda Item Fields are configured and assigned to Meeting Types, as described in the
Agenda documentation.

• Agenda Item Title - The title of the agenda item.

4.Select one of the following from the Get From drop-down list:
• Constant Value - A Constant Value will be used to populate the Agenda Item Field.
Specify a value in the drop-down list or in the Name or Value field.
• E-Form Field Name - An E-Form Field Name will be used to populate the Agenda Item
Field. Type the E-Form Field Name in the Name or Value field.
• Keyword Type - A Keyword Type will be used to populate the Agenda Item Field.
Select a Keyword Type from the Keyword Type drop-down list.
• Workflow Property - A Workflow Property will be used to populate the Agenda Item
Field. Type the Workflow Property in the Name or Value field.

Note: The Constant Value , E-Form Field Name , or Workflow Property cannot exceed 255
characters.

5.Click Update .
6.Repeat steps 4 and 5 for the remaining required Agenda Item Fields.
7.Select any optional Agenda Item Fields from the Agenda Item Field drop-down list and
configure them by performing step 4 and clicking Add . The Agenda Item Fields available
from this drop-down list correspond to the Agenda Item Field names that were created
via Agenda administration.
If the agenda item will be closed session, select Agenda Item Closed Session Flag .

Note: The Attachment Exclude From Packet Flag , Closed Session , Status , and Requestor
selections are reserved for future functionality.

8.When you have finished configuring Agenda Item Fields, click Close .

OnBase 18 433
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

9.In the Property to Store Agenda Item Primary Key field, type Agenda Item Primary Key .
10. To configure Related Documents , select Attached Related Documents . Related
documents become supporting documents for agenda items.
See Related Tab on page 718 for more information.
11. From the Keyword Type to Set Related Document Order drop-down list, select the
Keyword Type being used to store the order of supporting documents attached to
agenda items. If a Keyword Type has not been assigned to related documents for the
purpose of storing the order of supporting documents attached to agenda items,
Keyword Type to Set Related Document Order can be left blank.
12. Click Apply .

Tip: It is considered a best practice to check the resulting property value immediately after the
Create or Update Agenda Item from Document action is executed by configuring the following
rules: Check Last Execution Result and Compare Property Value. Configure the Check Last
Execution Result to verify that the Create or Update Agenda Item from Document action
occurred. Configure the Compare Property Value rule to use the property value that was set by
the Property to Store Agenda Item Primary Key in the Create or Update Agenda Item from
Document action.

Create PDF/TIFF File

Note: A PDF Framework license is required to configure and use this action.

This action allows a user to create a text-based PDF rendition of any Microsoft Word,
PowerPoint, Excel, Outlook, or Email document, as well as RTF, PCL, HTML, XML, E-Form, or
Virtual E-Form documents. You can create an image-based PDF of any PDF, PDFA, PDFE, PDFX,
text, image, or Unity Form document. In addition, you can create a new TIFF image document
from any Microsoft Word, PowerPoint, Excel, Outlook, or Email document, as well as any RTF,
PDF, PDFA, PDFE, PDFX, HTML, XML, Unity Form, E-Form, or Virtual E-Form document, or a TIFF
image rendition of any RTF, PDF, PDFA, PDFE, PDFX, HTML, XML, Unity Form, E-Form, or Virtual
E-Form belonging to a Document Type that has renditions enabled.

Note: This action is not supported in the Classic Client interface.

Caution: During the conversion process, some formatting may be lost. Tables, images, Word
Art, Clip Art, shapes and other non-text portions of the Word document can be altered in the
conversion process. Margins, borders, and columns can be slightly altered during the
conversion process as well.

Caution: This action supports the following versions of Microsoft Word: 97, 2000, 2002, 2003,
2007, 2010, and 2013. Microsoft Word versions 6 and 95 are not currently supported by this
action.

OnBase 18 434
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: File Type

Select PDF or TIFF to determine which file type is created.

Option: DPI
Select the DPI that you want to use to create PDFs and TIFF images through this action.

Option: Keep Color

If you want to maintain the color in the Word document upon conversion, select this option.

Note: When converting to PDF, the Keep Color option is not available. All text-based PDF
documents preserve the colors of the original source document.

Option: As Rendition of Active Document

If you want the new converted document to be a rendition of the current, active document,
select this option.

Option: As New Document

If you want the converted document to be a new document, select this option. When this option
is selected, the following options are enabled. When As New Document is selected, the
following options are available:

Option: Document Type

Select the Document Type in which you want to store the new document.

Option: Inherit Keywords

If Inherit Keywords is selected, the following options are enabled:
• Inherit All - All Keyword Values on the current document are inherited by the new
document.
• Inherit Selected - Selected Keyword Values are inherited by the new document. The
Configure button is enabled. Click Configure and select the Keyword Types from
which you want the new document(s) to inherit values.

Option: Inherit Note(s)

If this option is selected, notes from the current document are inherited by the new
document(s).

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.

OnBase 18 435
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Initiate Workflow

If this option is selected, Workflow is initiated for the newly created document(s).

Option: Break processing on failure

If this option is selected, if an error occurs during execution of this action, Workflow will stop
executing the rest of the task list.

Create Release of Information Request

Note: This action requires a Release of Information license.

Creates an ROI request using Keyword Values from a newly created document. Map Keyword
Types to the appropriate items so that the entered values are used in a request.

Note: This action is supported only in the Core-based OnBase Client, Web Client, and Unity
interfaces.

Note: If you select a Keyword Type that does not exist on the Document Type, a warning is
displayed within the associated Keyword Type drop-down list.

Request Information Tab

Keyword Types can be assigned to the following items in the Request Information tab:
• Request ID (required)
• Facility (one is required)
• Facility ID
• Facility Name
• Reason
• Request Due Date

Patient Information Tab

Keyword Types can be assigned to the following items to add patients or charts to the request.
An ROI user still must use the Add Attachments wizard to add documents to the request.
• Patient ID
• Patient Name (These settings are available for incremental upgrade purposes only.
They are not used with the current version of the Release of Information module.)
• Full Name
• Last Name
• First Name
• Date of Birth (This setting is available for incremental upgrade purposes only. It is
not used with the current version of the Release of Information module.)

OnBase 18 436
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Date(s) of Service
• From
• To

Requester Information Tab

Note: If you are using Release of Information in Integrated Mode, items on this tab are not
applicable.

Keyword Types can be assigned to the following items to populate the corresponding
Requester Information and Shipping Address fields on the request form:
• Name
• Phone
• Shipping Address
• Line 1
• Line 2
• City
• State/Province
• ZIP/Postal Code
• Country

Create SAP Work Item

Note: This action is only available is only enabled if your system is licensed for Connector for
use with SAP Archivelink.

Sends a request to a SAP content server asking it to create a work item for the document. The
action does not perform validation on the object type and SAP Document Type.

Note: If the SAP Document Type for the work item is changed to a Document Type belonging to
a separate repository, a new document will be stored in OnBase under the linked OnBase
Document Type for that repository. The new document will not include any OnBase metadata
(Keyword Values, notes, etc.) from the original document.

OnBase 18 437
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To configure this action:

1. Select the appropriate Content Server from the drop-down list. You can also click the
button to the right of the drop-down list to create a new content server, or modify an
existing content server.
a. To create a new content server, select New . The SAP Content Server Configuration
dialog is displayed.

b. Enter a descriptive name for the content server in the Name field.
c. Enter the URL for the content server in the Content server URL field. This is the name
of the machine where the content server is installed, with the virtual directory
appended to the end of the machine name. In a typical installation, the virtual
directory would be named archivelink.
For example: machinename/archivelink

Note: You do not need to include the http:// prefix for this field.

Note: The default port number can be overridden by specifying a port number in the address.
The following format can be used: address:portnumber

d. Select the Use SSL check box if you want to use an HTTPS binding with this content
server.
e. Click OK .
2. Enter the Object Type .
3. Enter the SAP Document Type .
4. If you want to use the autoname string of the document as the Work Item Name in SAP’s
inbox, select the Use OnBase Auto-Name for Work Item Name option. In order to use
this option, additional configuration is required in SAP. See the Connector for use with
SAP ArchiveLink documentation for more information.
5. When finished, click Apply

Create WorkView Object from this Document

Note: This action is only available when licensed for WorkView.

OnBase 18 438
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Allows the user to create a WorkView object, pulling the attribute values from Keyword Values
on the current document. The user can only specify one Document Type Association per
Document Type.

Note: This action is not functional in the Classic Client interface.

Note: WorkView must be installed on the database in which you want to configure this action.
If you import a life cycle into a database, that database must have WorkView installed to
successfully import the life cycle.

To configure this action:

1.Select a Document Type from the Document Type drop-down list. Only the Document
Types that have associations will be listed.
2.Select a Document Type Association from the drop-down list. The Document Type
Associations listed are associations configured at the class level for the selected
Document Type.

Note: The Document Type Association selected determines the attribute/keyword type
mapping, and therefore, the values that populate the attribute fields of an object upon creation.

3.Click Add .
4.Repeat steps 1 through 3 for each association you want to create an object for.
5.If you want the object to display after it is created, select the Display Object option. This
can allow you to enter data into fields that have not been mapped to a Keyword Type.

Note: The Display Object option is only supported in the Web Client and Unity interfaces. The
OnBase Web Server is required to display WorkView objects from the Unity interface.

Note: The Display Object option is not functional when this action is running as timer work.

Note: When the Display Object option is selected, the user executing the action must have
sufficient rights to the class.

Caution: When a relationship attribute is used during object creation, if more than one object is
found for the relationship attribute’s value, the first object found is used for the relationship. If
an object is not found that matches the relationship attribute’s value, a new relationship object
is created.

Option: Save Object ID to Property

If you want to save the ID of the object created, select Save Object ID to Property and enter the
name of the property you want to store the ID in the field.

OnBase 18 439
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Delete Document
Deletes the document from OnBase. The document is no longer accessible through normal
retrieval. The document may be recovered using the Document Maintenance window.

Option: Abort Processing After Delete

If the Abort Processing After Delete option is selected, processing is aborted after the current
document is deleted.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Delete Note
Removes specified note type from the document.

Note: Notes will be deleted using this action regardless of the note type privileges the currently
logged in user has outside of Workflow.

Note: When deleting a note, if more than one note of the specified type exists on the document,
all notes of the same type are deleted from the current document.

You must specify the type of note to delete by selecting it from the Note Type drop-down list.

Option: Get Note Type from Property

You can specify the source note type from a property value by selecting Get Note Type from
Property and entering the property in the field.

OnBase 18 440
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Display Document
Note: This action is not supported in the OnBase Mobile interfaces.

Caution: If a user executing this action does not normally have rights to view the document the
action is executed upon, executing this action will give the user viewing privileges to the
specified document for the duration of their session.

Note: The Display Document action respects the Override Document Modification Privilege . If
users do not have rights to modify documents, and the Override Document Modification
Privilege option is not selected, users cannot modify documents displayed using the Display
Document action.

The Display Document action will display the document to the user. By default, if the related
document viewer is not open, the document will display in the primary document viewer. If the
secondary document viewer is open, the document will display in the secondary document
viewer.

Note: If the document has any unsaved changes, when the action is executed, a prompt is
displayed asking if the user wants to save the changes. If No is selected, any unsaved changes
are lost.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Default Behavior

If you want to use the default behavior, select Default Behavior .

Option: Use Primary Pane

If the Use Primary Pane option is selected, the document is displayed in the primary viewer.

Note: When the display document action is configured to display a related document, the Use
Primary Pane option is selected, and the action is the last action in a task list, the related
document will only display for a brief moment in the primary pane before the interface
refreshes and restores focus to the primary document.

OnBase 18 441
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Display in Separate Window

You can specify that the document should open in a separate window by selecting the Display
in Separate Window option.

Note: When performing this action directly from an Outlook e-mail message using the
Integration for Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, or Integration for
Microsoft Outlook 2016, the document will always be displayed in a separate Document Viewer
window. This is because Outlook does not have its own viewer.

Option: Use Top-Level Window

Note: The Use Top-Level Window option is supported only in the OnBase Client.

The Use Top-Level Window option is enabled only when Display in Separate Window is
selected. The Use Top-Level Window option works in conjunction with the Reuse Top-level
Window for Displaying Document workstation option.
When a workstation also has the Reuse Top-level Window for Displaying Document option
selected, documents will use only one window to display all documents. If there are multiple
documents displayed, only the last document is displayed. If this option is not selected,
documents will use a new window for each document.
The Use Top-Level Window option causes the document to be opened in a window that can be
dragged outside of the Workflow window to display it on a second screen’s desktop (if using
dual monitors).

Note: When using the Use Top-Level Window option, the Delete Document option is
unavailable in the separate window.

Display Folder for Document

This action will open the File Cabinet window with the folder to which the document belongs.

Note: This action is not supported in the OnBase Mobile interfaces.

If the document is associated with multiple folders, all of the folders are listed in the bottom
left pane. If the document within Workflow does not have a folder associated with it, a message
will display stating No Folders Found . In addition, users are prompted with a message that no
folders were found if they do not have the rights to access a folder in which the document
resides. If a user does not have rights to the Document Type that is in the folder, the document
will not display in the folder.

OnBase 18 442
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Display Medical Record Chart Pop

This action is maintained for legacy purposes only. For new medical deployments, please use
the OnBase Patient Window.

Exclude from Document Retention

Excludes current document from being purged or evaluated by the Document Retention
processor. The Document Type the document belongs to must be configured for use with
Document Retention.

Note: This action requires the Document Retention license.

You must enter a reason for the exclusion in the Reason for Exclusion text box. If a reason is
not entered, the action will not execute successfully.

Export to Network Location

Note: The action is not supported in the OnBase Client Classic Workflow interface

Generates a text file containing configured values associated with the document the action
executes upon. A copy of the document the action executes on can be placed in the same
directory as the index file. In addition, a compressed zip file can be created that contains the
index file and copies of the document(s).

Note: Any Date Keyword Types will be displayed in the format of the local workstation’s
Regional Settings Format.

Option: Source
In the Source drop-down select list, define whether you want the action to execute on the
current document in the queue or related documents and obtain data from the defined
document.
If you are configuring the action for related documents see Related Tab on page 718 for more
information.

OnBase 18 443
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Export
Select one of the following options from the drop-down select list:
• If you want to export only the document to the network location, select Document
Only from the drop-down select list.
• If you want to export only the generated index file to the network location, select
Index File Only from the drop-down select list.
• If you want to export both the document and the generated index file to the network
location, select Document and Index File from the drop-down select list.

Note: If you are exporting an index file, you must configure the data you want to include in that
index file within the Index File tab. If you do not configure any field mappings, a file is not
generated. See Index File Tab on page 446 for more information.

Option: Network Location

Specify the directory where you want the file(s) saved. This should be a network location to
which the user configured to run the IIS application pool, or the user being impersonated, has
appropriate rights.

Note: If the folder specified does not exist, it will be created.

Select one of the following options:

• If you want to enter a specific network location, select Specify Network Location .
Enter a specific directory in the field. You can use the Browse button to navigate to
the directory.
• If you want to pull the network location from a property, select Get Network Location
from Property and enter the name of the property containing the network location in
the field.

Option: Compressed File Properties

If you want the generated file(s) compressed, select Compress Contents . Specify the name of
the generated file in the Compressed File Name field. Include a .zip extension to the filename.
When the Compress Contents option is selected, the generated file(s) are placed with the .zip
file.

Note: If the index filename contains spaces, the zip file will not contain the index file.

Note: Unicode characters are not supported in file names.

Option: Break Processing on Failure

When the Break Processing on Failure check box is selected, if the action fails to execute, all
processing will break in the task list and any process after the action will not execute.

OnBase 18 444
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Document Tab
Note: The options in this tab are only enabled when you have chosen to export the document.

This tab contains the configuration options for the exported document.

Option: Document Name

Select one of the following options to determine where the document gets its name:
• If you want to name the exported document based on its Document Handle, select
Use Document Handle .
• If you want to name the exported document based on a property value, select Get
Document Name from Property and enter the name of the property containing the
document’s name in the field.

Option: File Format

The document can be exported either in its native format, as a .tiff file, or with a custom
extension. Select Native Format , Default/TIFF Format, or Custom Extension in the drop-down
select list.

Note: Files exported with a custom extension will still be exported using the file’s native file
format. Only the extension is changed.

If you selected Custom Extension , either select the Constant Value option and enter the
desired custom extension in the field, or select the Property Name option and enter the name
of a property containing the custom extension.

Note: When entering a value in the Constant Value field, the value cannot begin with a period
[ . ].

Option: Page Options

If the native file type of the document supports page range, the page range of the exported
document can be configured. If all pages should be exported, select the All Pages option. If a
range of pages should be exported, select Page Range and enter a range in the field.

Option: Note Options

Note: This option is only available if the File Format is Default/TIFF Format.

If you want any annotation and note icons to be burned onto the exported .tiff document, select
the Annotation and/or Note Icon On Document option.
If you want the text of any notes to be burned onto the exported .tiff document, select the Note
Text On Document option.

Note: The user must have rights to the note or annotation in order for it to be exported.

OnBase 18 445
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Index File Tab

Note: The options in this tab are only enabled when you have chosen to export the index file.

This tab contains the configuration options for the generated index file.

Option: Index File Name

Select one of the following options to determine where the index file gets its name:
• If you want to enter a specific index file name, select Specify Index File Name and
enter the name of the index file that is generated. Include a .txt extension to the
filename.
• If you want to pull the file name from a property, select Get Index File Name from
Property and enter the name of the property containing the file name. The file name
should include the .txt extension.

Note: Unicode characters are not supported in file names.

Note: Properties as arrays are not supported in file names.

Option: Index File Properties

Select one of the following options:
• Select Create New Index File if you want to generate a new index file. Every time the
action is executed, a new file will be generated. This will overwrite the index file if it
was previously generated.
• Select Append to Existing Index File if you want to append data to the index file after
one has been generated. If you want a new file to be generated when one does not
exist, select Create new index file if it does not exist.

OnBase 18 446
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Field Configuration

The Field Configuration section allows you to specify what data you want to include in the
index file. To configure fields:
1. Click Configure . The Field Configuration dialog box is displayed.

2. The Order field will automatically generate the next number in the sequence to define
the order the fields will be displayed in the text file. You can overwrite an existing
mapping by enter the order number associated with that mapping. Upon clicking Map ,
the mapping will be updated.
3. Select the value you want to capture from the document.

Note: If the value of a keyword, property, or constant value begins with = , + , - , or @ , a single
quote ( ’ ) is prefixed to the value.

Select Keyword to map to the Keyword Type selected from the drop-down select list.
Select Keyword Type Group to map to the Keyword Type Group selected from the drop-
down select list.
Select Property to map to the property specified in the field.
Select Constant Value to map to the value entered in the field.

OnBase 18 447
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Click Map .
5. Repeat steps 2 to 4 for each value you want to map.
6. Click OK when finished.
You can delete a mapped value by selecting it and clicking Delete .

Caution: When using a document with Encrypted keywords, encrypted keyword values are
output as blank fields in the index file.

Option: Field Delimiters

Field delimiters enclose each field value and are necessary when a separator is present within
the field. For example, if formatted numeric values include commas (e.g., 2,000) use field
delimiters so the comma within the value will not be read as a separator. Select how you want
fields to be delimited:
• None : Individual field values are not enclosed within characters.
• Single Quote (’) : Individual field values are enclosed in single quotation marks.
• Double Quote (") : Individual field values are enclosed in double quotation marks.

Option: Primary Field Separators

The primary field separator differentiates between each field value and the next. Select how
you want fields to be separated:
• Newline : A new line separates each of the fields.
• Tab : A tab character separates each field.
• Custom : In the text box, type a specific character that the file will use as a separator.
• No Separator : Fields are not separated.

Option: Secondary Field Separators

The secondary field separator differentiates between different values within a single field, for
example, multiple keyword values in a Multi-Instance Keyword Group. Select how you want
fields to be separated:
• Newline : A new line separates each of the fields.
• Tab : A tab character separates each field.
• Custom : In the text box, type a specific character that the file will use as a separator.
• No Separator : Fields are not separated.

Feedback to Revenue Cycle Management

Note: Your database must be licensed and configured for Revenue Cycle Management to use
this action.

This action processes a Denial or AR record by triggering a specific configured RCM action.

OnBase 18 448
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: RCM Followup Actions

Select either Denial or Master Activity , then select the RCM action you want to perform. The
drop-down select lists for each option are populated with configured actions from your RCM
database.

Option: Note Contents

This is the text that will appear in the RCM Followup History for the record. In the Note
Contents field, enter the appropriate text for the note. You can enter Keywords and other
system data into the message using the appropriate symbols, which are entered when you
select the appropriate buttons. These symbols will pull data into the note that is pertinent to
the current primary document.
The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

OnBase 18 449
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Option: Assign
Select one of the following options:
• Assign to User - Assigns the record to a specific user. From the enabled drop-down
select list, choose the user to which you want to assign the record.
• Assign to Group - Assigns the record to a specific group. From the enabled drop-
down select list, choose the group to which you want to assign the record.
• Do Not Assign - No assignment is made.

OnBase 18 450
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Generate Document Packet

Note: The Document Packets license is required to use this action.

The Generate Document Packet action allows you to merge a set of related documents into a
Document Packet. Packet Templates, configured elsewhere in Studio and OnBase
Configuration, dictate the way in which packets are compiled.

Note: This use of this action requires a properly-configured Document Packet Template. For
more information, see the Document Packets documentation.

Note: When executing this action via a scheduled Workflow timer through the Unity Scheduler,
the Display Packet Content Selection Window option must be disabled for both the Workflow
Action and the relevant Document Packet template.

Option: Packet Template

Select the Packet Template to be used with the Document Packet.

Option: Override Archive(d) Document Type

Select Override Archive(d) Document Type if you would like the completed Document Packet
to be indexed into a Document Type other than the one dictated by the Packet Template. When
this option is selected, you must select the Document Type into which the Document Packet is
to be indexed.

Option: Keywords
Specify the Keyword Types and Values used to index the completed Document Packet.
• Click Add to add a new Keyword Type and Value to the Keywords list.
• Click Modify to edit the Keyword Type and Value of the selected keyword.
• Click Delete to delete the selected keyword

Note: These keywords may be changed by users if the Display Packet Content Selection
Window option is selected and the Packet Template allows the user to change the Keyword
Value during creation.

Tokens may be used with Keyword Types.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 451
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 452
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Option: Display Packet Content Selection Window

Select Display Packet Content Selection Window if you would like to allow or require users to
manually edit Document Packets before they are indexed. Selecting this option will display the
Packet Content Selection dialog box, where users can adjust Document Packet keywords and
contents within the limits of the Packet Template.
If this option is not selected, Document Packets are generated and indexed without user
interaction.

Option: Property for document handle of generated packet

Enter the name of the Property to which you would like to store the completed Document
Packet’s document handle.

OnBase 18 453
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Import Document
Allows users to import a document into OnBase. When the action is executed, the Import
Document dialog box is displayed.

Note: This action is not supported in the OnBase Mobile interfaces.

Caution: If you are using encrypted keyword functionality, encrypted keywords are not masked
and the values are displayed as read-only in all interfaces.

Note: This action allows a user to import documents into a Document Type for which they do
not have rights. In addition, a user does not need to have the Create Revision privilege granted
in order to create a revision of a document. After executing the action, the right to import a
document into a Document Type for which the user does not have rights will last 90 minutes.
After that time has elapsed, if the task has not been completed, the task will fail.

Caution: If a user executing this action does not normally have rights to view the document the
action is executed upon, executing this action will give the user viewing privileges to the
specified document for the duration of their session.

Option: Default Document Type

The Document Type selected from the drop-down select list will be the default Document Type
selected when the Import Document dialog box is displayed. If a default Document Type is not
specified, you will be able to select the appropriate Document Type and file type.

Option: Enable Document and File Type Combo Boxes

If the Enable Document and File Type Combo Boxes option is selected, the File Type and
Document Type drop-down select lists will be enabled in the Import Document dialog box. This
option is only enabled when a default Document Type is selected. If this option is not selected,
documents will be imported using the selected default Document Type. When <None> is
selected, the Enable Document and File Type Combo Boxes option is automatically selected.

Note: If a default Document Type is selected and the Enable Document and File Type Combo
Boxes option is not selected, users that do not have rights to the default Document Type will be
able to import documents into the Document Type using this action.

Option: Keywords

Note: When using this action to create a revision of an existing document, an additional
instance of a Keyword Value is added if one instance already exists.

If you want to specify a Keyword Value to automatically be populated in the Import Document
dialog box, select a Keyword Type from the drop-down menu and enter the Keyword Value in
the field.

OnBase 18 454
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Inherit Keywords

Using the Inherit Keywords option, the user can specify that either all or some of the keywords
in the current document are copied to the imported document. Selecting this option enables the
Inherit All and Inherit Selected options and the Configure button.
• Inherit All - All Keyword Values are inherited from the active document.
• Inherit Selected - Only specific Keyword Values are inherited from the active
document. Click Configure and select the appropriate Keyword Types from which
you want to inherit values.

Note: In the Unity Client, common Keyword Types in different Multi-Instance Keyword Type
Groups are inherited regardless of whether the Inherit All or Inherit Selected option is
selected.

Note: In the Core-based and OnBase Client Classic Workflow interfaces, an instance of Multi-
Instance Keyword Type Group is not inherited if all of its keyword values are the same as
another instance. In the Unity Client, all instances are inherited.

Note: In the Unity Client, if a Multi-Instance Keyword Type Group instance contains blank
values, another instance will also be inherited with the default values for those keywords and
blank values for the remaining keywords in that instance.

Option: Fill Document Handle Keyword(s)

If you check the Fill Document Handle Keyword(s) check box, the new document and the
primary document inherit each other’s document handle number keyword values for the
Document Handle keyword. OnBase keyword Document Handle must be assigned to both
Document Types involved in the exchange. This configuration enables the new document,
which had no link to the primary document via a common keyword, to become a related
document based on the document handle when actions and rules are configured to use the
Document Handle option to identify related documents. If the primary document already had a
value in the Document Handle Keyword Type, the document handle of the new document is
added to the primary document as a Document Handle Keyword Value and does not replace the
previous value.

Note: If the primary document belongs to a closed or cutoff Records Management folder, the
Document Handle keyword value will not be copied from the new document to the primary
document.

OnBase 18 455
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Options Tab
Option: Display Document
The user can use the Display Document option to specify that the imported document should
be displayed in the primary pane, secondary pane or a separate window. Select one of the
following options:
• Primary Pane - Displays the new document in the primary pane in the place of the
main document.
• Secondary Pane - Displays related documents in the secondary pane.
• Separate Window - The document opens in a separate window. The Top Level
Window check box causes the document to be opened in a window that can be
dragged outside of the system window to display it on a second desktop (if using
dual monitors).

Option: Default Initiate Workflow

The Default Initiate Workflow options allow the user to specify that the Initiate Workflow
check box in the Import Document dialog box be checked or unchecked by default. Select one
of the following options:
• On - The check box will be selected by default.
• Off - The check box will not be selected by default.
• None - Whether or not the Initiate Workflow check box is selected will be determined
by the DoNotInitiateWorkflow setting in the onbase32.ini file.

Option: Allow Modify Keywords

The Allow Modify Keywords option specifies if the Keyword Values can be edited in the Import
Document dialog box. The Document Date field is disabled when Allow Modify Keywords is not
selected. The action configuration options override all user group privileges.

Option: Enable Initiate Workflow

The Enable Initiate Workflow option specifies that the Initiate Workflow check box in the
Import Document dialog box be enabled or disabled.

Note: The Default Initiate Workflow and Enable Initiate Workflow options are not supported in
the Unity Client. If the document being imported using this action is assigned to a Document
Type associated with a life cycle, that document will be entered into the associated life cycle.

OnBase 18 456
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Copy Document Handle to Property

You can copy the document handle of the item to a property by selecting the Copy Document
Handle to Property option and entering the name of the property you want to copy the value to.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Caution: The action configuration options override all user group privileges.

Using this Action with WorkView

When this action is configured in a life cycle that routes WorkView objects, an Attributes tab is
available for configuration. This tab is used in conjunction with the Inherit Keywords option
when it is selected and Inherit All is selected.

Option: Application
Select the application that contains the class of the object you will be executing the task upon.

Option: Class
Select the class the object you will executing the action upon resides.

Option: Initial Keyword Mappings

Note: When using this setting, the Inherit Keywords option must be selected.

You can map attribute values to Document Type value for the new document in the following
ways:
• WorkView Class Defaults : This option will use the default Keyword Type Map and
Upload Document Types settings configured in the class’s Document Types tab. If
nothing is configured in this tab, no mapping will occur.

Note: If a Default Document Type is selected, it will override any Upload Document Type
selected.

• Document Type Association : This option allows you to specify a specific Document
Type Association to use a specific Document Type and to map attribute values to
Keyword Type values. You can create or modify a Document Type Association by
selecting the drop-down select list next to the Document Type Association field and
selecting New or Modify .
• Attribute Keytype Map : This option allows you to specify a specific Keyword Type
Map to map attribute values to Keyword Type values. In the Client when a Document
Type is selected that contains Keyword Types specified in the mapping, the attribute
values will be mapped automatically to the Keyword Type. You can create or modify a
Keyword Type Maps by selecting the drop-down select list next to the Attribute
Keytype Map field and selecting New or Modify .

OnBase 18 457
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Suppress keyword update on Document Type change

When this option is selected, Keyword Type values will not be updated if the Document Type is
selected.

Option: Attach the uploaded document to the WorkView object

When this is selected, the uploaded document will be attached to the currently displayed
WorkView object.

Option: Copy document handle to document attribute

When this option is selected, you can specify a Document attribute to copy the new document’s
handle to.

Mark As Ready for Document Transfer

Note: Document Transfer requires the Document Transfer license.

This action marks a document as ready to be transferred in a Document Transfer export

package as it transitions from one Workflow queue to another, even if no updates that would
normally trigger Document Transfer were made to the document.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

The next time a Document Transfer export package is processed, documents marked with this
action are added to the export package and transferred to the receiving site, if the package is
configured for the Document Type of those documents.
If a document is marked as ready for transfer using this action, but the Document Type of that
document is not currently configured to be added to an export package, this action has no
effect.

Place Hold on Managed Folder

Note: This action requires the Records Management license.

This action places a hold on the managed folder that is associated with the current, active
document.

Caution: This action overrides the privileges assigned to users for Records Management.

Holds are placed only on folders that are eligible based on their disposition status and that
belong to a folder of a managed folder type that is associated with the hold set/hold reason
configured.

OnBase 18 458
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Hold Set

Select the Hold Set you would like to use to place holds. Hold sets are associated with specific
Managed Folder Types. This drop-down select list will contain the hold sets that are configured
for managed folder types. If you select <Any> , all hold reason configured in the system are
available for selection in the Hold Reason drop-down select list.

Option: Hold Reason

From the Hold Reason drop-down select list, select the hold you want to place on folders. This
drop-down will populate the holds that have been configured in the Hold Set selected.

Option: Reason Text for Hold

If you want to use the reason that was configured for the hold, select Use Reason Text
Configured for the Selected Hold .
If you want to configure another reason for the hold when placed via this Workflow task, select
Configure Another Reason Text and enter the appropriate text in the field.

Post Event on Managed Folder

Note: This action requires the Records Management license.

This action posts an event on the managed folder that is associated with the current, active
document. Events are posted only on folders that are eligible based on their disposition status.

Caution: This action overrides the privileges assigned to users for Records Management.

Option: Event Set

In the Event Set drop-down select list, select an event set to narrow down the events listed in
the Post Event drop-down select list. If you select <Any> , all events configured in the system
will be available for selection in the Post Event drop-down select list.

Option: Post Event

In the Post Event drop-down select list, select the event to post on a managed folder. The
selected event will only post on folders that belong to folders types that were configured to use
the selected event.

Note: The -RIMSERVER command line switch must be present on the Client executable for this
action to function correctly. When using this action in the Core-based interfaces, a delay may
occur before the posting of an event.

OnBase 18 459
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Event Date

If the event selected was configured with the Allow User to Set Event Date option selected, the
Event Date options are enabled. Select one of the following options:
• Current Date - The current date at the time the task was executed is used as the
event date.
• Specific Date - The date entered will be used as the event date.
• Property Value - The date from the property specified in the field will be used as the
event date.
• Keyword Value - The date value from the Keyword Type selected from the drop-down
select list is used as the event date.

Caution: The Allow User to Set Event Date option is not supported in the Classic Client
interface.

Note: When using the Property Value or the Keyword Value option, the value of the property or
Keyword Type must be a valid date or date/time value.

Print Batch
This action allows users to print multiple documents in multiple Document Types in one
printing batch.

Option: Folder Type

This action will print the contents of the folder specified in the Folder Type drop-down select
list.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

The order documents are viewed and/or printed using the work folder is controlled by the Order
Documents By option configured on the Display tab in folder configuration.

Option: Print Queue

The batch will be sent to the queues specified in the Print Queue drop-down select list.

OnBase 18 460
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Print Format

Allows you to select a print format to use during printing. Print formats are configured in the
Configuration module under Printing | Print Formats . See the System Administration
documentation for more information.

Note: Regardless of the Enable User Group based Print Format security option global client
setting, the print format selected will be available when this action is executed.

Note: If printing an OLE or HTML document, format settings for the document override the print
format settings.

Caution: The Application Server and Web Client interfaces do not support the Default Printer or
Local Print Queue options. The Unity interface does not support the Local Printer option.

Note: If the user that initiates this action does not have rights to the specified print queue, the
rights will be overridden and the user will have access to the print queue for use with action.

Note: Static folders are not available for selection.

Option: Show Print Dialog

If the Show Print Dialog option is selected, the Print dialog box will be displayed, allowing you
to select options before printing.

Note: If the Show Print Dialog option is not selected, Overlays will not be printed on the
document.

Note: The Show Print Dialog option is not supported in the OnBase Mobile interfaces. This
option is not supported in the Standard mode HTML Web Client when printing with a Network
Print Queue.

Note: When printing to a Named network print queue, a workstation must be running as a Print
Server when using the Web Client interface.

Option: Print First Revision

When this option is selected, the first revision of the document is printed; otherwise the latest
revision of the document is printed.

Note: This option is not supported in the Classic OnBase Client interface.

Note: This option is disabled when Show Print Dialog is enabled.

OnBase 18 461
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Include Current Document in Batch

If the Include Current Document in Batch option is selected, the current active document will
be printed with the batch. If the option is not selected, the current active document will not be
printed with the batch.

Note: If the current active document also exists in the folder and the Include Current
Document in Batch option is selected, the document will be printed twice. In the Core-based
interfaces, if this setting is not selected and the current active document exists in the folder,
the document will be printed once. In the Classic Client interface, if this setting is not selected
and the current active document exists in the folder, the document will not be printed at all.

Print Document
The document goes to the print queue configured in the client as the default print queue. All the
settings used for printing are the defaults specified in the print format for the document type,
unless a specific Print Queue , Start Page , or End Page is specified in the action. Clear the Print
Dialog check box if you want printing to occur with no user interaction.

Caution: When used in system work and the documents are brought into the system using the
Fax Import Integration for Captaris RightFax or Integration for Open Text Fax Server, RightFax
Edition modules and a local printer is used, this action will not function. If you want to use this
action in system work with the Fax Import Integration for Captaris RightFax or Integration for
Open Text Fax Server, RightFax Edition modules, it is recommended that you use a network
printer. If you must use a local printer, you can configure this action using a timer and the
OnBase Client running as a Timer Server.

Option: Print Queue

Allows you to send the document to an OnBase-configured print queue specified by a selection
from the Print Queue drop-down list.

Caution: The Application Server and Web Client interfaces do not support the Default Printer or
Local Printer options. The Unity interface does not support the Local Printer option.

Option: Print Format

Allows you to select a print format to use during printing. Print formats are configured in the
Configuration module under Printing | Print Formats . See the Configuration documentation for
more information.

Note: Regardless of the Enable User Group based Print Format security option global client
setting, the print format selected will be available when this action is executed.

Note: If printing an OLE or HTML document, format settings for the document override the print
format settings.

OnBase 18 462
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Show Print Dialog

When a print action executes and the Show Print Dialog check box is selected, the Print dialog
box displays before the current document or related document (depending on the action type
selected) is sent to the printer.
De-select the Show Print Dialog box to send the current/related document directly to the
printer.

Note: If the Show Print Dialog option is not selected, Overlays will not be printed on the
document.

Note: The Show Print Dialog option is not supported in the OnBase Mobile interfaces.

Note: When Show Print Dialog is selected, the Print Format selected will be available for
selection in the Print dialog box when the action is executed regardless of user rights to the
print format.

Note: When using the HTML Web Client, the Windows Print dialog box is displayed, regardless
of whether or not the Show Print Dialog option is selected. The Print Format cannot be
changed in this dialog box.

Note: When this task is executed in the Core-based OnBase Client interface or the Unity Client
with Show Print Dialog enabled, if Cancel is selected from the Print dialog, the Last Execution
Result is set to false and the task is aborted.

Option: Print First Revision

When this option is selected the first revision of the document is printed, otherwise the latest
revision of the document is printed.

Note: This option is only supported in the Web and Unity Workflow interfaces.

Note: If the Show Print Dialog option is selected, Print First Revision is disabled.

Option: Print Specific Pages

Selecting this check box allows you to specify a specific page range to be printed within a
document.

Note: When printing to a Named network print queue, a workstation must be running as a Print
Server when using the Web Client interface.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

OnBase 18 463
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Purge Document
This action removes all database entries for a document and it will not be accessible by any
means in OnBase including Document Maintenance.

Caution: This action will remove the current document from OnBase. The removal is total,
permanent, and irreversible. Please ensure this action is only applied to documents that do not
contain important data.

Note: Documents that are under retention using the Document Retention module cannot be
purged using this action.

Note: Documents purged using this action will not appear in the SYS - Document Purge
Report .

If more than one person is accessing the same document, the document can be purged by the
first person to open the document by initiating the purge action. If the second user tries to
purge the document, nothing happens. If you are using the Classic Client interface, this action
removes the document’s physical file from the Disk Group(s) unless the document is currently
displayed in the viewer. If the document is displayed in the viewer when the action is executed,
the document’s physical file will not be removed from the Disk Group. When using a core-based
interface, the action does not remove the document’s physical file from the disk group. This
action does not remove the physical files for documents contained in Disk Groups that are
offline or otherwise inaccessible.

Option: Action will purge only documents having a file format of ’Electronic form’, ’Virtual
Electronic Form’, ’Unity Form’, or ’Image Form’.
If the Action will purge only documents having a file format of ‘Electronic Form’, ‘Virtual
Electronic Form’, ’Unity Form’, or ’Image Form’. option is selected, only documents that are
Electronic Form, Virtual Electronic Form, Unity Form, or Image Form file formats will be purged
from OnBase. All documents with other file formats will not be purged.

Option: Action will purge any document

If the Action will purge any document option is selected, any document will be purged,
regardless of the file format that is used.

Note: If a COLD, Check Import, or DIP process is running, the physical file being used by the
process does not delete the physical file, but the references to the current document are
removed from OnBase. DIP processes that are affected have a DIPDocumentPerFile
onbase32.ini setting >1.

OnBase 18 464
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Push Document into Cache

This is legacy functionality. This action cannot be created or configured. Existing
configurations are read-only, but they will continue to execute in the OnBase Client Classic
Workflow interface as configured.

Note: The OnBase Client Classic Workflow interface is being deprecated for eventual removal
from the Workflow module. The OnBase Client Classic Workflow interface is currently available;
however, it will not be available in OnBase 21 and subsequent versions of OnBase. Once the
OnBase Client Classic Workflow interface is deprecated, this action will no longer execute.

Queue Document for OCR

Note: In order to use this action, the system must be licensed for Ad hoc Advanced Capture,
Advanced Capture, Ad hoc Document OCR, Batch OCR, or Full-Page OCR. In addition, the
required OCR software must be installed and the Document Type to which the document
belongs that the action will be executed upon must be configured appropriately for OCR
functionality. In order to view the queued documents, an Advanced Capture license is required.
For more information on installing and configuring the Hyland OCR Engine, see the Batch OCR
module reference guide.

Places the document in the Awaiting Ad Hoc OCR queue.

Note: This action is not supported in the Classic Client interface.

Option: None
If you want the document to be sent to the Awaiting Ad Hoc OCR queue, select the None
option. This option requires either the Batch OCR license or the Ad hoc Document OCR license.

Option: Advanced Capture

If you want the document to be sent to the Awaiting Ad Hoc Advanced Capture queue, select
the Advanced Capture option. This option requires either the Ad hoc Advanced Capture license
or the Advanced Capture license.
This option requires that the documents being automatically indexed are image documents.

Note: A script can be created that will check the status of the document in the Data Capture
Server Windows Service process.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

OnBase 18 465
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Re-Index Document
Allows primary documents within a life cycle queue to be re-indexed.

Note: This action is not supported in the OnBase Mobile interfaces.

Note: When using the Web Client, this action will ignore document locks on documents that are
locked outside of Workflow.

Note: This action will not re-index a document that is a signed E-Form. If this action encounters
a signed E-Form, the last execution result is set to FALSE. If this action is part of a task list, the
task list is not aborted if a signed E-Form is encountered.

Note: Unity Form Document Types cannot be re-indexed to another Document Type using this
action.

Note: When this action is initiated on a document, the document’s current Document Type is
available for selection during re-indexing, regardless of the currently logged in user’s Document
Type rights.

Note: When a document is re-indexed that is being managed by Document Retention, only the
Document Type to which the document belongs will be available for re-indexing. The Document
Retention Manager privilege is required for a user to re-index a document being managed by
Document Retention into a different Document Type.

Note: When using the OnBase Client Core-based and Classic Workflow interfaces, the Default
Value of an assigned Keyword Type is not updated when re-indexing to a different Document
Type that also has the assigned Keyword Type but with a different Default Value.

Note: If Cancel is clicked during the re-indexing process, only re-indexing is canceled.
Subsequent processing is not automatically aborted.

This action should not be used in System Work or Timer Work.

Option: Remove Documents from Current Workflow Locations

The Remove Document from Current Workflow Locations check box allows documents to be
removed from a life cycle after they have been indexed.

OnBase 18 466
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Reinsert Document into Workflow

The Reinsert Document into Workflow check box allows OnBase to place documents into the
appropriate life cycle, based on the Document Type the document was re-indexed under. If the
document already exists in any of the life cycles the new Document Type is associated with, the
document will not be reinserted into those life cycles unless the Remove Document From
Current Workflow Locations option is used in conjunction with the Reinsert Document into
Workflow option.

Note: When a document is saved as a revision of an existing document, execution will be

aborted for the tasklist because the document has now become a revision of another
document and no longer exists as the current primary document; therefore, the Remove
Document from Current Workflow Locations and the Reinsert Document into Workflow re-
index options will not be applicable when saving a document as a new revision.

Option: Display Document Type Read-Only

The Display Document Type Read-Only check box displays the Document Type Group and
Document Type drop-down select lists as read-only during re-indexing.

Note: The Display Document Type Read-Only option is not supported in the OnBase Client
Classic Workflow interface.

Option: Display Keywords Read-Only

The Display Keywords Read-Only check box will display all keyword fields as read-only during
re-indexing except for the Document Type. Users will only be able to change the Document
Type. Application Enabler can be used to scrape indexing values and options for this are also
available.

OnBase 18 467
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Enable Reverse Keyset Lookup

While re-indexing a document within Workflow, a user may need to expand an Autofill Keyword
Set. It is possible that the user may not know the primary keyword value that is needed to
expand the Autofill Keyword Set, but instead they only know a secondary keyword value of the
Autofill Keyword Set. The Enable Reverse Keyset Lookup option allows the user to search for
the desired Autofill row based on that secondary keyword. If you want to make Reverse AutoFill
Keyword Sets available during re-indexing using this action, select the Enable Reverse Keyset
Lookup option. When this option is enabled, the Lookup button will be displayed in the Re-Index
panel when the following conditions are met:
•The selected Document Type contains a Keyword Type that is also the primary
Keyword Type of an Autofill Keyword Set.
•A Reverse AutoFill Keyword Set has been configured using the Autofill Keyword Set
with the primary Keyword Type associated with the selected Document Type.
•At least one Reverse AutoFill Keyword Set has the Workflow Show Lookup Item option
selected.

Caution: The Enable Reverse Keyset Lookup option is only supported in the Classic OnBase
Client, Core-based OnBase Client, the Unity Client, and the Web Client user interfaces.

For more information on Reverse Lookups, see the AutoFill Keyword Sets documentation.
Documents can only be re-indexed to Document Types that the user has rights to. The Create
privilege is not required.
The only exception is in the Web Client interface, where the document can be re-indexed using
the same Document Type that the document is currently indexed under, regardless of rights.

Note: If a user has the document that needs to be re-indexed locked, re-indexing cannot take
place until the user is done with the document and it is not locked.

If the document re-indexed belongs to a Document Type that is configured for auto-foldering,
the change to Keyword Values will initiate auto-foldering to take place for the affected
document.
When using AutoFill Keyword Sets, entering a primary value and then clicking Re-index in the
OnBase Client and Web Client, a message stating Warning! An autofill keyword set has
expanded as a result of this operation. Do you want to review the keyword change? is
displayed. Clicking OK will return the user to the re-index panel to review the values populated.
Clicking Cancel will complete the re-indexing action. The confirmation message will not display
if the user enters the primary value and then presses Tab to initiate AutoFill Keyword Set
population before clicking Re-index . Pressing Tab will automatically expand the Autofill
Keyword Set. If multiple Autofill Keyword Sets exist for the primary Keyword Value entered in
the re-index panel, the user will be prompted to select the correct Autofill Keyword Set values.

Note: The warning message stating Warning! An autofill keyword set has expanded as a
result of this operation. Do you want to review the keyword change? can be disabled in
Workflow Options in the Configuration module. See Disabling the Autofill Prompt for the Re-
Index Document Action on page 205 for more information.

OnBase 18 468
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Break Processing on Cancel

If you want to break processing of subsequent rules, actions, and task lists when the re-
indexing is cancelled, select Break Processing on Cancel . When this option is not selected,
subsequent rules, actions, and task lists will be processed.

Note: The Break Processing on Cancel option is only supported in Core-based Workflow
interfaces.

Option: AppEnabler
If you use the Application Enabler module, the AppEnabler Options allow you to specify the
behavior of the Document Imaging window and enabled application during OnBase Client
indexing. The Application Enabler module allows you to use OnBase Client indexing to index
documents by “screen scraping.” When you double-click on the enabled application, values are
“scraped” (copied) from the enabled application and used to populate the corresponding
keyword fields in the Document Imaging window. See the Application Enabler documentation
for more information.

Note: When re-indexing a document that was imported using a COLD file, a copy of the entire
COLD file that contains the document is created.

AppEnabler Options are described below:

• Clear Keywords - Clears all existing keyword values from the keyword fields in the
User Interaction window when screen scraping is initiated. If a blank value resides in
an enabled application field, or if the keyword is not mapped from the enabled
application, the corresponding keyword value(s) are left blank in the Workflow re-
indexing window keyword input field(s). Keyword values can be manually entered
after the scrape event is executed.
• Replace Keywords - Replaces existing keyword values in the User Interaction
window with values scraped from the enabled application.
If the Clear Keywords option is not selected, all Keyword fields in the User
Interaction window that are not associated with values in the enabled application are
not changed or cleared.
• Auto-Index Documents - During screen scraping, values are scraped from the
enabled application to the Keyword fields in the User Interaction window, and
indexing is automatically executed. Index values cannot be adjusted manually.
• User Must Resolve Doc Type - If an enabled application is configured for more than
one document type (that uses the same associated keyword types) users must
select the document type into which the document should be indexed.

OnBase 18 469
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Use Only Active Keywords - If enabled, the only keyword values that will be
populated are those from the keyword type(s) in the Selected list in the Hotspot
Configuration dialog box. When this option is not selected, keyword types from both
the Available and Selected lists in the Hotspot Configuration dialog box will be
used.

Note: The Use Only Active Keywords option is not supported in the Unity Workflow interface.
To accomplish this same behavior in the Unity Workflow interface, clear the Include all
configured keywords when posting events from this screen Application Enabler configuration
option.

Note: If neither the Clear Keywords or Replace Keywords options are selected, existing
Keyword Values in the indexing window are retained and new values are added during screen
scraping. Multiple Keyword Type fields and values are displayed in the indexing window.

• Do Not Change Doc Type - When this option is selected, the Document Type scraped
from Application Enabler will not be used to update and re-index a document. When
this option is not selected, the Document Type will be updated from the scraped
information.
• Prevent AutoFill Expansion - When this option is selected, AutoFill Keyword Sets will
not be filled upon scraping using Application Enabler in conjunction with this action.

Reload Item
When the action is executed, all cached information about an item is cleared. When the item is
accessed again, information is pulled from the database. This will pick up any changes made
outside of Workflow.

Reload Keywords
Updates the keywords for the current document(s) without having to refresh the Document
window.

Remove Document from Reading Group

Removes the primary document from one or all reading groups to which it belongs.

Note: This action is not supported in the Classic Client interface.

Option: Remove from All Reading Groups

If you want to remove the primary document from all reading groups, select the Remove from
All Reading Groups option.

OnBase 18 470
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Remove from Selected Reading Group

If you want to remove the primary document from a specific reading group, select Remove
from Selected Reading Group and select the appropriate reading group from the drop-down
select list.

Option: Remove All Revisions

If you want to remove all revisions of the document, select the Remove All Revisions check
box.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Remove Document from All Medical Form Packets

Note: This action requires a Clinical Consents license.

This action removes the current document from all form packets the document belongs to,
regardless of the form packet status.

Note: This action is not supported in the Classic OnBase Client interface.

Remove Exclusion from Document Retention

Note: This action requires the Document Retention license.

Removes any existing exclusion from Document Retention for the current document. The
Document Type the document belongs to must be configured for use with Document Retention.

Remove Hold on Managed Folder

Note: This action requires the Records Management license.

When initiated, this action will remove the hold on a managed folder in which the current, active
document belongs.

Caution: This action overrides the privileges assigned to users for Records Management.

OnBase 18 471
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If the managed folder that the document belongs to has multiple holds applied, no holds will be
removed. If multiple documents are selected that belong to different managed folders, holds
will be removed from all folders that only have one hold applied.

Render Statement
Note: This action is only available if licensed for the Image Statements module. The
Distribution Process and Distribution Print Queue options are only available if licensed for the
Document Distribution module.

You can configure a Workflow action to create jobs for rendering and distributing statements.

Note: This Workflow action only creates the jobs; it does not process them. In order to process
jobs for rendering statements and/or distributing statements via a Print Queue, ensure that the
OnBase Client is running with the -PS command line switch. In order to process jobs for
distributing statements via email, ensure that the OnBase Client is running with the -
STMTMAILSRVR command line switch.

To configure the Workflow action, select Render Statement from the Action Type drop-down
select list. You can specify a Print Queue, a Statement Type, and, optionally, a Distribution
Process and a Distribution Print Queue.
1. From the Print Queue drop-down select list, select the Print Queue you would like to use
for distribution.

Note: Only network Print Queues are available for selection.

2. From the Statement Type drop-down select list, select the Statement Type you would
like to use for rendering statements.
3. If you wish to specify a Distribution Process for the rendered statements, select a
process from the Distribution Process drop-down select list.
4. If you wish to specify a Distribution Print Queue, select one from the Distribution Print
Queue drop-down select list.

Note: This drop-down select list is only enabled when a Distribution Process is selected for a
Statement Type that has been configured to use separate jobs for printing and archiving.

Run Script
Executes a VBScript on the current item. The VBScript must be saved into OnBase through the
Configuration module in order for it to be accessible for action configuration.

OnBase 18 472
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: VB Script
Select the appropriate VBScript from the Script drop-down list.

Note: When using this action, be sure that the visible scope in the script is set according to the
context in which the script will be run. The visible scope will differ depending on whether the
script is run on the Client side or the server side. See the OnBase VBScript documentation for
more information.

Note: When using the Core-based OnBase Client interface and running VBScripts on the client
side and a property bag is used, the property bag will be synchronized between the server and
client prior to executing the script, and again following the execution of the script. This will
ensure that property bag values residing on the server will be available to use on the client side
during script execution. These same property bag values, if changed during the script
execution on the client side, will be available in the Core after execution. Synchronizing the
property bag does not support deleting a property value from the property bag. If a property
value is deleted during script execution on the client, the property value will not be removed
from the property bag on the server side when next synchronization occurs. Only non-object
property values are supported for synchronization. If a property holds an interface pointer to a
class instance we will not synchronize these types of properties. Synchronization is not
supported when Timer work is performed on the client side.

Option: Refresh document after script has executed

If you want to refresh the document after the script executes, select Refresh document after
script has executed .

Send Document Event

This action is used to manually trigger the sending of document event information to the Event
Relay Server. The document must belong to a Document Type that is configured for use with
the Event Relay Server.

Note: This action is not supported in the Classic Client interface.

Send Document to Secure Package

Note: This action requires the Secured Packaging license.

This action allows a document to be saved to a configured location as a secure package.

OnBase 18 473
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Directory Path

Select one of the following options:
• From Keyword - The directory path is obtained from the Keyword Type selected in the
drop-down select list.
• From Property - The directory path is obtained from the specified property.
• From Constant Value - The directory path is obtained from the specified constant
value.

Option: Exported File Name

To display the document Auto-Name string in the package, select the Use Document’s Auto-
Name option.

Send Item to Pocket

Note: This action requires that your system is licensed for Check 21.

This action allows you to send a single document to a specified pocket. In order to accomplish
this, the batch the document currently resides in is broken up into individual documents. The
affected check documents are then displayed in the Individual Forward Items folder for the
specified pocket.
1. In the Properties pane, on the General tab, type the number of the pocket the
documents should be sent to in the Pocket Number field.

Caution: The specified pocket number must already be configured within OnBase. Entering a
pocket number that has not been configured within OnBase can cause unanticipated results.

2. In the Properties pane, click the Documentation tab. Enter any applicable descriptive
information in the Overview and Details fields.

Set Document Type

Sets the Document Type of the document to the Document Type specified.

Option: Document Type

From the drop-down select list, select the Document Type to which you want to set the
document.

OnBase 18 474
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If the Document Type selected has multiple revisions configured, the most recent revision of
the Document Type structure will be used for the document.

Note: If the Document Type specified belongs to a life cycle, the document does not enter the
life cycle associated with the new Document Type upon execution of this action.

Note: If the Document Type the document is set to is configured for auto-foldering, auto-
foldering will occur when the action executes and sets the Document Type.

Note: If the Document Type of a document is changed to a Document Type that is set up for
document revisions and the original Document Type was not configured for document
revisions, an initial revision of the document is automatically created when the new Document
Type is applied.

Note: When setting a Document Type for a document that was imported using a COLD file, a
copy of the entire COLD file that contains the document is created.

Caution: While changing the Document Type of Unity Form and Image Form Document Types
is normally not possible in the clients, the Set Document Type action can change the document
type of a Unity Form Document Type or an Image Form Document Type. Before re-indexing a
Unity Form or Image Form, in order to maintain the keyword values on a form, the Document
Type the form is re-indexed to must have those Keyword Types assigned. If the new Document
Type does not have the Keyword Types assigned, the keyword values associated with the
Keyword Types not assigned to the Document Type will not be assigned to a Keyword Type.
The values that were once mapped to the Keyword Types that are not assigned to the new
Document Type will be saved and stored as non-keyword text data.

Option: Get Document Type from Property

If you want to get the Document Type from a property, select Get Document Type from
Property . Enter a property name in the field.

OnBase 18 475
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keep Only Common Keywords

The manner in which Keyword Values are transitioned between the Document Types is
determined by the Keep Only Common Keywords check box. If the box is checked, only
keywords common to the two document types are maintained. (If the document is transitioned
back to the original document type, any keywords not in common will be lost.) If the box is
unchecked, all keyword references are maintained, although only the common keywords are
reflected in the keyword dialog box of the transitioned Document Type.

Note: When Keyword Types are shared between Document Types but belong to different
structures, such as when a Keyword Type is a single instance Keyword Type on one Document
Type and belongs to a Multi-Instance Keyword Type Group on another Document Type, the
Keyword Types are not considered common, and the Keyword Values are not transitioned when
Keep Only Common Keywords is checked.

Caution: If the Document Type transitioned from uses a Keyword Type Group, non-common
keywords will not be kept, regardless of the Keep Only Common Keyword s setting. Likewise, if
the Document Type transitioned to uses a Keyword Type Group, the non-common keyword will
not be kept.

Caution: If a Document Type associated with standard Keyword Types is changed to a

Document Type associated with a Keyword Type Group and then changed back to the original
Document Type, all non-common Keyword Values are lost.

Caution: If a Document Type associated with standard Keyword Types or a Keyword Type
Group is changed to a Document Type associated with a Multi-Instance Keyword Type Group,
all Keyword Values are lost. Likewise, if a Document Type associated with a Multi-Instance
Keyword Type Group is changed to a Document Type associated with standard Keyword Types
or a Keyword Type Group, all Keyword Values are lost. Keyword Values will only be kept if a
Document Type assigned with a Multi-Instance Keyword Type Group is set to another
Document Type with the same Multi-Instance Keyword Type Group association.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Set Folder and Template

Note: This action is not supported in Unity life cycles. It is not available for use in a System
Task or System Event.

OnBase 18 476
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

This action sets the folder and template that will be used to populate the related documents list
in the Workflow clients. Before configuring this system action, the folder and/or template that
you plan to use must be created.

Option: Folder Type

Select the folder type to apply from the Folder Type drop-down select list.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

Option: Use This Template

You can select a specific template to display all the time, by selecting the Use This Template
option.

Option: Get Template to Use from Keyword

You can select the Get Template to Use from Keyword option to specify a template to be used
under certain conditions. If a folder type or template was configured at the queue or life cycle
level, applying this action type overrides those configurations.

Option: Suppress Screen Refresh

Note: This option is not supported in the Web Client Workflow interface.

If you want to suppress the reloading of the Work Folder after task execution, select the
Suppress Screen Refresh option. The folder and template that are set with this action will not
persist when another queue or life cycle is selected.

Tip: Use the Show only assigned templates option to filter the templates by what has been
assigned to the Work Folder. This setting does not persist across sessions and is intended to
offer additional convenience when configuring actions.

Set Related Item’s Priority to This Item’s Priority

Sets the related item’s priority to be the same as the current item’s priority.

Option: Active/Related Document in this Life Cycle

Select the life cycle from this drop-down select list for which you would like the priority set for
the item. Priorities are attached to life cycles for an item. It is possible to have different priority
assignments for one item in multiple life cycles. If <Current Life Cycle> is selected, the priority
will be set for the life cycle executing the action

Option: Related Documents in this Life Cycle

Select the life cycle from this drop-down select list for which you would like the priority set for
the related item.

OnBase 18 477
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

Set Text Encoding

Sets the text encoding for an item that is either a Text or HTML document.

Note: This action cannot change the text encoding for an E-Form.

Option: Target
Select the work item on which to set the text encoding from the drop-down select list.

Option: Text Encoding

Select the text encoding for the work item from the drop-down select list.

Sign Document
Note: This action requires that your system is licensed for Digital Signatures.

Signs the document using the Workflow module. When used with the Classic Client interface,
this action respects the Allow batch signing Global Client Settings option to allow multiple
documents to be signed and providing a user name and password only once. A message is
displayed if no certificate-based signatures are configured. The Allow batch signing option is
not respected within the Core-based Workflow interfaces.
This action cannot be configured under system work, load balancing work, or timer work.

Note: Core-based Workflow interfaces can only use certificates stored on the Application
Server. The IIS application pool should be configured to use your identity, or use impersonation
with an account that can login and import certificates into your personal certificate store.

Note: This action is not supported in the OnBase Mobile interfaces.

Option: Do Not Break Processing

If the Do Not Break Processing option is selected, task lists do not abort processing after
signing a document fails or is canceled.

OnBase 18 478
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Split Document
Allows users to split the current document into multiple documents.

Note: This action is not supported in the Classic Client interface.

Note: When using the Create Document from Select Page(s) option, this action is not
supported in the Web Client, Outlook Integration, or OnBase Mobile interfaces. The Break
Document on Each Page option is supported in the Web Client interface.

Note: This action only supports image and PDF documents.

Note: You cannot delete all pages from the primary document when using the Split Document
action.

Option: File Format

Select the file format from the drop-down select list.

Note: When PDF is selected as the file format, this action requires the PDF Framework license.

Option: Splitting Style

Select one of the following options:
• Create Document from Selected Page(s) - Using this option, this action opens the
[Workflow] Split Document dialog box which allows a user to select the Document
Type the new document will be, which pages from the current document should be
used to create the new document and if those pages should be removed from the
original document. If Allow Modify Keywords is selected, keywords can also be
modified. If Delete Copied Pages from Source Document by Default is selected, the
Delete copied pages from original document option will be enabled by default.
In the Unity Client, you can select Create from pages to separate the document using
page range, or use Document Separation , which uses the Unity Client’s Document
Separation control.

Note: PDF documents cannot be split using the Unity Client’s Document Separation control.

Tip: If the newly created document belongs to a Document Type configured for auto-foldering,
use the Auto-Folder Document action to initiate auto-foldering on the new document.

• Break Document on Each Page - Using this option automatically runs the action
without user interaction. This creates a new document for each page of the
originating document. The original document is not changed.

OnBase 18 479
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Inherit Keywords

If Inherit Keywords is selected, the Inherit All and Inherit Selected options are enabled. Select
one of the following:
• Inherit All - All Keyword Values on the current document are inherited by the new
document.
• Inherit Selected - The Configure button is enabled. Click Configure and select the
Keyword Types from which you want the new document(s) to inherit values.

Option: Fill Document Handle Keyword(s)

If Fill Document Handle Keyword(s) is selected, the value of the primary document’s Document
Handle Keyword Type will be added to the new document(s) if the new Document Type
contains a Document Handle Keyword Type.

Option: Inherit Notes

If this option is selected, notes from the current document are inherited by the new
document(s).

Note: Notes on specific pages of the current document are inherited by the same pages of the
new document.

Initiate Workflow on New Document(s)

If this option is selected, Workflow is initiated for the newly created document(s).

Note: Users must have rights to the Document Type to which documents will be split into.

Stamp Version
Note: This action requires that your system is licensed for EDM Services.

Stamps the most recent revision of the current document as a version. If the Document Type of
the document is not revisable or does not allow versions, the action is not executed. Also, in
order for this action to function, the last revision must not be already stamped as a version.
Once a revision is stamped as a version, it cannot be stamped a second time. If the stamped
document is revised again, the action will function, and the new revision will be stamped as a
second version.

OnBase 18 480
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Choose from four options to configure this action:

• Show Dialog : This option displays a dialog box in the Client in which the user can
configure a version number for the document. Enabling this option requires that the
user be able to interact with the dialog box, otherwise the document will not be
stamped. This option should not be configured to run with timers or system work.

Note: This action is not supported in OnBase Mobile interfaces when this option is selected.

The next three options are ideal for life cycles that require the document to be stamped
“silently.” Examples of this are configurations that use timers or system work to stamp the
document.
• Enter Name : Enables the user to configure a name that will be assigned to
documents when the version is stamped. By using this option, users can use %V as a
wildcard. This wildcard will display on the document as the version number.

Note: Enter Name is the only option that supports the %V wildcard. The name is limited to 15
characters.

• Keyword Type : Enables the user to configure a Keyword Type from which the value
for the version number will be pulled. Users can select a Keyword Type from a drop-
down list.
• Property Name : Enables the user to configure a property name from which the value
for the version number will be pulled.

Note: Property names are limited to 253 characters.

Option: Do Not Break Processing

If the Do Not Break Processing option is selected, a task list does not abort after a user
cancels out of the Version Information dialog box.

Note: The Do Not Break Processing option is currently not available in the Core.

Update Document Name

Updates the Auto-Name string for the current document(s). You typically use this action when a
keyword used in the documents auto-name string is changed outside of Workflow processing.

Update Document Retention Status

Note: This action requires the Document Retention license.

Marks a document for purging or increments the retention period by the number of days,
months, or years configured at the Document Type.

OnBase 18 481
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Mark for Purging

If Mark for Purging is configured for this action, the document is marked for purging and can
be removed from OnBase using the associated Purging Processor in the Client module.

Option: Increment Retention Period Based on Document Type

If Increment Retention Period Based on Document Type is configured, the dateexpire value
stored for the document in the database is increased by a value equal to the retention period
defined for the Document Type, to which the document belongs, from the current date. For
example, if the current date is January 15, 2007 and the retention period defined for the
Document Type is 5 years, the dateexpire value would be updated to January 15, 2012. This
value will then be used when the document is evaluated against the associated Evaluating
Processor in the Client module.

Option: Do not Purge, Do not Increment Retention Period

If the Do not Purge, Do not Increment Retention Period option is selected, the dateexpire value
is not updated, but the retainstatus value is set to 0, making the document available to be
evaluated by the evaluation Document Retention processor immediately in the Client.

Option: Increment Retention Period by Value

If Increment Retention Period by Value is configured, you can specify a number of days,
months, or years to increment the dateexpire value. The dateexpire value will be updated with
the current day plus the configured numbered of days, months, or years. You must specify the
number of days, months, or years you want to increment by and how you want to specify the
value:
• To enter a specific, static value, select Specified Value and enter the number of days,
months, or years in the field.
• To use a value from a Keyword Type, select Keyword Value and enter the name of the
Keyword Type you want to pull the value from.
• To use a value from property, select Property Value and enter the name of the
property you want to pull the value from.

Option: Retention Period Unity

From the Retention Period Unit drop-down select list, select Day(s) , Month(s) , or Year(s) . The
maximum number of days is 999. The maximum number of months or years is 255.

Update WorkView Object

Note: This action is only available when licensed for WorkView.

OnBase 18 482
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Allows the user to update one or more WorkView objects, pulling the attribute values from
Keyword Values on the current document. The action determines which WorkView objects to
update by the user configuring the action to use a filter Document Type Association or to
update all WorkView objects that have the current document attached. The user can only
specify one filter/update Document Type Association per Document Type. When the action
executes it looks for a filter/update Document Type Association that matches the current
Document Type, and uses the filter Document Type Association (if specified) to determine
which WorkView objects to update, and uses the update Document Type Association to
determine what values to set the WorkView objects attributes to.

Note: If the value to be updated is null on the source document, the attribute will not be
updated as a null value on the destination object.

Note: This action is not supported in the Classic Client interface.

Note: WorkView must be installed on the database in which you want to configure this action.
If you import a life cycle into a database, that database must have WorkView installed to
successfully import the life cycle.

To configure the action:

1. Select the appropriate Document Type from the drop-down select list. The Filter
Document Type Association and Update Document Type Association drop-down select
lists will populate based on the Document Type selected.
2. If you want to specify the Filter Document Type Association for which the object meets
the configured criteria to determine which objects should be updated, select the
appropriate Filter Document Type Association . When this option is configured, a
document does not have to be attached to an object in order for it to be updated. The
Filter Document Type Association name is followed by (Class ClassName). Only Filter
Document Type Associations associated with the Document Type selected are
displayed. If no Filter Document Type Associations are configured for the selected
Document Type or you wish to evaluate an object’s existence based on whether the
current document in Workflow is attached to an object in a static folder, select <All
objects that have doc attached> . When using the <All objects that have documents
attached> option, the object(s) must be attached in a static folder.
3. Select a Document Type Association to update the applicable objects from the Update
Document Type Association . The Document Type Associations that are displayed are
configured at the class level and are configured for the selected Document Type .
4. Click Add .

Caution: When a relationship attribute is used during object creation, if more than one object is
found for the relationship attribute’s value, the first object found is used for the relationship. If
an object is not found that matches the relationship attribute’s value, the value for the
relationship attribute is stored as blank in the updated object.

OnBase 18 483
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: When a Document Type and a selection other than <All objects that have documents
attached> is selected in the Filter Document Type Association drop-down select list, only
document type associations that match both criteria will be displayed for selection in the
Update Document Type Association drop-down select list.

Option: Save Object ID(s) to Property

If you want to save the ID of the object(s) updated, select Save Object ID(s) to Property and
enter the name of the property you want to store the ID(s) in the field.

Upload to DocuSign
Note: This action requires the Integration for DocuSign eSignatures license.

Uploads the document and any related documents to the DocuSign eSignature system. This
actions relies on the Signer Name and Signer Email Keyword Types to have values assigned
and a mapping configured for each Keyword Type in the integration’s configuration.
Documents are automatically checked out after upload and cannot be modified by other uses
until returned to OnBase.

Note: Any related documents must use supported file types to be able to be uploaded to the
DocuSign eSignature system. Supported file types include PDF, Image Rendered PDF, image,
text, Microsoft Word, and Microsoft Excel. For more information, see your system
administrator.

Option: Launch Embedded Sending in supported clients

Note: This option is not supported when the action is configured for System Work.

To launch the Embedded Sending dialog when executing this action, select the Launch
Embedded Sending in supported clients option. Enabling this option uploads documents to
DocuSign as drafts, and launches the Embedded Sending dialog in a browser window. This
option is supported in the Unity Client and the OnBase Classic Client.

Option: Allow User Input if DocuSign Configuration does not have Keytype mappings
To resolve issues with the values for the Signer Name and/or the Signer Email upon executing
the action, select the Allow User Input if Docusign Configuration does not have Keytype
mappings option. Enabling this option prompts the user with a form during the action’s
execution when an issue is identified with the values, allowing them to enter the appropriate
information to proceed with uploading.

OnBase 18 484
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Upload as a Draft Envelope

To upload documents to DocuSign as drafts, select the Upload as a Draft Envelope option.
Enabling this option uploads the appropriate documents to the DocuSign eSignatures system
as drafts. Signer notification emails are not sent. This allows a user to review documents in
DocuSign before making them available for signing.

Note: When the Upload as a Draft Envelope option is selected, documents are not required to
have configured signature locations, and the Signer Name and Signer Email Keyword Types on
documents do not need values assigned to them.

Option: Get Email Subject from Property

You can customize the email signer notification subject and body using properties. To set the
email notification subject from a property value, enter the appropriate property name in the Get
Email Subject from Property field.

Option: Get Email Body from Property

To set the email notification body from a property value, enter the appropriate property name in
the Get Email Body from Property field.

Tip: Properties are defined using the Set Property Value and Set Multiple Property Values
actions.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

Note: When selecting to execute related documents, the current document and related
documents are uploaded to DocuSign.

If you are configuring the action for related documents, see Related Tab on page 718 for more
information.

EIS Messaging Category

Add Message Item to Other Life Cycle
Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Add Message Item to Other Life Cycle action allows you to copy a message item and add
it to another life cycle.
The following option is available:

OnBase 18 485
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

Select the destination life cycle for the message item from this drop-down select list. Only life
cycles configured to process message items are available for selection.

Apply Mapping to Message Item

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Apply Mapping to Message Item action allows you to apply a message item mapping to an
XML message item and extract data from it to update Keyword Values on related documents
and Workflow properties.
The following options are available:

General Tab
Option: Target
The Target area specifies the method by which documents related to the message item are
identified and displays the type of related item configured in the Related tab in the Located By
information.
See Related Tab on page 486 for more information.

Option: Message Item Type

Select the Message Item Type that contains the mapping you want to be applied to message
items from this drop-down select list.

Option: Mapping
Select the mapping to be used to map message item elements to OnBase objects from this
drop-down select list.

Related Tab
Note: The Related tab is not displayed if the Mapping selected on the General tab does not
require a related document.

The Related tab is displayed when an action requires related documents to be configured. The
Related tab allows you to configure how related documents are defined.

OnBase 18 486
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Select one of the following options to determine how the related item is found:
• Portfolio Type - Select this option to use a portfolio type to identify related items for
action and select the appropriate portfolio type from the drop-down select list.
• Portfolio Relation - Select this option to use a portfolio relation to identify related
items for action and select the appropriate portfolio relation from the drop-down
select list.
• Ad Hoc Portfolio Relation - Click Configure under this option to create a portfolio
relation that is specific to this action. This portfolio relation cannot be assigned to
portfolio types or reused in another action or rule. The content types available are
specific to the item types the action can execute on. For more information about
configuring portfolio relations, see the Studio documentation.

Option: Lock Related Item

When selected, the related item that the action is being performed on will be locked by
Workflow and other users will not be able to modify the related item when the action is being
executed.

Apply Transformation to Message Item

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Apply Transformation to Message Item action allows you to apply an XSLT transformation
to an XML message item.
The following options are available:

Option: Message Item Type

Select the Message Item Type of the message items to which you want to apply the XSLT
transformation from this drop-down select list.

Option: Transformation
Select the transformation configured to transform the format of a message of the selected
message item type into another message item type.

Option: Container Item Name

Type the name of the container used to hold the message item data as it is routed through
Workflow.

Option: Include Workflow Properties

Select the Include Workflow Properties option if you want to include Workflow properties in
transformed message items of the selected Message Type. When this option is enabled, all
properties from the action's selected property bag are serialized and included as fields in the
transformed message.

OnBase 18 487
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Apply XPath to Message Item

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Apply XPath to Message Item action allows you to perform a configured XPath query
against a Message Item. The result of the query is then stored in a Workflow property.
The following options are available:

Option: Message Item Type

Select the Message Item Type of the message items to which you want to apply the XPath
expression from this drop-down select list.

Option: XPath
Select the XPath expression you want to apply to the selected message items from this drop-
down select list.

Option: Property to Hold XPath Result

Type the name of the Workflow property that will be used to store the result of the selected
XPath expression after it has been executed on a message item.

Option: Set property to all value instances

This option is used to capture multiple values from the message item and add them to the
Workflow property. When this option is selected, all nodes matching the XPath expression will
be saved to the property. When this option is not selected, only the first node matching the
XPath expression will be saved to the property.

Note: If the Set property to all value instances option is not selected, you should follow the
Apply XPath to Message Item action with an instance of the Check Last Execution Result rule.
If the Set property to all value instances option is not selected and execution of the action
returns more than one result, Workflow will set the action result to false but no exception will
be generated and the configured task list will continue. If this is an error state for your
environment, use the Check Last Execution Result rule to handle the error.

Call LOB Broker Operation

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Call LOB Broker Operation action allows you to send a message item to a destination LOB
system through the LOB Broker.
The following options are available:

OnBase 18 488
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Message Item Type

Select the message item type of the message items to send to the LOB Broker.

Option: Data Source

Select the name of the LOB Broker data source to which message items will be sent.

Option: Operation
Select the name of the LOB Broker operation to be invoked on the target data source. Only the
operations supported by the selected data source are available for selection.

Option: Retry Count

Enter the number of times the action will reattempt to perform the LOB Broker operation if the
first attempt is not successful.

Option: Response Message Item Type

Select the message item type to use for response messages from the LOB Broker operation.

Option: Container Item Name

Enter the name of the container item to use for the LOB Broker operation.
Select the Set Active Container Item option to set the container item as active.

Option: Property Name Containing Error Message

Enter a name for the property to contain any error messages returned.

Option: Property Name Containing Status

Enter a name for the property to contain any status messages returned.

Call SOAP Service

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Call SOAP Service action allows you to perform a SOAP service request based on
information in a message item, and then receive a SOAP response as a new message item.
The following options are available:

General Tab
Option: WSDL
Select the WSDL off-ramp to use for the SOAP request.

Option: Service
Select the service to use for the SOAP request.

OnBase 18 489
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Port
Select the port to use for the SOAP request.

Option: Operation
Select the operation to use for the SOAP request.

Option: Request Message Item Type

Select the message item type to use for request messages to the SOAP service.

Option: Response Message Item Type

Select the message item type to use for response messages from the SOAP service.

Option: Container Item Name

Enter the name of the container item to use for the SOAP service operation.
Select the Set Active Container Item option to set the container item as active.

Option: Property Name Containing Error Message

Enter a name for the property to contain any error messages returned.

Option: Property Name Containing Status

Enter a name for the property to contain any status messages returned.

Options Tab
Option: Retry Count
Enter the number of times the action will reattempt to perform the SOAP service operation if
the first attempt is not successful.

Option: Break processing on failure

Select this option to stop Workflow processing if an error occurs upon sending the request.

Option: Break processing on SOAP faults

Select this option to stop Workflow processing if the service method returns a SOAP fault.

Option: Request timeout (seconds)

Select this option to set a timeout period for the SOAP service call. Enter the timeout period (in
seconds) in the provided field.

Publish Message to EIS Message Broker

Note: See the Message Broker module reference guide for information on enabling this action
for use.

OnBase 18 490
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: This action requires the EIS Message Broker license.

The Publish Message to EIS Message Broker action allows you to publish a configured
message to the EIS Message Broker. When a message is published, the message being routed
through Workflow is converted into a serialized text format based on the rules configured for
the Message Type. The serialized text of the message is then placed in a queue to be dequeued
by a LOB system.
The following options are available:

General Tab
Option: Message Project
Select the EIS Message Broker Project to which the messages to be published belong.

Option: Message Type

Select the Message Type to which the messages to be published belong.

Option: Property Name Containing Message ID

Enter the name of the property that contains the message ID of the published message.
Select the Include Workflow Properties option if you want to include Workflow properties in
published messages of the selected Message Type. When this option is enabled, all properties
from the action's selected property bag are serialized and included as fields in the message.

Note: If using this action along with the Send Published Message to LOB Broker action, this
property must exactly match the value specified in the Property Name Containing Message ID
option of the message type in the Send Published Message to LOB Broker action.

Option: Ignore missing Keyword Types on Document Type

Select this option to publish a document to the configured Message Type even if that
document’s Document Type does not contain all of the Keyword Types that the Message Type
contains. This prevents failure of the action when the Document Type of the routed document
is missing Keyword Types that are configured on the Message Type.
Any Keyword Types that are missing from the Document Type will still be included in the
published message, but they will have empty values.
If this option is not selected, the action will only complete successfully if the Document Type
contains all of the Keyword Types configured to the Message Type.

Note: This option is only available in life cycles configured to process documents.

OnBase 18 491
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Include Current Document

Select this option to include an attachment in the published message that contains the current
document. When this option is selected, the DocPopURL and Document Bytes (Base64
encoded) options are enabled.

Note: This option is automatically selected and cannot be changed when the action is part of a
life cycle configured to process documents. If the action is part of a life cycle configured to
process message items, this option is unavailable.

• DocPopURL - Select this option to add a DocPop URL for the current document as an
attachment to the published message.
• Document Bytes (Base64 encoded) - Select this option to add a document byte
string for the current document as an attachment to the published message.

Option: Include Related Documents

Select this option to include an attachment in the published message that contains related
documents. When this option is selected, the DocPopURL and Document Bytes (Base64
encoded) options are enabled.
• DocPopURL - Select this option to add a DocPop URL for related documents as an
attachment to the published message.
• Document Bytes (Base64 encoded) - Select this option to add a document byte
string for related documents as an attachment to the published message.
Selecting this option also adds the Related tab to the Properties pane. See Related Tab on
page 492 for more information.

Option: Use Session Property Bag

Select Use Persistent Property Bag from this drop-down select list.

Note: No other property bags are supported for use with the Publish Message to EIS Broker
action.

Related Tab
The Related tab is displayed when an action requires related documents to be configured. The
Related tab allows you to configure how related documents are defined.

OnBase 18 492
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Select one of the following options to determine how the related item is found:
• Portfolio Type - Select this option to use a portfolio type to identify related items for
action and select the appropriate portfolio type from the drop-down select list.
• Portfolio Relation - Select this option to use a portfolio relation to identify related
items for action and select the appropriate portfolio relation from the drop-down
select list.
• Ad Hoc Portfolio Relation - Click Configure under this option to create a portfolio
relation that is specific to this action. This portfolio relation cannot be assigned to
portfolio types or reused in another action or rule. The content types available are
specific to the item types the action can execute on. For more information about
configuring portfolio relations, see the Studio documentation.

Option: Lock Related Item

When selected, the related item that the action is being performed on will be locked by
Workflow and other users will not be able to modify the related item when the action is being
executed.

Save Message Item as a Document

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Save Message Item as a Document action allows you to create a new document that is
stored in OnBase using data from an existing message item.
The following options are available:

General Tab
Option: Get Document body from
This option allows you to specify how to create the body of the document being created. Select
one of the following options:
• Entire Message Item : Use the content of the entire message item as the body of the
document.
• Property containing extracted document : Use the result of an XPath query as the
body of the document. The query is performed by the Apply XPath to Message Item
action, and the result is stored in a Workflow property. Enter the name of that
property here.

Note: The extracted data used to create the document must be in the form of a Base64-
encoded string.

OnBase 18 493
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Get File Extension from

This option allows you to specify how to determine the file extension of the documented being
created. Select one of the following options:
• Document Type default : Use the file extension of the default file format of the
Document Type being used to create the document.
• Constant : Enter a constant string to use as the file extension.
• Property Value : Enter the name of a Workflow property to use its value as the file
extension.

Note: If the file extension cannot be resolved using either a constant string or a property value,
the default file format of the Document Type is used for the file extension.

Document Details Tab

Option: Document Type Group
The Document Type Group drop-down select list contains the list of Document Type Groups
available in the system. Select the Document Type Group that contains the Document Type to
be used for document creation when this action executes from the drop-down select list.

Option: Document Type

The Document Type drop-down select list contains the list of Document Types available in the
system. Select the Document Type to be used for document creation when this action executes
from the drop-down select list.

Option: Keyword Type

Select a Keyword Type that you would like to populate on the form with a value. Select one of
the following options to populate the Keyword Value:
• To map a constant value, select Constant and enter the value in the field you want to
populate in that Keyword Type to map the Keyword Type to a constant value.
• To map a property value, select Property Name and enter the name of the property in
the field that will contain the value that you want to populate the Keyword Type with.
Click Add to add the mapping.

Note: Mapping is supported for arrays of values and single values.

Option: Copy document handle to property

You can copy the document handle of the item to a Workflow property by selecting the Copy
document handle to property option and entering the name of the property you want to copy
the value to.

Option: Initiate Workflow

When this option is selected, the document will automatically enter the Workflow life cycle it is
assigned to after it is created.

OnBase 18 494
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Send Published Message to LOB Broker

Note: See the Message Broker module reference guide for information on enabling this action
for use.

Note: This action requires the EIS Message Broker license.

The Send Published Message to LOB Broker action allows you to dequeue and send a
published Message Broker message to a destination LOB system through the LOB Broker.
Messages must have been published using the Publish Message to EIS Message Broker
action.

Note: Messages being sent must be configured to use an XSD and XSLT to transform the
messages being sent to and retrieved from the LOB system.

Caution: Do not configure the Send Published Message to LOB Broker action in a task list that
already contains a Publish Message to EIS Message Broker action. Doing so can result in
unexpected behavior or data loss.

The following options are available:

Option: Property Name Containing Message ID

Enter the name of the property that contains the message ID of the published message.

Note: This property must exactly match the value specified in the Property Name Containing
Message ID option of the message type in the Publish Message to EIS Message Broker action.

Option: Data Source

Select the name of the LOB Broker data source to which messages should be sent.

Option: Operation
Select the name of the LOB Broker operation to be invoked on the target data source. Only the
operations supported by the selected data source are available for selection.

Option: XPath for Identifying Data Error Responses (optional)

Enter an XPath expression to be used to identify data errors. A true or >0 result indicates that
the LOB Broker found a data error with the request, and a false or ==0 result indicates that no
error was reported.
For example: An XPath could be used to compare the value of a node to see if it is equal to 1, or
to query the count of all nodes with the name Exception to check if the count is greater than
zero.

OnBase 18 495
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Use Session Property Bag

Select Use Persistent Property Bag from this drop-down select list.

Note: No other property bags are supported for use with the Send Published Message to LOB
Broker action.

Serialize Object to XML Message

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Serialize Object To XML Message action allows you to serialize an OnBase object into an
XML message item and then route the message item to a specified life cycle.
The following options are available:

General Tab
Option: Message Item Type
Select the message item type to be serialized by this action. This drop-down select list only
contains message item types that were created using a serialization type.

Option: Life Cycle

Select the destination life cycle for the serialized XML message item. This drop-down select list
only contains life cycles that have been configured to receive the Message Item Type selected
for this action.
Select the Include Workflow Properties option if you want to include Workflow properties in
XML messages of the selected message item type. When this option is enabled, all properties
from the action's selected property bag are serialized and included as fields in the message.

Option: Include Current Document

Select this option to include an attachment in the XML message that contains the current
document. When this option is selected, the DocPopURL and Document Bytes (Base64
encoded) options are available.

Note: This option is automatically selected and cannot be changed when the action is part of a
life cycle configured to process documents.

• DocPopURL - Select this option to add a DocPop URL for the current document as an
attachment to the XML message.
• Document Bytes (Base64 encoded) - Select this option to add a document byte
string for the current document as an attachment to the XML message.

OnBase 18 496
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Include Related Documents

Select this option to include an attachment in the XML message that contains related
documents. When this option is selected, the DocPopURL and Document Bytes (Base64
encoded) options are available.
• DocPopURL - Select this option to add a DocPop URL for related documents as an
attachment to the XML message.
• Document Bytes (Base64 encoded) - Select this option to add a document byte
string for related documents as an attachment to the XML message.
Selecting this option also adds the Related tab to the Properties pane. See Related Tab on
page 497 for more information.

Option: Use Session Property Bag

Select Use Persistent Property Bag from this drop-down select list. No other property bags are
supported for use with the Serialize Object To XML Message action.

Related Tab
The Related tab is displayed when an action requires related documents to be configured. The
Related tab allows you to configure how related documents are defined.
Select one of the following options to determine how the related item is found:
• Portfolio Type - Select this option to use a portfolio type to identify related items for
action and select the appropriate portfolio type from the drop-down select list.
• Portfolio Relation - Select this option to use a portfolio relation to identify related
items for action and select the appropriate portfolio relation from the drop-down
select list.
• Ad Hoc Portfolio Relation - Click Configure under this option to create a portfolio
relation that is specific to this action. This portfolio relation cannot be assigned to
portfolio types or reused in another action or rule. The content types available are
specific to the item types the action can execute on. For more information about
configuring portfolio relations, see the Studio documentation.

Option: Lock Related Item

When selected, the related item that the action is being performed on will be locked by
Workflow and other users will not be able to modify the related item when the action is being
executed.

Set Active Container Item

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Set Active Container Item action allows you to select the active item within a container.
The following options are available:

OnBase 18 497
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: First Item

Select this option to use the first item in the container as the active container item.

Option: Last Item

Select this option to use the last item in the container as the active container item.

Option: Preceding Item

Select this option to use the item preceding the most recently used item as the active container
item.

Option: Item Matching Name

Select this option to use a specified item as the active container item. Enter the name of the
item to use as the active container item.

Set Message Item Response

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Set Message Item Response action allows you to configure the response message to be
used for a two-way Web Services Publishing operation.
The following options are available:

Option: Use active container item

Select this option to use the body of the active message item in the container for the response
message.

Option: Use container item with name

Enter the name of a specific container item to use for the response message.

Option: Use message text

Type in the text to use as the response message. If your message text is formatted as XML and
you want to validate it, select the Validate Message Text if XML button.

Set Properties from Message Item

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

OnBase 18 498
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The Set Properties from Message Item action allows you to set values for Workflow properties
based on information from a message item.

Note: This action only works with EIS Workflow Messaging message items.

To add a property and configure the value you want to set for it, click Add . The Property dialog
box is displayed.

The following options are available:

Option: Property Name

Enter a property name in the Property Name field.

Option: Header
Select this option to populate the property with a value from the header of the message item.
Enter the name of the header parameter whose value you want to use to populate the property.

Option: Query Parameter

Select this option to populate the property with the value of a query parameter. Enter the name
of the query parameter.

Option: URL Parameter

Select this option to populate the property with the value of a URL parameter. Enter the name of
the URL parameter.

OnBase 18 499
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: On-Ramp Property

Select this option to populate the property with information from the EIS on-ramp used to bring
the message into OnBase. Select one of the following options from the drop-down select list:
• HTTP Verb - The HTTP verb/method used in the on-ramp request.
• On-Ramp ID - The object ID number of the on-ramp.
• On-Ramp Name - The display name of the on-ramp.

Option: Set property to all value instances

Select the Set property to all value instances option to set the property to an array of values
for message items containing multiple values for the source type. If the check box is not
selected and there are no source values for the message item, then the property is deleted. If
the message item has multiple source values, then the property is set to the first source value.

Split Message Item Into Child Work Items

Note: This action requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

The Split Message Item Into Child Work Items action creates new child message items from a
single message item based on a configured XPath expression. The new message items are
created using the same Message Item Type as the parent message item. Each child message
item will contain the same nodes as the parent message, but will contain only a single instance
of the node that matches the selected XPath expression.

Note: You should follow the Split Message Item Into Child Work Items action with an instance
of the Check Last Execution Result rule.If the XPath expression set on the Split Message Item
Into Child Work Items action does not match any node on the message, the action will return
an execution result value of false but no exception will be generated and the configured task
list will continue. If this is an error state for your environment, use the Check Last Execution
Result rule to handle the error.

The following options are available:

Option: Message Item Type

Select the Message Item Type of the message items to be split.

Option: XPath
Select the XPath expression that should be to be used to split the XML message item into one
or more child XML message items. The child message items are generated using the content of
the node matched by the XPath expression and all its descendants.

Option: Life Cycle

Select the life cycle that the created child work items will enter from the Life Cycle drop-down
select list. Child work items will enter the initial queue of the selected life cycle.

OnBase 18 500
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you select <Current Life Cycle> , you must select a queue from the Queue drop-down select
list.

Option: Transition to Queue when children complete

Select the queue that the parent message item will be transitioned to once the child work items
have all been completed.

Note: The queue that is configured to transition the parent message item to cannot be deleted
as long as the parent message item still has incomplete child work items.

Option: Delete existing child work items

When this option is selected, if the primary message item already has child work items, then
the existing children are deleted and the new children are created. If this option is not selected
and the primary item already has child work items, then the action will fail to execute.

Electronic Plan Review Category

Workflow actions described in this section are only available when licensed for Electronic Plan
Review.

OnBase 18 501
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Log Event
The Log Event action allows you to log Plan Review specific events during a Workflow process.

Note: Events are logged in the Review Cycle Status View for the Review Cycle that is currently
open. If no Review Cycle is open for a project when a Log Event action is executed, the event
will not be logged in the Review Cycle Status View.

1. In the Properties pane, on the General tab, select an event type from the Event type
drop-down select list.

Note: The event types listed below are designed to be used together. Events will be displayed
together in the Review Cycle Status View as long as each event type’s Set event details from
and Set user values are identical to the values used by the other event types.

The following selections are available:

OnBase 18 502
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Event type Description

Set Group Select this event type to log an event when a user is assigned to a project.
The values configured in the Set event details from field and the Set user
field will be displayed in the Review Cycle Status View in the Unity Client.

This event type corresponds to an Event ID of 1 .

In Review Select this event type to log an event when a user has been assigned to a
project using the Set Group event and should begin the review process. This
event will be displayed in the Review Cycle Status View in the Unity Client.

This event type corresponds to an Event ID of 2 .

Approved Select this event type to log an event when a user assigned to review the
project has approved the project based on his or her Review Group’s
requirements. This event will be displayed in the Review Cycle Status View in
the Unity Client.

This event type corresponds to an Event ID of 3 .

OnBase 18 503
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Event type Description

Rejected Select this event type to log an event when a user assigned to review the
project has rejected the project based on his or her Review Group’s
requirements. This event will be displayed in the Review Cycle Status View in
the Unity Client.

This event type corresponds to an Event ID of 4 .

Unassigned Select this event type to log an event when a user that was previously
assigned to review the project has been unassigned from the project. This
event will be displayed in the Review Cycle Status View in the Unity Client.

This event type corresponds to an Event ID of 5 .

Waived Select this event type to log an event when a user assigned to review the
project has waived making a decision on the project based on his or her
Review Group’s requirements. This event will be displayed in the Review
Cycle Status View in the Unity Client.

This event type corresponds to an Event ID of 6 .

OnBase 18 504
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: The Reviews Completed field in the Review Cycle Status View is calculated based on the
number of recorded Log Event items for the current Review Cycle. Review entries are
considered to be completed when they have been marked as Approved or Rejected . Entries
that are set to Pending or In Review are included in the total number of reviews to be
completed. Entries that are set to Unassigned are not included in the total number of reviews to
be completed.

2. From the Set event details from drop-down select list, select the option that will be
used to set the event’s details. The following options are available:

Option Description

Constant value Select this option to set the event details to a constant specified
value whenever this Workflow task is executed. Type the desired
value into the text field that is displayed below the Set event
details from field.

Current date/time This option should not be selected. It is not supported for use with
the Log Event action.

Current user name This option should not be selected. It is not supported for use with
the Log Event action.

Property Select this option to set the event details to a specific property.
Type the name of the desired property into the text field that is
displayed below the Set event details from field.

User group name(s) of This option should not be selected. It is not supported for use with
current user the Log Event action.

OnBase 18 505
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: For a Set Group event type, the Set event details from field should be set to the value the
Review Group should be set to when this Workflow action is executed. The Review Group will be
noted in the Review Cycle Status View.

Note: For all other event types that should be related to the configured Set Group event type,
the Set event details from field should be set to the same value used for the corresponding Set
Group event type.

3. From the Set user drop-down select list, select the option that will be used to set the
user for the event. The following options are available:

Option Description

<From Select this option to set the user to the user who is logged in when the
Session> Workflow task is executed.

<From Select this option to set the user from a specific property. Type the name of
Property> the desired property into the text field that is displayed below the Set user
field.

User Name Select a specific user name from the list to set the user to the specified user
name.

Note: For a Set Group event type, the Set user field should be set to the value the Reviewer
should be set to when this Workflow action is executed. The Reviewer will be noted in the
Review Cycle Status View.

Note: For all other event types that should be related to the configured Set Group event type,
the Set event details from field should be set to the same value used for the corresponding Set
Group event type.

OnBase 18 506
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Open/Close Project
The Open/Close Project action allows you to open or close a Plan Review project in the Plan
Review website.

Note: This action is supported only in the Plan Review website.

To configure this action:

1. In the Properties pane, on the General tab, select one of the following options:
• Open - Opens the project
• Close - Closes the project

Note: Each option must have its own ad hoc task to display in the Plan Review website.

2. In the Properties pane, click the Documentation tab.

3. Enter any descriptive information that is applicable in the Overview and Details fields.

Set Property from Field

Allows you to set the property specified in the Property Name field to the field value specified
from the Field drop-down select list.

Note: This action is supported only in the Unity Client.

To configure this action:

1. In the Properties pane, on the General tab, type a property name in the Property Name
field.
2. From the Field drop-down select list, select the field that will be used to set the
property.
The following selections are available:

Field Description

Name The Plan Review project’s name field.

External ID The Plan Review project’s external ID field.

Start Date The Plan Review project’s start date field.

Project Identifier The Plan Review project’s identifier field.

OnBase 18 507
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Field Description

Project Review Type The Plan Review project’s review type field.

Project Group The Plan Review project group name.

Display Name The Plan Review project’s display name field.

Status The Plan Review project’s status field.

Project Form ID The ID number of the Unity Form used by the Plan Review project.

Submitter’s Email Address The e-mail address of the Plan Review project’s submitter.

3. In the Properties pane, click the Advanced tab.

4. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Set Value
Allows you to set the field specified in the Field to set drop-down select list to the specified
value.

Note: This action is supported only in the Unity Client.

To configure this action:

1. In the Properties pane, on the General tab, from the Field to set drop-down select list,
select the field to set.
The following selections are available:

Field Description

Name The Plan Review project’s name field.

External ID The Plan Review project’s external ID field.

Start Date The Plan Review project’s start date field.

Project Identifier The Plan Review project’s identifier field.

Project Review Type The Plan Review project’s review type field.

Project Group The Plan Review project group name.

Display Name The Plan Review project’s display name field.

Status The Plan Review project’s status field.

OnBase 18 508
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Field Description

Project Form ID The ID number of the Unity Form used by the Plan Review project.

Submitter’s Email The e-mail address of the Plan Review project’s submitter.

2. From the Obtain value from drop-down select list, select one of the following locations
to obtain the value from:

Obtain value from Description

Constant value This option sets the field value to the constant value specified.

Current date/time This option sets the field value to the current date/time.

Current user name This option sets the field value to the user name of the currently
logged in user. If you want to use the configured real name for the
user, select the Use real name option.

Property This option sets the field value to the name of a property.

User group name(s) of This option sets the field value to the user group(s) the current
current user logged in user.

3. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Email Category
Create Document from Email
This action creates a new HTML or plain text document from an email message of .eml or .msg
file format.

Option: File Format

Selects the file format for the new document. In the File Format drop-down, select either HTML
or Plain Text .

OnBase 18 509
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Archive Document

Configures how the document should be archived. The following options are available:
• As Rendition of Active Document - Select As Rendition of Active Document if you
want the email message to be archived as a rendition of the active work item.
• As New Document - Select As New Document if you want the email message to be
archived as a new document.
If the As New Document option is selected, the following options are available:
• Document Type - Select a Document Type from the drop-down select list.
• Inherit Keywords - If you want the new document to inherit the keyword values
from the active work item, select the Inherit Keywords option.
If you select the Inherit Keywords option, select Inherit All if you want the
document to inherit all of the keyword values from the active work item, or select
Inherit Selected and click Configure to select which keyword values to inherit.
• Fill Document Handle Keyword(s) - Select Fill Document Handle Keyword(s) if
you want the Document Handle Keyword to be filled.
• Inherit Note(s) - Select Inherit Note(s) if you want the document to inherit any
notes from the active work item.

Create Documents from Attachments

This action creates documents from an email’s attachments, and archives them as a
configured Document Type.

Option: Document Type

Select a Document Type from the drop-down select list in which to store the attachments.

Option: Keyword Mapping

Under the Keyword Mapping section, click Add . The Keyword Mapping dialog is displayed.
In the Destination Keyword Type drop-down select list, select a Keyword Type to map from the
Keyword Types that are available for the selected Document Type.
The following options for deriving the Keyword Value are available for selection:
• Inherit Keyword from Email - If this option is selected, the Keyword Value is inherited
from any available system Keyword Type on the email. Select a Keyword Type from
the drop-down select list.
• Attachment Metadata - If this option is selected, the Keyword Value is obtained from
the available metadata from the associated attachments. Select a metadata type
from the drop-down select list.
• Property Name - If this option is selected, the Keyword Value is obtained from an
existing property value. Enter the name of a property in the field.
Click OK when finished, or click Cancel to close the dialog without creating a Keyword
Mapping.

OnBase 18 510
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

You can add additional Keyword Mappings. To modify an existing Keyword Mapping, select it
from the list and click Modify . To remove an existing Keyword Mapping, select it from the list
and click Remove .

Option: Attachment Property Mapping

You can fill a property with a value from the available metadata on the associated attachments.
To store a property value, under the Attachment Property Mapping section, click Add . The
Attachment Property Mapping dialog is displayed.
In the Property Name field, enter the name of the property to which you will store the
attachment metadata.
In the Property Value section, select an available metadata type from the Attachment
Metadata drop-down select list.
Click OK when finished, or click Cancel to close the dialog without creating a property mapping.

Note: If the value of the property to be mapped does not exist, the property mapping will be
cleared from the property bag.

Remove Attachments from Email

This action removes the attachments from an email message, and then stores the modified
email as a document within OnBase.

OnBase 18 511
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Archive Document

Selects how the new document should be stored in OnBase. The following options are
available:
• As Active Document - Select As Active Document if you want the modified email
message to replace the active work item.

Note: Only non-revisable Document Types can be replaced.

• As Rendition of Active Document - Select As Rendition of Active Document if you

want the modified email message to be archived as a rendition of the active work
item.
• As New Document - Select As New Document if you want the modified email
message to be archived as a new document.
If the As New Document option is selected, the following options are available:
• Document Type - Select a Document Type from the drop-down.
• Inherit Keywords - If you want the new document to inherit the keyword values
from the active work item, select the Inherit Keywords option.
If you select the Inherit Keywords option, select Inherit All if you want the
document to inherit all of the keyword values from the active work item, or select
Inherit Selected and click Configure to select which keyword values to inherit.
• Fill Document Handle Keyword(s) - Select Fill Document Handle Keyword(s) if
you want the Document Handle Keyword to be filled.
• Inherit Note(s) - Select Inherit Note(s) if you want the document to inherit any
notes from the active work item.

Option: Included Embedded Attachments

If you want any embedded attachments to also be removed from the email message, select
Include Embedded Attachments .

Note: If embedded attachments, such as images, are removed from the email message, the
removed embedded attachments will result in missing image placeholders in the email
message.

Set Property from Email Metadata

This action allows you to map the metadata of an email message that is of .eml or .msg file
format to a property.
In order to create a property mapping, click Add . The Email Property Mapping dialog is
displayed.

Option: Property Name

In the field, enter the name for the property to which the metadata will be mapped.

OnBase 18 512
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Property Value

Select one of the following options to determine the property value:
• Metadata Type - Sets the property mapping to a standard email metadata type.
Select it from the drop-down select list.

Metadata Type Description

Attachment Count The number of attachments on the email message.

Attachment Names The file names of the attachments on the email

message.

Body The body of the email message.

Body Format The format of the email message body.

The property can be one of the following values:
• 0 - Plain Text
• 1 - HTML
• 2 - Rich Text Format

CC Addresses The collection of CC email addresses on the email

message.

CC Display Names The collection CC display names on the email

message.

Date Sent The long date format of the time the email message
was submitted.

Note: The long date format is in the format of the

current locale.

Importance The email message importance.

The property can be one of the following values:
• 0 - Low
• 1 - Normal
• 2 - High

Message Id The internet message ID of the email message.

Message Size The byte count of the email message.

Reply To Addresses The collect of Reply To email addresses on the

email message.

Reply To Display Names The collection of Reply To display names on the

email message.

Sender Address The sender’s email address on the email message.

OnBase 18 513
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Metadata Type Description

Sender Display Name The sender’s display name on the email message.

Sensitivity The sensitivity of the email message.

The property can be one of the following values:
• 0 - None
• 1 - Personal
• 2 - Private
• 3 - Company Confidential

Subject The subject of the email message.

To Addresses The collect of To email addresses on the email

message.

To Display Names The collection of To display names on the email

message.

• Named header key - Sets the mapping to the value of a specified named header key.
Enter the named header key in the field.
• All email headers - Sets the property mapping to the value of the entire email header
key collection.

Option: Set property to all value instances

If the Set property to all value instances option is selected, the value of the property mapping
will be an array. If the option is not selected, the value of the property mapping will be a single
value. If the property to be mapped consists of multiple values and the option is not selected,
the values will be concatenated together into a single string, separated by a semi-colon ( ; ) as a
delimiter.

Note: If the value of the property to be mapped does not exist, the property mapping will be
cleared from the property bag.

External Access Category

Workflow actions described in this section are only available when licensed for External Access
Client.

OnBase 18 514
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Create External User

This action creates an OnBase user from an external user request. It can only be executed on
an external user request once.

Note: The Create External User action is only available for Unity Life Cycles that route external
user requests, and it can only be executed in the Unity Client.

Note: In order to log on to the External Access Client with the created account, you must also
execute the Set User Group action to assign the user to a User Group.

Set Property to Field

This action allows you to set the value of a field from an external user request to a specific
property.
Property Name
Enter the name of the property to which you want to set a field value.
Field
Select an external user request field from the drop-down select list. The value of this field will
be set to the property specified in the Property Name field.

Note: The Set Property from Field action must be executed on an external user request before
the Create External User action is executed.

Note: The Set Property from Field action is only available for Unity Life Cycles that route
external user requests, and it can only be executed in the Unity Client.

Set Security Keyword

This action sets a Security Keyword for a user.

Note: The Set Security Keyword action is only available for Unity Life Cycles that route external
user requests, and it can only be executed in the Unity Client.

Option: Use this user request field

From the drop-down select list, choose a field from the external user request. The value of this
field is evaluated to determine whether or not it matches the value of the Keyword Type
selected as a Security Keyword.

OnBase 18 515
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Condition
From the drop-down select list, choose one of the following conditions:
• Equal : limits viewing to items that contain the specified value only.
• Not Equal : limits viewing to all items except for those with the specified value.

Option: Set Security Keyword

From the drop-down select list, choose a Keyword Type to set as the Security Keyword.

Note: The Set Security Keyword action can only be used after the Create External User action
has been executed on an external user request.

Set User Group

This action allows you to add a user created from an external user request to a user group in
OnBase.

Note: The Set User Group action is only available for Unity Life Cycles that route external user
requests, and it can only be executed in the Unity Client. The user executing this action must be
in the configured user group.

Option: Select a User Group

From the drop-down select list, choose the user group to which you want to add the user.

Note: The Set User Group action can only be used after the Create External User action has
been executed on an external user request.

Set Value
This action allows you to set an external user request field to a specified value.

Note: The Set Value action is only available for Unity Life Cycles that route external user
requests, and it can only be executed in the Unity Client.

Option: Field to set

From the drop-down select list, choose the external user request field to set to the specified
value.

Option: Obtain value from

From the drop-down select list, select one of the following locations to obtain the value from:
• Constant value : This option sets the field value to the constant value specified.
• Current date/time : This option sets the field value to the current date/time.

OnBase 18 516
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Property : This option sets the field value to the name of a property.
• User group name(s) of current user : This option sets the field value to the user
group(s) of the current logged in user.

Foldering Category
Transition to Final Disposition
Note: This action requires that your system is licensed for Records Management and the Unity
Client Server.

Approves a managed folder to be transitioned to its final disposition if it requires approval.

Note: This action requires that the appropriate managed folders are configured.

In the Properties pane, on the Documentation tab, enter any descriptive information that is
applicable in the Overview and Details fields.

Forms Category
Create E-Form
Creates and displays a new HTML form that is stored in OnBase with its respective keywords.
Requires a license for the E-Forms module.
The HTML form must be imported into OnBase as a SYS HTML Form document before it can be
used.

OnBase 18 517
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Form Type

The Form Type drop-down select list contains the list of E-Form and Virtual E-Form Document
Types available in the system. Select the E-Form Document Type to be used for form creation
when this action executes from the drop-down select list.

Caution: The Document Type selected from the Form Type drop-down select list must have
either Electronic Form or Virtual Electronic Form selected as the Default File Format or a
document will not be created successfully using this action.

Caution: Ensure that all Keyword Types mapped on the HTML form are also assigned to the E-
Form Document Type selected from the Form Type drop-down select list.

Caution: If you are using the Classic Client interface, and the E-Form Document Type is
configured for auto-foldering, creating a document using this action will not initiate auto-
foldering. If you wish to initiate auto-foldering, additionally, you must use the Auto-Folder
Document action.

Mapping Keyword Types with Constant Values or Properties

Option: Keyword Type
Select a Keyword Type that you would like to populate on the form with a value. Select one of
the following options to populate the Keyword Value:
• To map a constant value, select Constant and enter the value in the field you want to
populate in that Keyword Type to map the Keyword Type to a constant value.
• To map a property value, select Property Name and enter the name of the property in
the field that will contain the value that you want to populate the Keyword Type with.
Click Add to add the mapping.

Note: Mapping is supported for arrays of values and single values.

Note: Setting multiple Keyword values is not supported in the OnBase Client Classic Workflow
interface.

Option: Copy document handle to property

You can copy the document handle of the item to a property by selecting the Copy document
handle to property option and entering the name of the property you want to copy the value to.

Caution: When Save Form on Submit is selected, the document handle value is not copied to
the property if the user cancels form creation.

OnBase 18 518
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Display For Input

When this option is selected, the form is displayed in the User Interaction window for additional
data entry.

Tip: When using the Classic OnBase Client, if the Display for Input option is selected when
using this action as a System Task, it is required for the Workflow user interface to be open in
the background. It is recommended that the Display Document action be used instead of this
option under this circumstance.

Note: If working in an Institutional Database, the Institution # keyword will always be copied,
regardless of selection.

Option: Save Form On Submit

This option becomes active when the Display for Input option has been selected. If this option
is selected, the E-Form will not be saved into OnBase until the E-Form is submitted. If the form
is cancelled, the E-Form is not saved into the system. When this option is not selected, the E-
Form is added to the system upon creation and before the E-Form is displayed.

Note: In any Core-based client, if the Save Form On Submit option is not selected, any
configured default options for drop-down select lists are not respected and the first option in
the list is selected.

Caution: If you are using encrypted keyword functionality when Save Form On Submit is
selected, encrypted keywords are not masked and the values are displayed. These values can
be modified and saved by the user. If you are using encrypted keyword functionality in the
OnBase Client when Save Form On Submit is not selected, encrypted keywords may appear as
though they are editable when creating a new form, but upon saving the form, any changes
made to encrypted Keyword Values are not saved; the original encrypted Keyword Values are
retained.

Option: Initiate Workflow on Submit

This option becomes active when the Display for Input option has been selected. When Initiate
Workflow on Submit is selected, the form that is displayed will not be added into its configured
life cycle until the user clicks the form’s Submit button. This allows the information that the
user enters on the form to be processed into Workflow with the form. If this option is not
selected, the form is immediately added into its configured life cycle upon creation, before the
form is displayed for input. This option is automatically selected when Save Form On Submit is
selected.

Note: OBBtn_KS### and OBBtn_Keyset are not supported for this action.

OBBtn_Cancel and OBBtn_No Functionality

OnBase 18 519
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The OBBtn_Cancel and OBBtn_No E-Form buttons function differently depending on what
option are selected for the FORM - Create New Form action when the Display for Input option
is selected. The following table outlines the different outcomes these buttons produce:

Enabled Options Button Outcome

Save Form on OBBtn_No Form is created.

Submit = No Keywords that are inherited are
Initiate Workflow automatically saved.
On Submit = No Any changes made to the document
in the user interface are not saved.
Created form is added to the
Workflow life cycles immediately
before any actions are taken on the
document in the user interface.

Save Form on OBBtn_Cancel Form is created.

Submit = No Keywords that are inherited are
Initiate Workflow automatically saved.
On Submit = No Any changes made to the document
in the user interface are not saved.
Created form is added to the
Workflow life cycles immediately
before any actions are taken on the
document in the user interface.

Save Form on OBBtn_No Form is created.

Submit = No Keywords that are inherited are
Initiate Workflow automatically saved.
On Submit = Yes Any changes made to the document
in the user interface are not saved.
Document is not added to the
Workflow life cycles.

Save Form on OBBtn_Cancel Form is created.

Submit = No Keywords that are inherited are
Initiate Workflow automatically saved.
On Submit = Yes Any changes made to the document
in the user interface are not saved.
Document is not added to the
Workflow life cycles.

Save Form on OBBtn_No Form is not created.

Submit = Yes Keywords are not saved.
Initiate Workflow
On Submit = Yes

OnBase 18 520
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Enabled Options Button Outcome

Save Form on OBBtn_Cancel Form is not created.

Submit = Yes Keywords are not saved.
Initiate Workflow
On Submit = Yes

If an OBBtn_Cancel or OBBtn_No button is clicked, the last execution result is set to False and
the task list is aborted.

If you want to expand AutoFill Keyword sets using this action, use the OBBtn_ExpandKS###
button .

Inherit Keywords Tab

Note: This tab is only available when configuring the action within a life cycle associated with
documents.

Option: Inherit Keywords

If you want keywords from the active item to be added to the form, select Inherit Keywords .
The following options are available:
• Inherit All - Inherits all common Keyword Type values.
• Inherit Selected - Allows you to specify a subset of common Keyword Type values
that are inherited. The Configure button will be enabled. Click Configure to specify
what Keyword Types you would like to inherit values.

Note: When Inherit Keywords is selected, the action will ignore any Keyword Types that are on
the primary item but not on the E-Form. Only the common Keyword Types will be inherited.

Note: If a default value is configured for a Keyword Type field in a form and a value exists for a
Keyword Type on the primary item, the value is inherited from the primary item and the default
value is not stored for the new form. If a default value is configured for a Keyword Type field in
a form and the Keyword Type is blank on the primary item, the default value is stored.

Option: Fill Document Handle Keyword(s)

The Fill Document Handle Keyword(s) option will add a Document Handle keyword to the
primary item containing the Document Handle of the newly created E-Form, and will also add a
Document Handle keyword to the newly created E-Form containing the Document Handle of the
primary item.
This option enables you to find the newly created E-Form as a related item in subsequent
actions and rule using the Document Handle related item option.

OnBase 18 521
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The Document Handle Keyword Type must be assigned to both Document Types of the primary
item and the new E-Form.

Note: If the primary item belongs to a closed or cutoff Records Management folder, the
Document Handle Keyword Value will not be copied from the new document to the primary
item.

Keyword Handling
The following table describes the behavior for copying a keyword from a primary item to a
related item or a new E-Form.

Primary Document Related Document/ Behavior

New E-Form

Keyword Keyword Copy

Keyword Keyword Group Copy

Keyword Multi-Instance No action taken

Keyword Type Group

Keyword Group Keyword Copy

Keyword Group Keyword Group Copy

Keyword Group Multi-Instance No action taken

Keyword Type Group

Multi -Instance Keyword No action taken

Keyword Type
Group

Multi -Instance Keyword Group No action taken

Keyword Type
Group

Multi -Instance Multi-Instance Only copy if they are the same Multi-Instance
Keyword Type Keyword Type Group Keyword Type Group (means they have the same
Group identification number)

Incremental Parallel Upgrade Process (IPUP) Environmental

Considerations
When this action is used in an environment using an Incremental Parallel Upgrade Process
(IPUP), the following should be noted:

OnBase 18 522
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When a version previous to 13 accesses the configuration of this action or a client executes
this action and the action is configured in OnBase Studio in version 13 with multiple Keyword
Type mappings, only one Constant mapping will be displayed in the configuration and executed
in the client. When this action is accessed within the Configuration module in version 13, only
one Keyword Type mapping is displayed. Property values cannot be configured in previous
versions or within the Configuration module in version 13.
When the configuration of this action is edited and saved within a previous version of OnBase
Studio or the Configuration module or within the Configuration module in version 13, the
configuration will overwrite the OnBase Studio version 13 configuration and the configuration
will only reflect the single Keyword Type mapped in the previous version's or in the
Configuration module's configuration. All additional values previously configured within the
version 13 OnBase Studio will be deleted from the configuration.

Interaction with E-Forms in Workflow

Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options, one
of two things will occur:
• After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
• Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_ syntax,
the button will function as a cancel button.

Keyword Validation in OnBase

In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.

OnBase 18 523
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Create Form
This action allows you to create a Unity Form or Image Form of a specified form type. It allows
you to map Keyword Type values to automatically populate the form and/or display the form
for user input.

Note: Unity Forms configured with the Workflow form type cannot be used in this action. The
Document form type must be used in conjunction with this action.

Note:This action is not supported in the OnBase Client Classic Workflow interface. When using
the Display for Input option, this action is supported only in the Unity Client, Web Client, Mobile
Access for Android, Mobile Access for iPhone, Mobile Access for iPad, and Mobile Access for
Windows interfaces.

Option: Form Type

Select the Unity Form or Image Form template that you would like to use to create the new form
from the Form Type drop-down select list.

Note: Only published Unity Forms and Image Forms are available for selection.

Mapping Keyword Types with Constant Values or Properties

Option: Keyword Type
Select a Keyword Type that you would like to populate on the form with a value. The following
options are available:
• Constant - Map a constant value. Enter the value in the field you want to populate in
that Keyword Type to map the Keyword Type to a constant value.
• Property Name - Map a property value. Enter the name of the property in the field
that will contain the value that you want to populate the Keyword Type with.
Click Add to add the mapping.

Option: Copy document handle to property

You can copy the document handle of the item to a property by selecting the Copy document
handle to property option and entering the name of the property you want to copy the value to.

Caution: If the form is not created because the form is discarded, the property is not set.

OnBase 18 524
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Display for Input

When this option is selected, the form is displayed in the User Interaction window for additional
data entry.

Note: When the Display for Input option is selected, this action is supported only in the Unity
and Web Client interfaces.

Tip: If the Display for Input option is selected when using this action as a System Task, it is
required for the Workflow user interface to be open in the background. It is recommended that
the Display Document action be used instead of this option under this circumstance.

Note: If working in an Institutional Database, the Institution # keyword will always be copied,
regardless of selection.

Note: When configured with the Display For Input option selected, AutoFill Keyword Sets that
are configured on the form will expand when the value of the primary keyword of that AutoFill
Keyword Set is either inherited or added with the action. The expansion of the AutoFill Keyword
Set takes place when the form is displayed in the User Interaction window. If Display for Input
option is not selected, the AutoFill Keyword Set will not be expanded.

Option: Allow User to Discard Changes and Continue Execution

If you want to allow users the ability to discard the changes made to a form, but continue with
the task list, select the Allow User to Discard Changes and Continue Execution check box.
When this check box is selected, a Discard and Continue button is available to the user.

Option: Allow User to Discard Changes and Cancel Execution

If you want to allow users the ability to discard the changes made to a form, but cancel the
execution of the task list, select the Allow User to Discard Changes and Cancel Execution
check box. When this check box is selected, a Discard and Cancel button is available to the
user.

Inherit Keywords Tab

Note: This tab is only available when configuring the action within a life cycle associated with
documents.

OnBase 18 525
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you want keywords from the active item to be added to the form, select Inherit Keywords .
The following options are available:
• Inherit All - Inherits all common Keyword Type values.
• Inherit Selected - Allows you to specify a subset of common Keyword Type values
that are inherited. The Configure button will be enabled. Click Configure to specify
what Keyword Types you would like to inherit values. The Inherited Keyword Types
dialog is displayed. Select the Keyword Types in the list that should be inherited.
Click OK when finished, or Cancel to close the dialog without saving changes.

Note: When Inherit Keywords is selected, the action will ignore any Keyword Types that are on
the primary item but not on the Form. Only the common Keyword Types will be inherited.

Note: Keywords that are configured for auto numbering will not be inherited. The keyword
value on the new form that is created will be incremented and not inherit the value from the
active item.

Note: If a default value is configured for a Keyword Type field in a form and a value exists for a
Keyword Type on the primary document, the value is inherited from the primary document and
the default value is not stored for the new form. If a default value is configured for a Keyword
Type field in a form and the Keyword Type is blank on the primary document, the default value
is stored.

Option: Fill Document Handle Keyword(s)

If you check the Fill Document Handle Keyword(s) check box, the new document and the
primary document inherit each other’s document handle number for the Document Handle
Keyword Type. The Document Handle Keyword Type must be assigned to both Document
Types involved in the exchange. This configuration enables the new form, which had no link to
the primary document via a common keyword, to become a related document based on the
document handle when actions and rules are configured to use the Document Handle option to
identify related documents.

Note: If the primary document belongs to a closed or cutoff Records Management folder, the
Document Handle Keyword Value will not be copied from the new document to the primary
document.

Keyword Handling
The following table describes the behavior for copying a keyword from a primary item to a
related item or a new E-Form.

Primary Document Related Document/ Behavior

New E-Form

Keyword Keyword Copy

OnBase 18 526
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Primary Document Related Document/ Behavior

New E-Form

Keyword Keyword Group Copy

Keyword Multi-Instance No action taken

Keyword Type Group

Keyword Group Keyword Copy

Keyword Group Keyword Group Copy

Keyword Group Multi-Instance No action taken

Keyword Type Group

Multi -Instance Keyword No action taken

Keyword Type
Group

Multi -Instance Keyword Group No action taken

Keyword Type
Group

Multi -Instance Multi-Instance Only copy if they are the same Multi-Instance
Keyword Type Keyword Type Group Keyword Type Group (means they have the same
Group identification number)

Image Form Tab

Note: The Image Form tab is only available when an Image Form is selected as the Form Type .

Option: Form Language

Select the language in which the created Image Form should be displayed. The Default
language is selected by default.

Note: You must select a language that has been configured for the form.

Incremental Parallel Upgrade Process (IPUP) Environmental

Considerations
When this action is used in an environment using an Incremental Parallel Upgrade Process
(IPUP) the following should be noted:

OnBase 18 527
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When a version previous to 13 accesses the configuration of this action or a client executes
this action and the action is configured in OnBase Studio in version 13 with multiple Keyword
Type mappings, only one Constant mapping will be displayed in the configuration and executed
in the client. When this action is accessed within the Configuration module in version 13, only
one Keyword Type mapping is displayed. Property values cannot be configured in previous
versions or within the Configuration module in version 13.
When the configuration of this action is edited and saved within a previous version of OnBase
Studio or the Configuration module or within the Configuration module in version 13, the
configuration will overwrite the OnBase Studio version 13 configuration and the configuration
will only reflect the single Keyword Type mapped in the previous version's or in the
Configuration module's configuration. All additional values previously configured within the
version 13 OnBase Studio will be deleted from the configuration.

Display E-Form for Input

Note: This action requires a license for the E-Forms module

Displays an E-Form or Virtual E-Form.

If you are configuring the action for related items, see Related Tab on page 718 for more
information.

Option: Cancel Form Applies To

The Cancel Form Applies to: sections allows you to specify how you want the a form
cancellation to be processed whose form creation was initiated by this action.The following
options are available:
• If Current form only is selected, only the form that is currently displayed is canceled
upon a user clicking a configured OBBtn_Cancel button. Subsequent forms will be
displayed.
• If Current and all subsequent forms is selected, the currently displayed form and all
subsequent forms will be canceled upon a user clicking a configured OBBtn_Cancel
button.

If you want to expand AutoFill Keyword sets using this action, use the OBBtn_ExpandKS###
button .

Note: OBBtn_KS### and OBBtn_Keyset are not supported for this action.

OBBtn_Cancel and OBBtn_No Functionality

OnBase 18 528
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The OBBtn_Cancel and OBBtn_No E-Form buttons function differently depending on what
option are selected for the FORM - Display E-Form for Input action The following table outlines
the different outcomes these buttons produce:

Option Button Outcome

Current form OBBtn_Cancel All E-Forms are displayed, but the

only task list is broken.

Current form OBBtn_No All E-Forms are displayed and the

only task list is not broken. The last
execution result is set to False.

Current and all OBBtn_Cancel All E-Forms are not displayed and the
subsequent task list is broken.
forms

Current and all OBBtn_No All E-Forms are displayed and the
subsequent task list is not broken. The last
forms execution result is set to False.

Display Form for Input

This action displays the current Unity or Image form to the user.

Note: This action is supported only in the Unity Client, Web Client, Mobile Access for Android,
Mobile Access for iPhone, Mobile Access for iPad, and Mobile Access for Windows interfaces.

This action is used in conjunction with the Related Item Exists rule with the Use Related Items
for Tasks option selected. Using this rule provides a way to determine if there are forms related
to the primary item. If a form is found that matches the rule criteria upon task execution, it will
be displayed for input. If multiple forms are found that matches the rule criteria, they will be
displayed one after another until all of the forms are processed.

Option: Allow User to Discard Changes and Continue Execution

If you want to allow users the ability to discard the changes made to a form, but continue
processing that form through the remainder of the task list, select the Allow User to Discard
Changes and Continue Execution check box. When this check box is selected, a Discard and
Continue button is available to the user.

Option: Allow User to Discard Changes and Cancel Execution

If you want to allow users the ability to discard the changes made to a form, but cancel the
execution of the task list, select the Allow User to Discard Changes and Cancel Execution
check box. When this check box is selected, a Discard and Cancel button is available to the
user.

OnBase 18 529
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Cancel Form Applies To

There are two options under Cancel Form Applies to: , which is enabled when Allow User to
Discard Changes and Cancel Execution is selected. The following options are available:
• If Current form only is selected, only the form that is currently displayed is canceled
upon a user clicking the Discard and Cancel button. Workflow will not execute any
further actions or rules in the same task list for that related form. Subsequent forms
will be displayed.
• If Current and all subsequent forms is selected, the currently displayed form, all
subsequent forms and the task list will be canceled upon a user clicking the Discard
and Cancel button. Workflow will break all processing for the top-level item.

Display HTML Form

Displays an HTML form that allows the user to alter the keywords or Workflow properties of an
item.

Note: When used in a life cycle configured to use WorkView Objects as the primary items in the
life cycle, the user must double-click the Primary Viewer option in the Workflow tab in order to
interact with the WorkView Object.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

Note: When the Target is set to Related Document, property values in the Persistent Property
Bag will be retrieved from the related work item instead of the current work item.

If you are configuring the action for related items, see Related Tab on page 718 for more
information.

Option: Form
If a user form has been created for the life cycle, you can select it from the Form drop-down
list. Global user forms and forms assigned to the life cycle in which the action is being
configured are available for selection.
Additionally, you can create a new form or edit an existing form by selecting the drop-down
button next to the Form field. The Properties dialog box is displayed when you select either
option. Enter the Name of the form and enter the path to the form in the Location field.

OnBase 18 530
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Auto-Generate Form Configuration

You may also choose Auto-Generate from the Form drop-down select list. Configure the
following options:
• Instructions - Specify instructions for the form.
• Fields - Adds fields to the form. To add a field, click Add . The Form Fields
Configuration dialog is displayed. Select one of the following:
• Keyword Types - Add Keyword Types to display on your form. Multiple instances
of Keyword Types can be added. Enter a Keyword Type, or select from the drop-
down select list.
• Property Name - Workflow properties can be added by specifying a property in the
Property Name field.

Note: Property names with spaces are not supported.

You can specify a display name by entering it in the Display Name field.
If you want the field to be read-only, select Read-only .
If you want the field to be required, select Required .
If you want the field to have multiple rows, select Field has multiple rows and enter a
value for the number of rows.
When finished click OK , or click Cancel to close the dialog without adding any fields.
To modify an existing field, select the field from the list and click Modify .
To delete an existing field, select the field from the list and click Delete .
User forms display in the User Interaction screen when the action is performed.

Note: If the item this action is performed on has multiple related items and the cancel button
for the form is clicked at any point, processing will break and the form will not be displayed for
additional related items.

Note: When using the Auto-Generate option, if you want a drop-down select list available in the
form, the selected Keyword Type must be configured with the Use Keyword Data Set and
Keyword Must Exist options.

Note: OBBtn_KS###, OBBtn_ExpandKS###, and OBBtn_Keyset are not supported for this
action.

OnBase 18 531
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you perform this action from an e-mail notification in the Integration for Microsoft Outlook
2010, Integration for Microsoft Outlook 2013, or Integration for Microsoft Outlook 2016 and click
the cancel button, the e-mail notification is still modified to indicate that the ad hoc task was
successfully executed. Task list execution does not continue.

Note: If there are several forms within a task list, if one of the forms is cancelled, the task
execution is aborted.

Note: If working in an Institutional Database, the Institution # keyword will always be copied,
regardless of selection.

Option: Hide Cancel Button

When Hide Cancel Button is selected, the Cancel button will not display on the form.

Option: Fill HTML fields with document keyword and property values
If you want the Keyword Values or Workflow properties associated with the document to
populate the form’s fields, select the Fill HTML fields with document keyword and property
values option. When this is selected, the form will display the document’s Keyword Values or
Workflow properties in the appropriate fields. When Keyword Values are changed and the
changes are saved, the Keyword Values or Workflow properties associated with the document
will be changed on the document. The new values will not be added in addition to the original
values when the Fill HTML fields with document keyword and property values option is
selected.

Note: When more than one Keyword Value or property value exists, all values will be displayed
only if the form is configured with enough fields to accommodate all of the values.

Caution: Only the Keyword Values and property values displayed on the form are saved to the
document. Ensure the form is configured with enough fields to accommodate all existing
values.

Note: When auto-generating an HTML form for a document, the client’s regional settings will
determine formatting for date and date time keywords.

Note: When using a URL to specify a user form, the Fill HTML Fields with document keyword
and property values field is disabled.

Caution: When using a URL-accessed user form, the data on the form will not be posted to the
URL until after the next action in the task list has executed. Due to this behavior, subsequent
actions after the form is submitted should not rely on the data being submitted to the web
application.

OnBase 18 532
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Allow Form To Dynamically Add Keyword Fields

If a form is configured to dynamically add form fields to the form, this option controls how
dynamically created keyword mapped fields affect the primary item.
When this option is selected, values entered in keyword fields that were dynamically added to
the form update the corresponding keyword on the primary item.
When this option is not selected, values entered in keyword fields that were dynamically added
to the form are not updated on the primary item.
This option is disabled when <Auto-Generate> is selected in the From drop-down select list.

Using Multi-Instance Keyword Type Groups

Documents that have Multi-Instance Keyword Type Groups configured will behave slightly
differently depending on how the Fill HTML fields with document keyword and property values
option is configured.
When the Fill HTML fields with document keyword and property values option is not selected,
the form fields are not populated. When values are entered into fields, a new instance of the
Multi-Instance Keyword Type Group is created containing the values entered in the form. For
example, if the primary document contains two instances of a Multi-Instance Keyword Type
Group, and new values are entered into the form fields, a third instance of the Multi-Instance
Keyword Type Group is created for the primary document.
When the Fill HTML fields with document keyword and property values option is selected, the
fields on the form will be populated and the corresponding instances of the Multi-Instance
Keyword Type Group on the document will be updated.

Display HTML Form (Unity Form)

Displays a Unity Form that allows the user to alter the keywords or Workflow properties of an
item.

Note: When used in a life cycle configured to use WorkView Objects as the primary items in the
life cycle, the user must double-click the Primary Viewer option in the Workflow tab in order to
interact with the WorkView Object.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

Note: When the Target is set to Related Document , property values in the Persistent Property
Bag will be retrieved from the related work item instead of the current work item.

If you are configuring the action for related items, see Related Tab on page 718 for more
information.

OnBase 18 533
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Form Type

Note: Unity Forms configured with the Document form type cannot be used in this action. The
Workflow form type must be used in conjunction with this action. For more information about
how to configure a Unity Form with the Workflow form type, see the Unity Forms
documentation.

Select a form from the Form Type drop-down.

Option: Fill form fields with keyword and property values

Note: This option is selected by default. This option must be selected in order for default
values to be populated on the form.

If you want the Keyword Values or Workflow properties associated with the document to
populate the form’s fields, select the Fill form fields with keyword and property values option.
When this is selected, the form will display any existing Keyword Values or Workflow properties
in the appropriate fields. When Keyword Values are changed and the changes are saved, the
Keyword Values or Workflow properties associated with the work item will be changed on the
work item. The new values will not be added in addition to the original values when the Fill form
fields with keyword and property values option is selected.
Any fields for System properties will be filled regardless of whether the Fill form fields with
keyword and property values option is selected.

Note: When more than one Keyword Value or property value exists, all values will be displayed
only if the form is configured with enough fields to accommodate all of the values.

Option: Allow user to discard changes and continue execution

If you want to allow users the ability to discard the changes made to a form, but continue
processing that form through the remainder of the task list, select the Allow user to discard
changes and continue execution check box. When this check box is selected, a Discard and
Continue button is available to the user.

OnBase 18 534
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Allow user to discard changes and cancel execution

If you want to allow users the ability to discard the changes made to a form, but cancel the
execution of the task list, select the Allow user to discard changes and cancel execution check
box. When this check box is selected, a Discard and Cancel button is available to the user.

Note: If a Keyword Type is on a form and that Keyword Type is in a SIKG assigned to the form's
Document Type, but is a standalone Keyword Type on the Document Type of the work item
being executed against, all instances of that keyword will be removed from the work item when
saving the form when the Fill form fields with keyword and property values is selected on the
action.

Note: Additionally, if there are multiple instances of a Keyword Type on the work item and the
form is filled with one of those values and then the work item is edited with additional values,
after you submit the form, the work item will only have that one instance of the keyword
inherited from the form.

Keyword Category
Add Keyword
Adds a keyword with the specified value of the specified Keyword Type to the active document.

Option: Keyword Type

Select a Keyword Type from the drop-down select list. The Keyword Type selected must be
associated with the Document Type of the document in order for the action to succeed.
If the Keyword Type you selected is configured using a Specific Currency data type, a Currency
Format drop-down select list is displayed, allowing you to select the currency format you want
to use.

Option: Keyword Value

Specify the Keyword Value to add. The following options are available depending on the
selected keyword Type:
• If you want to add a specific value, enter the value n the Constant value field.

Note: The number of characters allowed in the Constant value field is limited to the configured
character limit of the selected Keyword Type.

OnBase 18 535
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• If the Keyword Type selected uses an Alphanumeric data type, the System Value
drop-down select list is enabled. Select Current User ID if you want the new value to
be the User Id of the currently logged in user. Select Current User’s Name if you want
the new value to be the user name of the currently logged in user. Select Current
User’s Real Name if you want the new value to be the real name specified for the
currently logged in user.
If the Keyword Type selected uses a Date data type, the Current Date option can be
selected to use the current date as the value.
• If the Keyword Type selected uses an Alphanumeric or Date & Time data type, the
Timestamp option can be selected to use the date/time information for the keyword
value.

Note: Date and date & time formatting are dependent on regional settings.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Add Keyword Record

This action adds a record of a Multi-Instance Keyword Type Group to an item based on
specified values for each Keyword in the record.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Keyword Record

Select a Multi-Instance Keyword Type Group from the Keyword Record drop-down select list.

Option: Keyword Values

To configure Keyword Values for the record:

OnBase 18 536
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

1. Click Add . The Add Keyword Value dialog box is displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.
4. Click OK .
Configured Keyword Types or Keyword Values can be modified by selecting a Keyword Value
and clicking Modify . The Modify Keyword Value dialog is displayed, and any changes can be
made. Click OK to keep changes, or click Cancel to close the dialog without saving the
changes. To delete configured Keyword Values, select a Keyword Value and click Delete .

Note: If multiple values are found for a Keyword Value source, like in an instance where a
property or Keyword contains multiple values, only the first value is used as the Keyword Value.

OnBase 18 537
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Autofill Keyword Set

Fills Keyword Values on a document with values from an AutoFill Keyword Set. The primary
Keyword Type must have a value associated with an AutoFill Keyword Set in order for the
action to fill Keyword Values. All documents that do not have a primary value associated with
an AutoFill Keyword Set will not have additional values applied to the document.

Option: AutoFill Set

Select the appropriate AutoFill Keyword Set from the drop-down select list.

Caution: If more than one Autofill Keyword Set exists with the same primary Keyword Value
and the Expand All Matching Instances option is not set for the AutoFill Keyword Set, when the
action is executed, no AutoFill will take place.

Option: Keep Existing Values

When Keep Existing Values is selected, it will retain the original secondary Keyword Values and
a new instance will be added containing the AutoFill Keyword Set data.

Note: When Expand All Matching Instances is configured for the selected AutoFill Keyword
Set, Keep Existing Values is selected by default.

Caution: The Keep Existing Values option is not supported in the Classic Client interface.

Option: Replace Secondary Values When Only One Instance Exist

When Replace Secondary Values When Only One Instance Exists is selected, the following will
occur:
• When using standard Keyword Types, the secondary Keyword Values will be replaced
if only one instance of the secondary keyword exists. If more than one instance of
the secondary keyword is found, the original secondary values will be retained and a
new instance is created containing the data from the AutoFill keyword set.

Caution: In the Classic OnBase Client user interface, if there are already keyword values
associated with the primary Keyword Type value, the associated values will be replaced with
the value from the AutoFill Keyword Set when this action is executed.

OnBase 18 538
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• When using Keyword Type Groups, secondary Keyword Values will always be
replaced with the data from the AutoFill Keyword Set.
• When using Multi-Instance Keyword Type Groups, if a single instance of the primary
Keyword Type exists, secondary Keyword Values will be replaced with the data from
the AutoFill Keyword Set. If multiple instances of the specified primary value exist,
the original data will be retained and a new instance containing the data from the
AutoFill Keyword Set will be populated.

Caution: The Replace Secondary Value When Only One Instance Exists option should not be
used with documents that have more than one secondary value of the same Keyword Type.

OnBase 18 539
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The following describes what can be expected using the Keep Existing Values and Replace
Secondary Values When Only One Instance Exists options with standard Keyword Types,
Keyword Type Groups, and Multi-Instance Keyword Type Groups:

Number of Retains Existing Replaces Adds New

Values Secondary Existing Keyword Value
Keyword Value Secondary
Keyword Value

Standard Keyword Type

Keep Existing 1 secondary x x

Values value

2 or more x x
secondary values

Replace 1 secondary x
Secondary value
Values When
Only One 2 or more x x
Instance Exists secondary values

Single Instance Keyword Type Groups

Keep Existing 1 secondary x

Values value

2 or more n/a n/a n/a

secondary values

Replace 1 secondary x
Secondary value
Values When
Only One 2 or more n/a n/a n/a
Instance Exists secondary values

Multiple Instance Keyword Type Groups

Keep Existing 1 secondary x

Values value

2 or more x x
secondary values

Replace 1 secondary x
Secondary value
Values When
Only One 2 or more x
Instance Exists secondary values

OnBase 18 540
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Caution: When using the Classic OnBase Client, it is recommended that the Replace
Secondary Values When Only One Instance Exists option is used only if it has been determined
that documents only have one value for each Keyword Type. If there are two or more secondary
values on a document and the action is configured to Replace Secondary Value When Only
One Value Exists , the Classic Client does not know which value to replace and the user will not
know which value has been replaced.

Caution: This action can populate values for multiple primary values. For each primary, there
will be corresponding secondary values for the associated Keyword Types, as defined in the
AutoFill Keyword Set. If a primary value is associated with multiple AutoFill Keyword Sets, no
secondary values will be populated for that primary value.

Caution: If using a Multi-Instance Keyword Type Group, the AutoFill Keyword Set will only
populate if both the primary and secondary values reside in the Keyword Group. If the
secondary values are outside of the Multi-Instance Keyword Type Group, the AutoFill Keyword
Set will not populate.

Option: Prompt user if multiple records exist

When this option is selected, and more than one AutoFill Keyword Set record exists with
primary values on the current document, the user is prompted to select which instance should
be expanded. This option is not available when the selected AutoFill Keyword Set is configured
with Expand all matching instances enabled.

Note: This option is supported only in the Unity Client, the Web Client, and the OnBase Client
Core-based interface.

Compare and Copy Keyword Records for This and

Related Items
This action performs two tasks: first, it compares instances of Keyword records between the
primary item and specific related items to determine whether or not all Keyword records are
present on all items. Second, if any Keyword record is missing from either the primary item or
related items, the action copies the missing Keyword record to a new Multi-Instance Keyword
Type Group on either the primary item or the related items, depending on how the action is
configured.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 541
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: After Comparison

This action can be configured to copy Keyword records in one of two ways:
1. Copy Missing Keyword Records on This Item - When this option is selected, any
Keyword records that exist on the primary item but are not found on related items are
copied to a new Multi-Instance Keyword Record on the primary item.
2. Copy Missing Keyword Records on Related Items - When this option is selected, any
Keyword records that exist on related items but are not found on the primary item are
copied to a new Multi-Instance Keyword Record on the specified related items. A
missing Keyword record is added to a new Multi-Instance Keyword Type Group only on
the related item that contains the record that is not present on the primary item.

Option: Keyword Record

Select the Multi-Instance Keyword Type Group you want to search for. This is the Multi-
Instance Keyword Type Group for which missing records will be found when the primary and
related items are compared.

Option: Comparison
In this tab, the comparison part of the action is configured. These settings determine how the
action should search for missing records between items.

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

To configure comparisons:
1. In the Keyword Record on Related Item drop-down select list, select the Multi-Instance
Keyword Type Group that stores the comparable Keyword records.
The Keyword Type and Mapped Keyword Type drop-down select lists are populated
with Keyword Types belonging to the Multi-Instance Keyword Type Groups that will be
compared.
2. Select a Keyword Type from the Keyword Type drop-down select list.
3. In the Mapped Keyword Type drop-down select list, select the Keyword Type that should
be compared to the Keyword Type selected in the Keyword Type drop-down select list,
then click Add . When the action is executed, it will search for comparable values
between these two mapped Keyword Types.
To delete a Keyword mapping, select the mapped Keywords, then click Delete .

OnBase 18 542
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Copy
In this tab, configure how the action should copy missing Keyword records.
1. In the Destination Keyword Record on This Item/Related Items drop-down select list,
choose the Multi-Instance Keyword Type Group to which missing records will be copied.

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

The Keyword Type drop-down select list is populated with the Keyword Types belonging
to the original Multi-Instance Keyword Type Group.
The Mapped Keyword Type drop-down select list is populated with the Keyword Types
belonging to the Multi-Instance Keyword Type Group to which missing records will be
copied.
2. Select a Keyword Type in the Keyword Type drop-down select list, then map it to the
corresponding Keyword Type in the destination Keyword record by selecting a Keyword
Type from the Mapped Keyword Type drop-down select list.
3. Click Add .
To delete a Keyword mapping, select the mapped Keywords, then click Delete .
See Related Tab on page 718 for more information on configuring the action for related
documents/items.

Copy Keyword
Copies the value of the Source keyword into the value of the Destination keyword on the active
document.

Option: Source Keyword

Select the Keyword Type from which to take the values in the Source Keyword drop-down list.
The following system keywords are available from this drop-down select list, in addition to
configured Keyword Types:
• >> Date Stored
• >> Document Date
• >> Document Handle
• >> Document Name
• >> Document Type
For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.
You can acquire the source Keyword Type from a property value by selecting Source keyword
type from property and entering the property in the field.

OnBase 18 543
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Destination Keyword

Select the Keyword Type to which the value should be copied in the Destination Keyword drop-
down list.

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Note: When copying currency formatted Keyword values, the currency format of both the
Source Keyword and Destination Keyword must have the same formatting to ensure
successful copying.

Note: Blank values are not copied.

Likewise, you can acquire the destination Keyword Type from a property value by select
Destination keyword type from property and entering the property in the field.

Note: When a Date or Date/Time Keyword Value is copied into an alphanumeric Keyword Type,
the server’s default date and date/time format is used.

Note: When using the Unity Client, an alphanumeric Keyword Type cannot be copied to a
numeric9 Keyword Type if the value contains a decimal point.

Copy Keyword from Related Item

Copies the value of the Source Keyword on a related item into the value of the Destination
Keyword on the active item.

Option: Source Keyword

Select the Keyword Type from which to take the values in the Source Keyword drop-down list.
The following system keywords are available from this drop-down select list, in addition to
configured Keyword Types:
• >> Date Stored
• >> Document Date
• >> Document Handle
• >> Document Name
• >> Document Type
For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.

OnBase 18 544
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

You can acquire the source Keyword Type from a property value by selecting Source keyword
type from property and entering the property in the field.

Option: Destination Keyword

Select the Keyword Type to which the value should be copied in the Destination Keyword drop-
down list.

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Note: When copying currency formatted Keyword values, the currency format of both the
Source Keyword and Destination Keyword must have the same formatting to ensure
successful copying.

Note: Blank values are not copied.

Likewise, you can acquire the destination Keyword Type from a property value by select
Destination keyword type from property and entering the property in the field.

See Related Tab on page 718 for more information.

Copy Keyword Record

This action searches for all instances or a specific instance of a Multi-Instance Keyword Type
Group and copies the Keyword records found to a new Multi-Instance Keyword Type Group.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Source Keyword Record

Select the Multi-Instance Keyword Type Group from which the Keyword record will be copied.

Option: Destination Keyword Record

Select the Multi-Instance Keyword Type Group to which the Keyword record will be copied.

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

OnBase 18 545
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Search Criteria

Search criteria define how the action searches for Keyword records to be copied. The following
options are available:
• Select All Records if you want to copy all instances of the specified Multi-Instance
Keyword Type Group.
• Select Specific Records if you want to copy only specific instances of a Multi-
Instance Keyword Type Group.
To configure search criteria:
1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 546
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Option: Keyword Mappings

Configure how the action should copy Keyword records.
The Keyword Type drop-down select list is populated with the Keyword Types belonging to the
source Multi-Instance Keyword Type Group.
The Mapped Keyword Type drop-down select list is populated with the Keyword Types
belonging to the Multi-Instance Keyword Type Group to which records will be copied.
To add a Keyword mapping, select a Keyword Type in the Keyword Type drop-down select list,
then map it to the corresponding Keyword Type in the destination Keyword record by selecting
a Keyword Type from the Mapped Keyword Type drop-down select list. Click Add .
To delete a Keyword mapping, select the mapped Keywords, then click Delete .

OnBase 18 547
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Copy Keyword Records from Related Item

This action copies instances of a Multi-Instance Keyword Type Group from all of the related
items to either the same Multi-Instance Keyword Type Group or a different Multi-Instance
Keyword Type Group on the current item.

Option: Source Keyword Record

Select the Source Keyword Record that you want to copy from the drop-down select list.

Option: Search Criteria

Configure search criteria to determine how the action determines which Keyword records to
copy. The following options are available:
• Select All Records to copy all instances of the source Multi-Instance Keyword Type
Group.
• Select Specific Records to copy only specific instances of the source Multi-Instance
Keyword Type Group.
When Specific Records is selected, search criteria must be configured to determine how the
action finds these specific records.
To configure search criteria:

OnBase 18 548
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 549
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Option: Destination Keyword Record

Select one of the following options to determine which Multi-Instance Keyword Type Group the
Keyword records are copied to:
• Use the same keyword record type as source - This option copies the Keyword
records to the same Multi-Instance Keyword Type Group that is selected in the
Source Keyword Record drop-down select list.
• Use a specified keyword record type - This option copies the Keyword records to a
different Multi-Instance Keyword Type Group specified in the drop-down select list.

OnBase 18 550
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Note: When copying currency formatted Keyword values, the currency format of both the
source Keyword and destination Keyword must have the same formatting to ensure successful
copying.

Note: Blank values are copied.

When Use a specified keyword record type is selected, Keyword mappings must be configured.
To configure Keyword mappings:
1. Select a Keyword Type from the Keyword Type drop-down select list. This list is
populated with Keyword Types belonging to the Source Keyword Record Mutli-Instance
Keyword Type Group.
2. Map the selected Keyword Type to a corresponding Keyword Type by selecting a
Keyword Type in the Mapped Keyword Type drop-down select list. This list is populated
with Keyword Types belonging to the destination Multi-Instance Keyword Type Group.
To remove a Keyword mapping, select it from the Keyword Mappings list and click Delete .
If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Copy Keyword Records to Related Item

Copies Multi-Instance Keyword Type Group values from the active item onto a related item to
either the same Multi-Instance Keyword Type Group or a different Multi-Instance Keyword Type
Group, depending on the action’s configuration.

Option: Source Keyword Record

Select the Source Keyword Record that you want to copy from the drop-down select list.

Option: Search Criteria

Configure search criteria to determine how the action determines which Keyword records to
copy. The following options are available:
• Select All Records to copy all instances of the source Multi-Instance Keyword Type
Group.
• Select Specific Records to copy only specific instances of the source Multi-Instance
Keyword Type Group.
When Specific Records is selected, search criteria must be configured to determine how the
action finds these specific records.

OnBase 18 551
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To configure search criteria:

1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 552
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Option: Destination Keyword Record

Select one of the following options to determine which Multi-Instance Keyword Type Group the
Keyword records are copied to:
• Use the same keyword record type as source - This option copies the Keyword
records to the same Multi-Instance Keyword Type Group that is selected in the
Source Keyword Record drop-down select list.
• Use a specified keyword record type - This option copies the Keyword records to a
different Multi-Instance Keyword Type Group specified in the drop-down select list.

OnBase 18 553
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Note: When copying currency formatted Keyword values, the currency format of both the
source Keyword and destination Keyword must have the same formatting to ensure successful
copying.

When Use a specified keyword record type is selected, Keyword mappings must be configured.
To configure Keyword mappings:
1. Select a Keyword Type from the Keyword Type drop-down select list. This list is
populated with Keyword Types belonging to the Source Keyword Record Mutli-Instance
Keyword Type Group.
2. Map the selected Keyword Type to a corresponding Keyword Type by selecting a
Keyword Type in the Mapped Keyword Type drop-down select list. This list is populated
with Keyword Types belonging to the destination Multi-Instance Keyword Type Group.
To remove a Keyword mapping, select it from the Keyword Mappings list and click Delete .
If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Copy Keyword to Related Item

Copies the value of the Source Keyword on the active item into the value of the Destination
Keyword on the related item.

Option: Source Keyword

Select the Keyword Type from which to take the values in the Source Keyword drop-down list.
The following system keywords are available from this drop-down select list, in addition to
configured Keyword Types:
• >> Date Stored
• >> Document Date
• >> Document Handle
• >> Document Name
• >> Document Type
For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.
You can acquire the source Keyword Type from a property value by selecting Source keyword
type from property and entering the property in the field.

OnBase 18 554
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Destination Keyword

Select the Keyword Type to which the value should be copied in the Destination Keyword drop-
down list.

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Note: When copying currency formatted Keyword values, the currency format of both the
Source Keyword and Destination Keyword must have the same formatting to ensure
successful copying.

Note: Blank values are not copied.

Likewise, you can acquire the destination Keyword Type from a property value by select
Destination keyword type from property and entering the property in the field.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Copy Keywords from/to Related Item

Copies Keywords from one item to another item.

Option: Copy Keywords

Choose one of the following ways in which Keywords will be copied:
• From Related Item to This Item : Copies Keyword Values from the related item to the
primary item.
• From This Item to Related Item: Copies Keyword Values from the primary item to the
related item.

Option: Keywords
Select which Keywords will be copied:
• All Keywords: Copies all Keywords from the item.
• Selected Keywords: Allows you to configure specific keywords to copy. When this
option is selected, the Configure button is enabled. Click Configure and add Keyword
Types in the Inherit Keyword Types dialog.

Options
These settings determine what happens to existing Keyword Values when new values are
copied to an item. The availability of these options depends on how the action is configured.

OnBase 18 555
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: If the source and destination Keyword Types are both an Alphanumeric Data Type, and
the source Keyword Type is longer than the maximum configured length of the destination
Keyword Type, the value of the destination Keyword is truncated to the maximum configured
length.

Option: Keep all existing keyword values

You can select Keep all existing keyword values if you want to keep the existing values, but
add the values from the item.

Option: Keep existing values for common keywords

You can select Keep existing values for common keywords if you want to keep the values of
common Keyword Types between the primary item and the related item, but discard those that
are not common between the two. This option is only available when the action is configured to
copy From This Item to Related Item.

Option: Keep existing values for selected keywords

When the action is configured to copy Selected Keywords , this option keeps existing values of
those Keywords.

Option: Delete all existing keyword values

You can select Delete all existing keyword values if you want to delete the existing values and
add the values from the item.

Option: Delete existing values for common keywords

You can select Delete existing values for common keywords if you want to delete the values of
Keyword Types that are common between the primary and related items before adding the
values to the primary item. This option is only available when the action is configured to copy
From This Item to Related Item.

Note: When Selected Keywords is configured and Delete existing values for common
keywords is selected, if all of the common keyword values are blank on the source item, the
keyword values will not be deleted from the target item. For example, if the related item's
common keyword type values are blank and are being copied to the primary item, the primary
item's keyword values will not be deleted.

Option: Delete existing values for selected keywords

When the action is configured to copy Selected Keywords , this option deletes existing values
of those Keywords.

OnBase 18 556
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Do not delete existing values if new values are blank

When the Do not delete existing values if new values are blank check box is selected, if the
primary item does not have a value assigned to a common Keyword Type, the Keyword Type
value is not deleted from related item(s).

Note: The Do not delete existing values if new values are blank check box is not supported in
the Classic Client interface.

Note: The Keep existing values for common keywords and Delete existing values for common
keywords options are disabled when the action is configured for From Related Item to This
Item and documents are related by Folder Type .

See Related Tab on page 718 for more information.

Note: If the Folder Type method is used, the Keep existing values for common keywords and
Delete existing values for common keywords options are not available.

Keyword Handling
The following table describes the behavior for copying a keyword from a primary item to a
related item or a new E-Form.

Primary Document Related Document/ Behavior

New E-Form

Keyword Keyword Copy

Keyword Keyword Group Copy

Keyword Multi-Instance No action taken

Keyword Type Group

Keyword Group Keyword Copy

Keyword Group Keyword Group Copy

Keyword Group Multi-Instance No action taken

Keyword Type Group

Multi -Instance Keyword No action taken

Keyword Type
Group

Multi -Instance Keyword Group No action taken

Keyword Type
Group

Multi -Instance Multi-Instance Only copy if they are the same Multi-Instance
Keyword Type Keyword Type Group Keyword Type Group (means they have the same
Group identification number)

OnBase 18 557
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The following table describes the behavior for deleting a keyword from a related document
based on a primary document.

Primary Document Related Document Behavior

Keyword Keyword Delete

Keyword Keyword Group Delete

Keyword Multi -Instance No action taken

Keyword Type Group

Keyword Group Keyword Delete

Keyword Group Keyword Group Delete

Keyword Group Multi -Instance No action taken

Keyword Type Group

Multi -Instance Keyword No action taken

Keyword Type
Group

Multi -Instance Keyword Group No action taken

Keyword Type
Group

Multi -Instance Multi -Instance Only delete if they are the same Multi -Instance
Keyword Type Keyword Type Group Keyword Type Group (means they have the same
Group identification number)

Create Autofill Record

This action will create an AutoFill Keyword Set instance from the values on the document.

Note: This action is not supported in the Classic Client interface.

Option: AutoFill Keyword Set

Select the appropriate AutoFill Keyword Set from the drop-down select list that will be filled
with values from the document.
When using this action, the primary keyword of the AutoFill Keyword Set must contain a value
on the document in Workflow in order for the AutoFill Keyword Set record to be created.

OnBase 18 558
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Caution: When creating AutoFill Keyword Sets that consist of a mixture of standard Keyword
Types, Single Instance Keyword Type Groups, and/or Multi-Instance Keyword Type Groups,
values of the Keyword Types that are of the same type and, if part of a Keyword Type Group,
belong to the same Keyword Type Group as the primary Keyword Type will be populated.
Keyword Types not of the same type as the primary Keyword Type will not be populated.

Note: This action is not supported when working with external AutoFill Keyword Sets.

Delete All Keywords of Certain Type

Removes all keyword values for a specific Keyword Type on the specified document.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Option: Get keyword type from property

You can acquire the source Keyword Type from a property value by selecting Get keyword type
from property and entering the property in the field.

Delete Autofill Record

Caution:This action will remove AutoFill Keyword Set record(s), with specified value(s) in the
primary keyword, from the database. Ensure that this action is configured properly. The
removal of AutoFill Keyword Set records is permanent and irreversible.

OnBase 18 559
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

This action will delete AutoFill Keyword Set records that match the configured criteria.

Note:This action is not supported when working with external AutoFill Keyword Sets.

Note:This action is not supported in the Core when Currency, Date, or Date/Time keywords are
configured as the primary keyword in the AutoFill Keyword Set.

Option: AutoFill Keyword Set

Select the AutoFill Keyword Set from which you would like to remove records from.

Option: Keyword Type to Search

The primary Keyword Types populates the Keyword Type to Search field automatically.

Option: Value To-Be-Deleted Comes From

The value to be deleted can come from several sources. The following options are available:
• If you want to specify a certain value that will identify the records that will be deleted,
select Specific Value and enter the appropriate value in the field.
• If you want to use the a value within a property to identify the record(s) to be deleted,
select Property and enter the name of the property in the field.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces in property names.

• If you want to use a Keyword Type value to identify the record(s) to be deleted, select
Keyword and select the Keyword Type from the drop-down list that will contain the
appropriate value.

Delete Keyword
Deletes the specified Keyword value from the active document.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

OnBase 18 560
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keyword Value

The following options are available:
• Specify the value in the Constant value field for the value that will be deleted.
• Specify the name of a property in the Property Name field if you want to delete
keyword values that match that property value. This option allows keyword values to
be deleted dynamically by using property values to determine the keyword value to
be deleted.

Note: A Keyword Value must be specified.

Option: Allow Wildcards

The Allow Wildcards allows wildcards to be used in the Keyword Value field. When using
wildcards, you can use the? (question mark) wildcard to replace a specific number of
characters. For example, a value of COLUMB ?? succeeds for COLUMBUS, COLUMBIA and any
other eight-character Keyword Value beginning with COLUMB. The * (asterisk) wildcard
represents an indefinite number of characters. COLUMB* succeeds for any length keyword
values beginning with COLUMB, such as those mentioned above and COLUMBO and
COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

Delete Keyword Record

This action deletes a record of a Multi-Instance Keyword Type Group. This action can be
configured to delete all records of a Multi-Instance Keyword Type Group or only specific
records that meet search criteria.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Keyword Record

Select the Multi-Instance Keyword Type Group to be deleted.

Option: Search Criteria

Search criteria determine which records of the specified Multi-Instance Keyword Type Group
should be deleted. The following options are available:
• Select All Records to delete all records of the selected Multi-Instance Keyword Type
Group.
• Select Specific Records to configure search criteria to find certain instances of the
selected Multi-Instance Keyword Type Group.

OnBase 18 561
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When Specific Record is selected, search criteria can be configured. To configure search
criteria:
1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 562
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Increment/Decrement Keyword
Adds the value specified to the Keyword Value on the active document. The Keyword Value is
increased or decreased incrementally by the number specified in the Amount edit field.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

OnBase 18 563
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Option: Amount
The Amount field is available with actions that increment or decrement a Keyword Value. Use
the Amount field to specify the quantity by which the Keyword Value is to change. The
maximum value that can be entered is 999999999.

Option: Increment
Select Increment if you want to increase the value.

Option: Decrement
Select Decrement if you want to decrease the value.

Option: Count only business days using Calendar

If the Keyword Type you selected is a Date or Date/Time Keyword Type, the Count only
business days using Calenda r option is available to select. If this option is selected, the drop-
down select list is enabled, and a Calendar can be selected. Selecting this option will enable
dates to be incremented or decremented by the business days configured in the Calendar.
See Related Tab on page 718 for more information.

Keyword Record - Begin

Creates an empty Multi-Instance Keyword Type Group of the type specified in the Keyword
Record drop-down select list. Only Multi-Instance Keyword Type Groups will be listed in this
drop-down select list. The Multi-Instance Keyword Type Group that is created is not saved to
the database until Workflow encounters the Keyword Record - End action.

OnBase 18 564
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keyword Record

Select a Multi-Instance Keyword Type Group from the drop-down select list.

Caution: Any rules or actions that evaluate Keyword Values that have been added to the Multi-
Instance Keyword Type Group before the Keyword Record - End action is encountered will not
be evaluated correctly. The newly created Multi-Instance Keyword Type Group must be saved
before the values within it can accurately be evaluated.

Note: It is recommended to keep tasks simple that modify Multi-Instance Keyword Type
Groups. It is recommended to only add keywords between the Keyword Record - Begin and
Keyword Record - End actions. If this cannot be achieved, make sure that the Keyword Record
- End action follows after every Keyword Record - Begin action and test the configuration
thoroughly. The Add Keyword , Set Keyword from Property Value , and Set Keyword Same as
Entry to Queue Date actions may be used in between the Keyword Record - Begin and Keyword
Record - End actions for Core-based interfaces. The Classic Client interface only supports Add
Keyword between the Keyword Record - Begin and Keyword Record - End .

Option: Get keyword record from property

You can acquire the source Keyword Type from a property value by selecting Get keyword
record from property and entering the property in the field.
See Using Multi-Instance Groups with Keyword Record Begin/End on page 1051 for more
information.

Keyword Record - End

Signals to save the new Keyword Type Group of the type specified in the Keyword Record drop-
down select list created by the Keyword Record - Begin action. Only Multi-Instance Keyword
Type Groups will be listed in this drop-down select list. This action saves all Keyword Values
added to the Keyword Type Group.

Option: Keyword Record

Select a Multi-Instance Keyword Type Group from the drop-down select list.

Caution: If this action is not used in conjunction with the Keyword Record - Begin , all values
added to a Keyword Type Group created by the Keyword Record - Begin action will not be
saved and the values entered will be lost.

Note: It is recommended to keep tasks simple that modify Multi-Instance Keyword Type
Groups. It recommended to only add keywords between the Keyword Record - Begin and
Keyword Record - End actions. If this cannot be achieved, make sure that the Keyword Record
- End action follows after every Keyword Record - Begin action and test the configuration
thoroughly.

OnBase 18 565
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

See Using Multi-Instance Groups with Keyword Record Begin/End on page 1051 for more
information.

Option: Get keyword record from property

You can acquire the source Keyword Type from a property value by selecting Get keyword
record from property and entering the property in the field.

Modify Keyword Record

This action modifies a record of a Multi-Instance Keyword Type Group. The action can be
configured to change all records of a specified Multi-Instance Keyword Type Group or only
specific records that meet search criteria.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Keyword Record

In the Keyword Record drop-down select list, choose the Multi-Instance Keyword Type Group to
be modified.

Option: Search Criteria

Search criteria determine which records of the specified Multi-Instance Keyword Type Group
should be modified. Choose one of the following options:
• Select All Records to modify all records of the selected Multi-Instance Keyword Type
Group.
• Select Specific Records to configure search criteria to find certain instances of the
selected Multi-Instance Keyword Type Group.
When Specific Records option is selected, search criteria can be configured. To configure
search criteria:

OnBase 18 566
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 567
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Option: Keyword Values

Configure the new Keyword Values for the modified Multi-Instance Keyword Type Group record.
To configure Keyword Values:

OnBase 18 568
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

1. Click Add . The Add Keyword Value dialog box is displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.
4. Click OK .
Configured Keyword Types or Keyword Values can be modified by selecting a Keyword Value
and clicking Modify . The Modify Keyword Value dialog is displayed, and any changes can be
made. Click OK to keep changes, or click Cancel to close the dialog without saving the
changes. To delete configured Keyword Values, select a Keyword Value and click Delete .

Replace Keyword
Replaces the specified Keyword Value on the active document.

Option: Keyword Type

From the drop-down select list, select the Keyword Type of which you would like to replace the
value.

OnBase 18 569
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Old Keyword

Select one of the following options to determine what value should be replaced:
• Specific Value - Enter the specific value to be replaced in the field.
If the Keyword Type specified in the Keyword Type drop-down select list is
configured using a Specific Currency data type, select a Currency Format from the
drop-down select list.
• Property Name - Enter the property that contains the old value to be replaced.

Note: When using a property that contains an array of values, only the first value is returned.

Option: New Keyword

Select one of the following options to determine where to get the new value:
• Specific Value - If you want to replace the old value with a specific value, enter the
specific value in the field.
If the Keyword Type specified in the Keyword Type drop-down select list is
configured using a Specific Currency data type, select a Currency Format from the
drop-down select list.
• System Value - If you want to replace the old value with a system value, select the
system value from the drop-down select list.
The following system values are available for selection depending on the Keyword
Type selected in the Keyword Type drop-down select list:
• Select Current Date from the drop-down to use the current date as the new value.
• Select Current User ID if you want the new value to be the User Id of the currently
logged in user.
• Select Current User’s Name if you want the new value to be the user name of the
currently logged in user.
• Select Current User’s Real Name if you want the new value to be the real name
specified for the currently logged in user.
• Property Name - If you want to replace the old value with a value found in a property,
enter the property name in the field.

Note: When using a property that contains an array of values, only the first value is returned.

Option: Delete All Existing Values

If you want to replace all Keyword Type values with the value in the New Keyword selection,
select the Delete All Existing Values option to delete all values regardless of what the value is.
When this option is selected, the Old Keyword field is disabled and if any value was entered in
that field previously, it will be ignored by the system.

Using This Action With Multi-Instance Keyword Type Groups

If the Keyword Type selected belongs to a Multi-Instance Keyword Type Group, all instances
containing the old Keyword Value are replaced with the new Keyword Value.

OnBase 18 570
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If the Delete All Existing Values option is selected when configured to use a Keyword Type
within a Multi-instance Keyword Type Group, the Keyword Value of the Keyword Type will be
removed from all Multi-Instance Keyword Type instances that exist. A new Multi-Instance
Keyword Type Group instance is created with the new Keyword Value.

Note: In the Classic Client interface, when setting an Alphanumeric Keyword Type and using
the Time Stamp option, the value will be truncated if it is exceeds the number of characters
configured for a Keyword Type. The Core-based interfaces will not allow the value to be saved
if the length exceeds the number of characters configured for a Keyword Type.

Set Autofill Value

This action allows you to change the value of a Keyword Type within a specific AutoFill
Keyword Set using static values. The AutoFill Keyword Set that will be updated is identified by
matching values of the specified Keyword Type(s) associated with the currently displayed
document.

Option: AutoFill Keyword Set

In the AutoFill Keyword Set drop-down select list, select the AutoFill Keyword Set in which you
want to update values.
Based on your selection in the AutoFill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set for which you want to update values. It is an optional selection. The value
from the currently selected document will be used for the search.

Note: The primary Keyword Type is not available for selection in the Second Keyword Type
(Optional) drop-down select list.

Option: Keyword Type to Set Value

The Keyword Type to Set Value drop-down select list allows you to select the Keyword Type
value for which you want to change.

Option: Keyword Value

The Keyword Value field contains the value to which the Keyword Type will be changed.
When a Date Keyword Type is selected, the Current Date option can be selected to use the date
information for the keyword value.

OnBase 18 571
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When an Alphanumeric or Date/Time Keyword Type is selected, the Timestamp option can be
selected to use the date/time information for the keyword value.

Note: This action is not supported when working with external AutoFill Keyword Sets.

Set Autofill Value From Keyword

This action allows you to change the value of a Keyword Type within a specific AutoFill
Keyword Set using existing Keyword Type values. The AutoFill Keyword Set that will be updated
is identified by matching values of the specified Keyword Type(s) associated with the currently
displayed document.

Option: AutoFill Keyword Set

In the AutoFill Keyword Set drop-down select list, select the AutoFill Keyword Set in which you
want to update values.
Based on your selection in the AutoFill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set for which you want to update values. It is an optional selection. The value
from the currently selected document will be used for the search.

Note: The primary Keyword Type is not available for selection in the Second Keyword Type
(Optional) drop-down select list.

Option: Keyword Type to Set Value

The Keyword Type to Set Value drop-down select list allows you to select the Keyword Type
from which you would like to copy the value from the currently displayed item to the identified
AutoFill Keyword Set.

Note: This action is not supported when working with external AutoFill Keyword Sets.

Set Entry to Queue Date Equal to Autofill Value

This action allows you to copy a date value within an AutoFill Keyword Set to the Entry to Queue
Date for a document. This date is displayed as the Arrival Time in the Workflow Inbox. Only
date Keyword Types are available from the Keyword Type to Set Value drop-down list

Option: AutoFill Keyword Set

In the AutoFill Keyword Set drop-down select list, select the AutoFill Keyword Set in which you
want to update values.

OnBase 18 572
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Based on your selection in the AutoFill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set for which you want to update values. It is an optional selection. The value
from the currently selected document will be used for the search.

Note: The primary Keyword Type is not available for selection in the Second Keyword Type
(Optional) drop-down select list.

Option: Keyword Type to Set Value

The Keyword Type to Set Value drop-down select list specifies what Keyword Type value will
be used as the entry to queue date (arrival time) and will be copied to the item.

Note: If no value exists in the AutoFill Keyword Set for the specified Keyword Type, no action is
taken.

Note: If multiple AutoFill Keyword Sets match the search criteria, the value from the first
AutoFill Keyword Set found will be applied.

Note: This action is not supported when working with external AutoFill Keyword Sets.

Set Entry to Queue Date Same as Keyword

Sets the date or date/time that the current document entered the queue to the date or date/
time keyword specified.

Option: Keyword Type

Select a Keyword Type from the Keyword Type drop-down select list. Only date and date/time
keywords are available from the Keyword Type drop-down select list.

Option: Get keyword type from property

You can acquire the source Keyword Type from a property value by selecting Get keyword type
from property and entering the property in the field.

Set Keyword Same as Entry to Queue Date

The selected Keyword Type value will be set to the date or date/time the document entered the
queue.

OnBase 18 573
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keyword Type

Select a Keyword Type from the Keyword Type drop-down select list. Only date and date/time
keywords are available from the Keyword Type drop-down select list.

Set Keyword to User Name

Fills the specified Keyword Type’s value with the user name logged into OnBase when this
action is performed.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Option: Get keyword type from property

You can acquire the source Keyword Type from a property value by selecting Get keyword type
from property and entering the property in the field.

Option: Use Real Name

The Use Real Name option will cause the keyword to populate with the user’s real name as
specified in User Settings dialog box in the Configuration module.

Set Keyword Value from Autofill Value

This action allows you to copy a value within an AutoFill Keyword Set to the currently displayed
document. This action copies the Keyword Value without expanding the entire AutoFill Keyword
Set on the document.

Option: AutoFill Keyword Set

In the AutoFill Keyword Set drop-down select list, select the AutoFill Keyword Set in which you
want to update values.
Based on your selection in the AutoFill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

OnBase 18 574
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set for which you want to update values. It is an optional selection. The value
from the currently selected document will be used for the search.

Note: The primary Keyword Type is not available for selection in the Second Keyword Type
(Optional) drop-down select list.

Option: Keyword Type to Set Value

The Keyword Type to Set Value drop-down select list specifies what Keyword Type value will
be copied to the document.

Note: If there are several matching AutoFill set records, all corresponding Keyword Values will
be copied to the document.

Note: When copying a value from an AutoFill Keyword Set to a document, all special keyword
settings, such as Keyword Must Exist and Keyword Must Be Unique , are respected; therefore, if
a value from an AutoFill record does not adhere to a special keyword setting, the keyword value
will not be copied to the document.

Set Related Document’s Keyword Equal to This

Document’s Keyword
Sets the Keyword Value on a related document to the value of the same Keyword Type on the
current document. Both Document Types must have the selected Keyword Type associated
with them.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Option: Get keyword type from property

You can acquire the source Keyword Type from a property value by selecting Get keyword type
from property and entering the property in the field.
See Related Tab on page 718 for more information.

Set This Document’s Keyword Equal to Related

Document’s Keyword
Sets the keyword value on the current document to the value of the same keyword on a related
document. Both Document Types must have the selected Keyword Type associated with them.

OnBase 18 575
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Source
The Source area specifies that this action will be pulling the keyword value information from a
related item and displays the type of related item configured in the Related tab in the Located
By information.
See Related Tab on page 718 for more information.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Option: Get keyword type from property

You can acquire the source Keyword Type from a property value by selecting Get keyword type
from property and entering the property in the field.

Store Related Item Count in Keyword

Fills a specified Keyword Value with the number of related documents in OnBase.

Option: Keyword Type

The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.

Note: Numeric Keyword Types are available.

See Related Tab on page 718 for more information.

Medical Records Category

Set Analysis or Coding Complete for Chart
Note: This action requires one of the following licenses: Medical Records Management
Solution, Medical Records Coding Interface, or Medical Records Coding for OnBase Meditech.

OnBase 18 576
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Changes a medical chart’s Analysis or Coding status to completed within the chart’s current
Analysis or Coding queue. This action is provided to clean up Workflow-backed Analysis or
Coding queues containing charts that do not need to be worked on. This action updates the
chart’s Analysis or Coding status within the current queue only. It does not change the Analysis
or Coding status for other queues the chart is in, and it does not transition the chart out of its
current queue.

Caution: Do not use the Set Analysis or Coding Complete for Chart action to automate
completion within the standard Analysis or Coding process. Charts that require Analysis or
Coding should be completed from their respective queues by an analyst or coder.

The following are potential use cases for this action:

• Charts from a legacy system entered Analysis or Coding upon creation, but Analysis
or Coding is not necessary.
• Charts have been in Analysis or Coding for an excessively long time.
• A large number of charts entered Analysis or Coding in error.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Complete the chart in the coding queue

Select Complete the chart in the coding queue if the action should complete Coding for the
chart within the current queue.
A chart may belong to multiple coding queues concurrently if each queue is in a different life
cycle. The action updates the chart’s Coding status only for the queue where the action is
executed.
This action does not transition the chart out of its current queue. Be sure to configure
additional actions as needed to transition completed charts.

Option: Complete the chart in the analysis queue

Select Complete the chart in the analysis queue if the action should complete Analysis for the
chart within the current queue.
This action does not transition the chart out of its current queue. Be sure to configure
additional actions as needed to transition completed charts.

Option: Complete the chart only if it is unassigned

Select Complete the chart only if it is unassigned if the action should complete Analysis or
Coding only if the chart is not currently assigned to an analyst or coder within the current
queue.

OnBase 18 577
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Notifications Category
Set Notification Recipients to Property
Note: This action is only supported in Client Core-based interfaces.

This action allows the user to check the delivery status of stored Distribution Request IDs and
then store the list of recipients in a property.

Option: Property Name

Specify the name of the property that will store the list of recipients.

Option: Distribution ID
The property name or Keyword Type that contains the requested Distribution Request IDs.
• Property Name - Enter the name of a property that contains the Distribution Request
IDs.
• Keyword Type - Select a Keyword Type from the drop-down select list that contains
the Distribution Request IDs.

Option: Set property to

Determines the list of recipients to store in the property.
• All Recipients - The list will include all recipients.
• Successful Recipients - The list will include only successful recipients.
• Unsuccessful Recipients - The list will include only unsuccessful recipients.

Property Category
Copy Property
Allows the user to copy the value of a property to another property, an E-Form field, or an XML
Path.

Option: Property Name

Specify the Property Name of the property that contains the value you want to copy.

OnBase 18 578
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: To another property

Select To another property if you want to copy the value of the specified property to another
property. Enter the property name in the corresponding field. If a value already exists in the
property that will inherit the value and it should be overwritten, select the Overwrite if property
exists option.

Note: Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Option: To E-Form Field

Select To E-Form field if you want copy the value of the specified property to an E-Form field.
Specify the E-Form field that you want to copy the value to in the corresponding field. This
action is supported only for fields that are not linked to Keyword Types. This field should be a
text field.

Note: This option is only supported in the Core-based interfaces.

All changes to an E-Form made with this option will be recorded in the Document History as a
Field Modified action. If the Document Type of the E-Form is configured for revisions, this
option also will create a new revision of the E-Form.

Note: Check boxes and radio button values are currently not supported for copying.

Option: To XML Path

Select To XML Path if you want to copy the value of the specified property to an XML node.
Enter the XPATH at which the node is located in the corresponding field. The XPATH is where
the XML node is located. This action opens the text of the XML document, looks for the node,
and copies the specified property to the node.
For this to execute successfully, the document must be an XML document or a rendition of an
XML document.
If using revisable documents, when the action executes, a new revision will be made of the
document. If the document is either non-revisable or not an XML document, the Last Execution
Result will be set to FALSE, but the process will not be aborted.

Note: This option cannot set an XML node equal to a collection property.

Note: This option cannot retrieve collections of nodes.

Note: Functions are not supported.

OnBase 18 579
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

In order for XPath queries containing references to namespaces to be properly evaluated, the
following criteria must be met:
• The XML document must be in the OnBase system.
• The document must be associated with a valid XML Format.
• All namespaces referenced in the XPath Query must be defined in the associated
XML Format.

Copy Property to/from Form Field

Note: This action is supported only in the Unity and Web Client interfaces.

Note: Unity Forms configured with the Workflow form type cannot be used in this action. The
Document form type must be used in conjunction with this action.

This action will copy a property value to a Unity Form field or Image Form field or it will copy a
value from a Unity Form field or Image Form field to a property.

Option: Property Name

Enter the name of the property that you would like to copy a value from or to.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces in property names.

Option: Form Type

From the Form Type drop-down select list, select the form that contains the field that you
would like to copy to or from. If <All> is selected, all form fields will be available for selection.

Option: Form Field Name

From the Form Field Name drop-down select list, select the field that you would like to copy to
or from. If <All> is selected in the Form Type drop-down select list, each non-keyword field that
exists on published Unity forms and Image forms within the OnBase system is listed. If more
than one form contains the same field name and those forms are used within the same life
cycle, the field defined will be used regardless of what form it exists on.

OnBase 18 580
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Copy to Form Field

Select this option if you want to copy a property value to a Unity Form field or Image Form field.

Note: If a value does not meet formatting requirements for a field, the value will not be copied
and if a value already existed, the existing value will be retained on the form.

Note: This action cannot be used to copy the value of a property to a calculated field in a Unity
Form or Image Form.

Option: Copy From Form Field

Select this option if you want to copy a property value from a Unity Form field or an Image Form
field to the defined property.

Increment/Decrement Property Value

Allows you to increment or decrement the specified property.

Option: Property Name

Enter a property in the Property Name field.

Option: Amount
Enter the value by which you want to increment or decrement the property in the Amount field.
Select either Increment or Decrement to determine how the Amount value will be applied. If the
property contains an array of values, the action will increment/decrement each value in the
array.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces in property names.

Note:The maximum value for the Increment and Decrement fields is 9 digits (999999999).

Note:In the core-based interfaces, if a value has a decimal followed by one or more zeros, the
decimal and trailing zeros are removed from the value.

Set Entry to Queue Date Same As Property Value

Allows the user to specify the name in the Property Name field of the property that contains the
date to set the documents arrival/entry date into the queue. Time values are also copied.

OnBase 18 581
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Property Name

Enter a property name in the field.
If the property contains an array of values, the first value in the array is used. If the property
value is an array of no values then the message Property contains an empty array is displayed
in the Workflow trace window and the action does not abort the task list.

Note: Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Set Keyword from Property Value

Allows you to set a Keyword Type value to the value of a property or a constant value.

Option: Keyword Type

From the Keyword Type drop-down select list, select the Keyword Type that will inherit a new
value.

Option: Property Name

Enter a property name in the Property Name field. This is the property from which the Keyword
Type can inherit the value. This field is limited to 249 characters.

Option: Add as new keyword value

If Add as new keyword value is selected, the property value will be added as a Keyword Value.
If Delete all existing keyword values is checked, all values of the specified Keyword Type will
be removed from the document.

Option: Replace existing keyword value

If the Replace existing keyword value option is selected, you can choose to replace an existing
value. You can identify which existing value to replace using one of the following options:
• Constant Value : the value entered will be used to identify the value to be replaced.
• Find value from another property : the value currently in the property specified will be
used to identify the value to be replaced. The Find value from another property field
is limited to 254 characters.

OnBase 18 582
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

If the user chooses to replace an existing value and that value does not exist on the document,
then the document is not modified.
If the property value contains an array of values and Replace existing keyword value is not
selected, all of those values are added to the document.
• If the property contains an array of values and Replace existing keyword value is
selected, values are added in one of the following ways, depending on the Keyword
Type and interface:
• If the specified Keyword is part of a Multi-Instance Keyword Type Group or Single-
Instance Keyword Type Group, only the first value in the array of values is added.
• If the specified Keyword is a standalone Keyword Type, in Core-based Workflow
interfaces, each value in the array of values is added as an instance of the specified
Keyword.
• If the specified Keyword is a standalone Keyword Type, in the OnBase Client Classic
Workflow Interface, the array is treated as a string and will populate one instance of
the specified Keyword.

Option: Delete Keyword if Property does not exist or is blank

Select Delete Keyword if Property does not exist or is blank if you want the keyword value to
be deleted when the specified property is blank or the property does not exist. If this option is
not selected and the property is blank, the existing keyword value will not be changed.

Note: The Delete Keyword if Property does not exist or is blank option is not available for
selection when the Keyword Type selected is a system Keyword Type such as >>Document
Date .

Note: Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

OnBase 18 583
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Set Multiple Property Values

Allows you to set values for multiple properties.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

To add a property and configure the value you want to set for it, click Add . The Add Property
dialog box is displayed.

OnBase 18 584
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Property Name

Enter a property name in the Property Name field.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Option: Property Name

Enter a property in the Property Name field. If the property specified in the Property Name field
does not already exist, it will be created.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces in property names.

Option: Keyword
Select Keyword to set the property to a value found in a specific Keyword Type or system
property. Select the Keyword Type from the drop-down select list.

Note: The following system properties are only available in the Core-based interfaces.

The following system properties are available:

• >>Author Name - The author of the item.
• >>Batch Number - The number of the batch in which the item was brought into the
system.
• >>Date Stored - The date the item was imported into the system.
• >>Document Date - The date used by the system to refer to the document.
• >>Document Handle/Item ID - The unique ID number assigned to the document or
item.
• >>Document/Item Name - Name of the document or item.
• >>Document Type/Item Type ID - The identification number for the Document Type
or item type.
• >>Entry to Queue Date - Date the item entered the queue.
• >>File Name - The file name of the item.
• >>File Path - The file path of the item.
• >>Revision - The revision number of the item.
• >>Version - The version number of the item.
For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.

OnBase 18 585
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Work item property

This option allows you to use a property from the current work item.

Note: The following work item properties are only available in the Core-based interfaces.

The following work item properties are available:

• >>Assigned To - The user the item is assigned to.
• >>Content Type - A numeric value representing a content type (0 or 1 if the item is a
Document, 2 if it is a Folder, 3 for WorkView Item, 4 for a Medical Chart and 5 for an
Entity Items).
• >>Current Life Cycle ID - The ID of the life cycle the item is in.
• >>Current Life Cycle Name - The name of the life cycle the item is in.
• >>Current Queue ID - ID of current queue
• >>Current Queue Name - Name of current queue.
• >>Entry to Queue Date - Date the item entered the queue.
• >>Item ID - ID number of the item.
• >>Item Type ID - The identification number for the item type (examples: Document
Type ID, Folder Type ID, or Application ID).
• >>Owner Name - The user identifier for the user that owns the item.
• >>Priority - The priority level of the item in the queue.

Note: Work item properties cannot be executed against related items.

For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.

Option: Current date/time

This option sets the property value to the current date/time.

Option: Current user name

This option sets the property value to the user name of the currently logged in user. If you want
to use the configured real name for the user, select the Use real name option.

Option: User group name(s) of current user

This option sets the property value to the user group(s) the currently logged in user. This option
is only supported in the OnBase Client Core-Based, Web Client, and Unity Workflow interfaces.

Option: Constant value

This option sets the property value to the constant value specified.
When the Parse tokens (%K, %D etc...) check box is selected, tokens can be entered into the
field and parsed into values.

OnBase 18 586
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Select The value is an array (separated by commas) if the value entered in the Constant Value
field is an array of values separated by commas. The values can be parsed tokens if Parse
tokens (%K, %D etc...) is selected. Extra spaces around individual values are removed.

Note: This option is supported in the Core-based Workflow interfaces.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

OnBase 18 587
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Option: From E-Form Field

This option allows the user to copy a value from the specified E-Form field of the E-Form that
the action is currently being executed upon. The name attribute value must be specified to
identify the field.

OnBase 18 588
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If the field is blank and you do not want to create a property with no value, select Delete
Property .

Note: The From E-Form Field option is supported only in Core-based Workflow.

Option: From XML Path

This option allows the user to copy an XML value from a node to the specified property.

Enter the XPATH at which the node is located in the XPATH field. The XPATH is where the XML
node is located. This opens the text of the XML document, looks for the node, and copies the
value associated with the node to the specified property.
For this to execute successfully, the document must be an XML document, a rendition of an
XML document or an XDP document.
When accessing complex or mixed nodes, the value of the node and its descendents will be
flattened into a single string value.

Note:This action can retrieve collections of nodes only if Set property to all nodes is set. If Set
property to all nodes is set, this action can retrieve the first value of a collection.

Note:When this action references complex or mixed nodes, it will return a single concatenated
string.

Note:Functions are not supported.

In order for XPath queries containing references to namespaces to be properly evaluated, the
following criteria must be met:
• The XML document must be in the OnBase system.
• The document must be associated with a valid XML Format.
• All namespaces referenced in the XPath Query must be defined in the associated
XML Format.

Option: Set property to all value instances

Select the Set property to all value instances option to set the property to an array of values
for documents containing multiple values for the source type. If the check box is not selected
and there are no source values for the document then the property is deleted. If the document
has multiple source values then the property is set to the first source value.

Set Property to Expression

Allows you to set a property to the result of the defined expression.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 589
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Property Name

Enter a property name in the Property Name field.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Option: Expression
In the Expression field, you can define an expression that will result in a value. The following
options are available:
• Show List : You can click the Show List button to access Keyword Types and
functions to use in the Expression field. The All tab shows both Keywords Types and
functions or you can limit the options by clicking either the Keywords or Functions
tab. Double-click on an item to insert it into the Expression field.

Note: When using this action with Multi-Instance Keyword Type Groups, the action will ignore
any empty values.

• Test : Allows you to test the expression in the Expression field. See Testing
Expressions on page 600 for more information.
• Validate : You can click Validate to validate the entered expression.
You can use the %K token for Keyword Type values and the %V token for property values. Here
is an example: Left( %K00001; 5 ) In this example, the property will be set to the first 5
characters of the specified Keyword Type value.
See the following topics for more information about defining an expression:
• Supported Operators
• Functions

Supported Operators
The following operators are supported:
• +, -, *, /, =, !=, <>, <, <=, >, >=
• Brackets for grouping
• The NOT, OR, and AND operators
• The case-sensitive “=” operator. In order to compare two values as case-insensitive
the user will need to convert both values to upper or lower case using the appropriate
function.

Functions
The following functions are supported:

Function Description

Abs Returns the absolute of a number.

OnBase 18 590
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

AddBusinessDays Adds the specified number of business days to the date based
on the life cycle’s calendar.

AddDays Adds the specified number of days to the date.

AddHours Adds the specified number of hours to the date/time.

AddMinutes Adds the specified number of minutes to the date/time.

AddSeconds Adds the specified number of seconds to the date/time.

AddMonths Adds the specified number of months to the date.

AddYears Adds the specified number of years to the date.

Append Appends specified text to the end of the input value.

Note: This function is supported for arrays of values and

single values.

ArrayValue Returns a single value contained in an array.

The value is returned as the same data type as it is in the array.
If a value does not exist, a configured default value is returned.

BusinessDaysDiff Calculates the number of business days between two dates

based on the life cycle’s calendar.

Capitalize Returns string or array of values where the first character of the
value is converted to uppercase and all subsequent characters
are converted to lowercase.

CapitalizeWords Returns a string or array of values where the first character of

each word is converted to uppercase and all subsequent
characters are converted to lowercase.

Captures Returns all occurrences of strings that the regular expression

groups captured.

Ceil Returns the smallest whole number greater than or equal to the
specified number.

CDate Converts the value to a date/time data type.

Note: This function is supported for arrays of values and

single values.

OnBase 18 591
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

CDbl Converts the value to a double data type.

If the input value is non-numeric, returns a value of 0.

Note: This function is supported for arrays of values and

single values.

CDec Converts the value to a decimal data type.

If the input value is non-numeric, returns a value of 0.

Note: This function is supported for arrays of values and

single values.

CInt Converts the value to an integer data type.

If the input value is non-numeric, returns a value of 0.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

Note: This function is supported for arrays of values and single

values.

CLng Converts the value to a long data type.

If the input value is non-numeric, returns a value of 0.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

Note: This function is supported for arrays of values and single

values.

CombineArray Joins an array of values into a single string, including a custom

delimiter.

ConvWildcardToRegEx Converts a string containing wildcard characters into a regular

expression string.

Tip: Combine this function with other functions, such as

IsMatch, to use the resulting regular expression for evaluation.

OnBase 18 592
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Count Returns the count of elements to determine the number of

Keyword Values that exist on an item for a specified Keyword
Type.
The standard formatting for this function is as follows:
Count(Value)
Optionally, the regular expression parameter can be added.
When used, the function returns the number of values that
matches the regular expression. The function should be
formatted as follows:
Count(Value; RegularExpression)
An optional IgnoreCase parameter can also be used. The
parameter can be set to TRUE to ignore the case of the regular
expression or FALSE to match the case of the regular
expression. The function should be formatted as follows:
Count(Value; RegularExpression; IgnoreCase)

CStr Converts the value to a string data type.

Note: This function is supported for arrays of values and

single values.

Date Creates a date value.

Day Gets the day of the month of the specified date.

DaysDiff Calculates the number of days between two dates.

Eval Evaluates the specified expression.

This function also allows you to evaluate the value stored in a
property or Keyword.

Floor Returns the largest whole number less than or equal to the
specified number.

Format Returns a string formatted according to the passed expression.

For the second parameter, any valid format string that can be
passed to the Visual Basic format function can be used.

Note: This function is deprecated. The FormatEx function

should be used instead.

OnBase 18 593
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

FormatDateTime Returns a date or time string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/az4se3k1.aspx
http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx

FormatEx Returns a numeric string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/dwhawy9k.aspx
http://msdn.microsoft.com/en-us/library/0c899ak8.aspx

GetSegment Returns a value in a segmented string.

Hour Gets the hour of a specified date/time.

IIf Returns one of two values, depending on the evaluation of an

expression.

InStr Returns a zero-based integer specifying the start position of the

first occurrence of one string within another.

InStrRev Returns a zero-based integer specifying the start position of the

last occurrence of one string within another.

IsGroupLoggedIn Returns true if one or more of the members in the specified user
group is logged in.

IsInDataSet Returns a Boolean value that indicates whether the passed

value is in a Data Set. This function will determine whether the
specified value matches a value in the specified Keyword Type's
Data Set. The Keyword Type name must be entered in double
quotations marks. The value specified should be a variable
configured for the current rule engine queue. If the specified
Keyword Type is not configured to use Data Sets, NULL is
returned and the condition will not be evaluated.

OnBase 18 594
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

IsInDataSetEx Returns a Boolean value that indicates whether the passed

value is in the specified document key and also allows case-
sensitive comparisons.
This function will determine whether the specified value
matches a value in the specified Keyword Type's Data Set. The
Keyword Type name must be entered in double quotations
marks. The value specified should be a variable configured for
the current rule engine queue. If the specified Keyword Type is
not configured to use Data Sets, NULL is returned and the
condition will not be evaluated.
This also allows you to make a case-sensitive or case-
insensitive comparison. You can turn case sensitivity on by
specifying true for the parameter. You can turn case sensitivity
off by specifying false for the parameter.

Note: When comparing alphanumeric Keyword Types and/or

property values, an implicit conversion will occur during the
comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper
comparison. This implicit conversion will attempt to infer if
the incoming value represents a number, a date, or a string.
In the event that the incoming value is formatted in such a
way that the value can be inferred as both a numeric value or
a date value, the numeric value will take precedence during
the comparison.

IsMatch Indicates whether the regular expression finds a match in the

specified string.

IsNull Returns a Boolean indicating if the value contains no data.

IsUserLoggedIn Returns true if the specified user is logged in.

Lcase Converts the string value to lower case.

Left Returns the first x characters in a string value.

Len Returns the length of a string value.

LTrim Removes leading spaces from a string.

Match Returns the first occurrence of a string that matches the

supplied regular expression.

Matches Returns all occurrences of strings that match the supplied

regular expression.

Max Returns the larger of two numbers.

OnBase 18 595
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Mid Returns a substring of a string value.

Min Returns the smaller of two numbers.

Minute Gets the minute of a specified date/time.

Month Gets the month of the specified date.

Now Returns the current date/time.

PadLeft Returns a string that is left padded by the specified character

for the specified length.

PadRight Returns a string that is right padded by the specified character

for the specified length.

Pow Returns a specified number raised to the specified power.

Prepend Prepends specified text to the beginning of the input value.

Note: This function is supported for arrays of values and

single values.

Replace Replaces all occurrences of a string that match the regular

expression with an alternate string.
The following syntax is used:
Replace( string; regex_pattern; replacement_string;
ignore_case)
String is the string you want to replace. regex_pattern
represents the part of the string you want to replace.
replacement_string is the string of text that will replace the
specified string. If you want the string to be case sensitive,
enter false for the ignore_case parameter. If you want the string
to not be case sensitive, enter true for the ignore_case
parameter.
The following is an example:
Replace( "123abc456def"; "[0-9]+"; "xyz"; true )
The resulting text string would be: "xyzabcxyzdef"

Note: This is not supported in the Classic Client Workflow

interface.

Right Returns the last x characters in a string value.

Rnd Returns a random number between 0.0 and 1.0.

RndInt Returns a random number from the minimum inclusive value to

the maximum exclusive value.

OnBase 18 596
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Round Returns the number with the specified precision nearest the
specified value.

RTrim Removes trailing spaces from a string.

Second Gets the seconds of the specified date/time.

Sort Returns a sorted list of values. If you want the results to be

returned in ascending order, enter true as the parameter. If you
want the results to be returned in descending order, enter false
as the parameter.

Split Splits a value into an array by specifying a custom delimiter.

Sqrt Returns the square root of a specified number.

String Returns a string that contains the specified character repeated

at the specified length.

Sum Returns the sum of elements. This can be used to calculate the
sum of all values for a specified Keyword or property. The
function must be able to convert the values to a decimal.
If the specified Keyword or property is not present on the item,
the function returns a value of 0.
If the specified Keyword or property contains only a single
value, that value is returned as the sum.
If there are multiple instances of the specified Keyword or if the
property contains an array of values, the function will return the
sum of all values.

Trim Removes leading and trailing spaces from a string.

Truncate Calculates the integral part of a specified number, i.e. removes

all numbers after the decimal.
The following is an example:
Truncate(123.45)
This results in 123.

Ucase Converts the string value to upper case.

OnBase 18 597
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Weekday Returns a number that represents a day of the week. The

following numbers represent the following days:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday

WeekdayName Returns the name of a specified day of the week. The function
should be formatted as follows:
WeekdayName(DayOfWeek; Abbreviate)
Replace DayOfWeek with the number that corresponds to the
day of the week:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday
Replace Abbreviate with either true or false . True will
abbreviate the name of the day of the week, and false will return
the full name of the day of the week. For example:
WeekdayName(2; true) returns the value "Tue", and
WeekdayName(2; false) returns the value "Tuesday".

XPath Used for retrieving the value from an XML document currently
being evaluated in the rules engine.

Year Gets the year of the specified date.

The following constants can be used:

Constant Description

DQuote Represents a double quote character.

NewLine Represents a newline character.

Note: Function parameters are separated by semi-colons.

OnBase 18 598
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The following symbols can be used:

Symbol Description

%K Displays a configured Keyword Value.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

Note: The use of floating point numbers lower than 0.0001 is not
recommended due to being subject to possible rounding errors when
retrieving values.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

OnBase 18 599
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Testing Expressions
You can also test expressions within the OnBase Studio configuration. To test an expression,
click Test . The Test Expression dialog box is displayed.

Option: Expression
Enter the Expression you want to test in the field.
Click Show List to access Keyword Types and functions to enter into the expression.

Option: Variables
When a variable (%K, %V, or %M tokens) is placed in the Expression field, the variable is listed
in the Variables box.
You can select a variable to further specify the variable’s value and data type by selecting the
Variable has a value check box and defining the variable. Enter the value(s) into the field.
Select The value is an array (separated by commas) if the variable is an array.
Select the appropriate Data Type from the drop-down select list. Click Set when the variable is
configured appropriately.

OnBase 18 600
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Add & Remove

To add entries to the Variables list, click Add . The Add Variable dialog box is displayed.

Select one of the following:

• Keyword Type - Select the Keyword Type to add from the drop-down select list.
• Property - Enter a property name.
Click Remove to remove a manually added variable from the Variables list.

Option: Test
Once the expression and variable(s) is configured properly, click Test to verify the expression.
A dialog box is displayed to show you the results of your test. The following is an example:

If you made changes, upon closing the Test Expression dialog box, a message asking Do you
want to update the action? is displayed. Click Yes , if you want the action’s Expression field to
reflect the Test Expression dialog box’s configuration. Click Don’t update to return to the
action without changing the existing configured expression.

Set Property Value

Allows you to set a property to a specified value.

OnBase 18 601
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

Note: If the property value is configured with any option other than Keyword , the only option
available in the Target drop-down is Current Document .

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Property Name

Enter a property in the Property Name field. If the property specified in the Property Name field
does not already exist, it will be created.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces in property names.

Option: Keyword
Select Keyword to set the property to a value found in a specific Keyword Type or system
property. Select the Keyword Type from the drop-down select list.

Note: The following system properties are only available in the Core-based interfaces.

The following system properties are available:

• >>Author Name - The author of the item.
• >>Batch Number - The number of the batch in which the item was brought into the
system.
• >>Date Stored - The date the item was imported into the system.
• >>Document Date - The date used by the system to refer to the document.
• >>Document Handle/Item ID - The unique ID number assigned to the document or
item.
• >>Document/Item Name - Name of the document or item.
• >>Document Type/Item Type ID - The identification number for the Document Type
or item type.
• >>Entry to Queue Date - Date the item entered the queue.
• >>File Name - The file name of the item.
• >>File Path - The file path of the item.
• >>Revision - The revision number of the item.
• >>Version - The version number of the item.

OnBase 18 602
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.

Option: Work item property

This option allows you to use a property from the current work item.

Note: The following work item properties are only available in the Core-based interfaces.

The following work item properties are available:

• >>Assigned To - The user the item is assigned to.
• >>Content Type - A numeric value representing a content type (0 or 1 if the item is a
Document, 2 if it is a Folder, 3 for WorkView Item, 4 for a Medical Chart and 5 for an
Entity Items).
• >>Current Life Cycle ID - The ID of the life cycle the item is in.
• >>Current Life Cycle Name - The name of the life cycle the item is in.
• >>Current Queue ID - ID of current queue
• >>Current Queue Name - Name of current queue.
• >>Entry to Queue Date - Date the item entered the queue.
• >>Item ID - ID number of the item.
• >>Item Type ID - The identification number for the item type (examples: Document
Type ID, Folder Type ID, or Application ID).
• >>Owner Name - The user identifier for the user that owns the item.
• >>Priority - The priority level of the item in the queue.

Note: Work item properties cannot be executed against related items.

For more information about these system properties, see the Document Properties topic in the
OnBase Client help system.

Option: Current date/time

This option sets the property value to the current date/time.

Option: Current user name

This option sets the property value to the user name of the currently logged in user. If you want
to use the configured real name for the user, select the Use real name option.

Option: User group name(s) of current user

This option sets the property value to the user group(s) the currently logged in user. This option
is only supported in the OnBase Client Core-Based, Web Client, and Unity Workflow interfaces.

Option: Constant value

This option sets the property value to the constant value specified.

OnBase 18 603
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When the Parse tokens (%K, %D etc...) check box is selected, tokens can be entered into the
field and parsed into values.
Select The value is an array (separated by commas) if the value entered in the Constant Value
field is an array of values separated by commas. The values can be parsed tokens if Parse
tokens (%K, %D etc...) is selected. Extra spaces around individual values are removed.

Note: This option is supported in the Core-based Workflow interfaces.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

OnBase 18 604
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Option: From E-Form Field

This option allows the user to copy a value from the specified E-Form field of the E-Form that
the action is currently being executed upon. The name attribute value must be specified to
identify the field.

OnBase 18 605
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If the field is blank and you do not want to create a property with no value, select Delete
Property .

Note: The From E-Form Field option is supported only in Core-based Workflow.

Option: From XML Path

This option allows the user to copy an XML value from a node to the specified property.

Enter the XPATH at which the node is located in the XPATH field. The XPATH is where the XML
node is located. This opens the text of the XML document, looks for the node, and copies the
value associated with the node to the specified property.
For this to execute successfully, the document must be an XML document, a rendition of an
XML document or an XDP document.
When accessing complex or mixed nodes, the value of the node and its descendents will be
flattened into a single string value.

Note:This action can retrieve collections of nodes only if Set property to all nodes is set. If Set
property to all nodes is set, this action can retrieve the first value of a collection.

Note:When this action references complex or mixed nodes, it will return a single concatenated
string.

Note:Functions are not supported.

In order for XPath queries containing references to namespaces to be properly evaluated, the
following criteria must be met:
• The XML document must be in the OnBase system.
• The document must be associated with a valid XML Format.
• All namespaces referenced in the XPath Query must be defined in the associated
XML Format.

Option: Set property to all value instances

Select the Set property to all value instances option to set the property to an array of values
for documents containing multiple values for the source type. If the check box is not selected
and there are no source values for the document then the property is deleted. If the document
has multiple source values then the property is set to the first source value.

Note: A property set to a blank value is removed from the property bag.

OnBase 18 606
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Set Property Value from Keyword Record

This action takes the value of a specific Keyword in a Multi-Instance Keyword Type Group
record and stores it to a property. To determine which Keyword record the property value
should come from, this action can be configured to search for all records of a specific Multi-
Instance Keyword Type Group, or certain records with specified search criteria.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Property
Enter a property name in the Property field. This is the property to which the Keyword Value will
be stored.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces or any special characters in property names.

Option: Keyword Record

In the Keyword Record drop-down select list, choose the Multi-Instance Keyword Type Group
from which the property value will come.

Option: Search Criteria

Search criteria determine which records of the specified Multi-Instance Keyword Type Group
contain the Keyword Value to be set as the property value. The following options are available:
• Select All Records to search for each record of the selected Multi-Instance Keyword
Type Group.
• Select Specific Records to configure search criteria to find certain instances of the
selected Multi-Instance Keyword Type Group.
When Specific Records option is selected, search criteria can be configured. To configure
search criteria:

OnBase 18 607
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 608
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Option: Keyword Type

In the Keyword Type drop-down select list, select the Keyword Type from which the property
value will be set.

Option: Set property to all keyword value instances

Select the Set property to all keyword value instances option to set the property to an array of
values for items containing multiple values for a Keyword Type. If the check box is not selected
and there are no Keyword Type values for the item, then the property is deleted. If the item has
multiple Keyword Type values, then the property is set to the first Keyword Value.

OnBase 18 609
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Store Related Item Count in Property

Fills a specified property with the number of related items in OnBase.

Option: Property Name

Enter the name of the property that will store the count of related items.
See Related Tab on page 718 for more information.

Submit Report Capture Batch

Note: This action requires the Report Capture for Meditech license.

The Submit Report Capture Batch Workflow action allows you to submit a Report Capture
request for a single account number based on an associated Workflow document.

Option: Report Capture Properties

In the Report Capture Properties section, you must specify the OnBase Keyword Types that
contain the values needed to execute the Report Capture request:

Report Capture Description

Properties

Account Number Select the Keyword Type you have configured to store Meditech Account
Numbers . See the OnBase for Meditech documentation for more information
on the configuration of this Keyword Type.

Medical Record Select the Keyword Type you have configured to store Medical Record
Number Numbers . See the OnBase for Meditech documentation for more information
on the configuration of this Keyword Type.

Facility Name If you want to ensure that requests are submitted for only a certain facility,
select the Keyword Type you have configured to store facility names.

Note: Configuring a Facility Name Keyword Type is not required;

however, when the Facility Name Keyword Type is configured, the Facility
Name Keyword Type is a required Keyword for any requests using this
action.

Batch ID Select the Keyword Type you have configured to store the Batch ID or Batch
Number of your form. The Batch ID is used to identify and track the form
within OnBase as it passes through Workflow.

OnBase 18 610
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Report Capture Document Types

In the Report Capture Document Types section, select the OnBase Document Type(s) that are
mapped to the Meditech Form Type(s) you want to print to OnBase, then Add them to the
Selected Document list .

Submit Report Capture Batch for Inpatients

Note: This action requires Report Capture licensing.

This action allows for the creation of a new Report Capture batch for inpatients with various
admission types. It allows you to specify the admit type for the inpatients as well as the
corresponding Document Types for the batch.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

Option: Report Capture Properties

Configure the following Keyword Types:
• Inpatient Admit Type Keyword Type - From the drop-down select list, choose the
Keyword Type that stores the admission type of the patient. They Keyword Type can
contain and admission type name or ID.
• Printer Name Keyword Type - From the drop-down select list, choose the Keyword
Type that stores the printer name. This setting is optional. When this setting is
configured, the Facility Name Keyword Type setting is also required.
• Facility Name Keyword Type - If your solution includes multiple facilities, select the
Keyword Type that stores the facility name or facility ID number. This setting is
optional unless the Printer Name Keyword Type setting is configured.
• Batch ID Keyword Type - From the drop-down select list, choose the Keyword Type
that stores the batch ID number.

Option: Report Capture Document Types

From the Available Document Types drop-down select list, choose a Document Type that has
the configured Keyword Types assigned to it, then click Add . As a Document Type is added, it
appears in the Selected Document Types list. To remove a Document Type from this list, select
it, then click Remove .
Document Types must be mapped to the report types you want to include in the batch.

OnBase 18 611
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

SharePoint Category
Add Document to Content Source
Note: You must be licensed for Integration for Microsoft Search for this action to function.

Adds a document to a configured Content Source for Integration for Microsoft Search. This will
enable the document to be crawled for full-text search in Microsoft SharePoint.

Note: This action is not supported in the Classic Client Workflow interface.

Option: Content Source

Select a Content Source from the Content Source drop-down select list.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Create Subsite
Note: A Site Provisioning for Microsoft SharePoint license is required to configure and use this
action.

Triggers the creation of a new SharePoint site from a document in Workflow, by using a set of
System Keyword Types associated with a Document Type.

Note: This action is not supported in the Classic Client interface.

The first time you configure this action, OnBase automatically creates the following
Alphanumeric Keyword Types:

OnBase 18 612
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Keyword Type Maximum Mixed Description

Length Case

SPS Member Role 250 Yes The role name of the SharePoint members
Name group, if SPS Use Unique Permissions is
set to Yes .
Examples of role names are Read , Full
Control , Contribute , and Design . See your
SharePoint administrator to help determine
the security of SharePoint groups.

SPS Members Group 250 Yes The name of the SharePoint members group,
if SPS Use Unique Permissions is set to
Yes .

SPS Owner Role Name 250 Yes The role name of the SharePoint owners
group, if SPS Use Unique Permissions is
set to Yes .
Examples of role names are Read , Full
Control , Contribute , and Design . See your
SharePoint administrator to help determine
the security of SharePoint groups.

SPS Owners Group 250 Yes The name of the SharePoint owners group, if
SPS Use Unique Permissions is set to Yes .

SPS Site Description 250 Yes The description of the SharePoint site.

SPS Site LCID 10 No The locale identifier (LCID) of the SharePoint

site. The LCID for English-United States is
1033 .

SPS Site Template 50 No The code of the SharePoint site template.

For example, for a new Team Site, enter the
template code STS#0 . For a Basic Meeting
Space, enter MPS#0 .
Template codes are Microsoft SharePoint-
specific. See your SharePoint administrator
for more information.

SPS Site Title 250 Yes The title of the SharePoint site.

SPS Site URL 250 Yes The URL of the existing SharePoint site. This
can be a top-level site, such as
http://vm-moss:8080 , or a lower-level site,
such as http://vm-moss:8080/
Accounting .

OnBase 18 613
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Keyword Type Maximum Mixed Description

Length Case

SPS Subsite URL 250 Yes The component added to the SPS Site URL
to create the URL for the new subsite.
For example, if the SPS Site URL value is
http://vm-moss:8080 , and the SPS
Subsite URL is Sub1 , then the new site’s
URL will be http://vm-moss:8080/Sub1 .

SPS Use Unique 3 No

Permissions Note: This Keyword Type uses a Data Set.
Possible values are Yes and No .

This value specifies whether the SharePoint

site will use unique permissions rather than
inherit permissions from the parent site. If
the value is Yes , then the site will use the
group and role permissions specified for the
SPS Members, Owners, and Visitors Keyword
Types, if group and role values are specified.

Note: For information about roles, visit

http://msdn.microsoft.com/en-us/library/
ms414036.aspx.

SPS Visitor Role Name 250 Yes The role name of the SharePoint visitors
group, if SPS Use Unique Permissions is
set to Yes .
Examples of role names are Read , Full
Control , Contribute , and Design . See your
SharePoint administrator to help determine
the security of SharePoint groups.

SPS Visitors Group 250 Yes The name of the SharePoint visitors group, if
SPS Use Unique Permissions is set to Yes .

Caution: If there is already a Keyword Type by the same name as one of those listed above,
then the new Keyword Type is not created, and the action cannot work correctly.

To configure this action, enter the following information:

Field Description

Administrator Name Type the name of the SharePoint administrator who has
privileges for creating SharePoint sites.

Administrator User Name Type the SharePoint administrator's Windows user name.

OnBase 18 614
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Field Description

Administrator Password Type the SharePoint administrator's Windows password.

Administrator Domain Type the SharePoint domain.

Administrator Email Type the SharePoint administrator's e-mail address.

System Category
Add Item to Other Life Cycle
You can specify a life cycle and queue to which you want to add the item.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Life Cycle

Select a Life Cycle from the drop-down select list.

Option: Queue
Select a queue from the Queue drop-down select list.
The Life Cycle and Queue drop-down select lists are populated with life cycles and queues of
the same content type as the current life cycle.

The life cycle can also be specified by pulling the life cycle name from a property. If the life
cycle name or ID number will be pulled from a property:
1. Select the Get Life Cycle from this Property check box. The Life Cycle and Queue drop-
down select lists are disabled. The Get Queue from this Property check box is
automatically selected.
2. Enter the name of the property from which you want to pull the life cycle in the field
under the Get Life Cycle from this Property check box.

OnBase 18 615
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

3. If you do not want the item added to the initial queue of the life cycle, enter the name of
the property from which you want to pull the queue in the field under the Get Queue
from this Property check box. If this field is left blank, the life cycle’s initial queue will
be used.
In addition, you can select the Get Queue from this Property check box to specify a
property for the queue, while using a life cycle selected in the Life Cycle drop-down list.
You can select the Use Initial Queue if Property does not exist option if you want items
to be placed in the initial queue when a property does not exist.

Note: The Use Initial Queue, if property does not exist option is only supported in the Web
Client and Core-based OnBase Client interfaces.

Add Document to ShareBase Folder

Note: The Interaction with ShareBase license is required to use this action.

The Add Document to ShareBase action allows an OnBase user to upload a document or
related document into a shared folder in ShareBase. ShareBase users with rights to the
specified folder will be able to access the OnBase document uploaded to ShareBase.
In ShareBase, documents are identified by their file names. For documents uploaded from
OnBase, these files names are based on the documents’ Auto-Name strings. Upon upload to
ShareBase, if a document’s Auto-Name string contains any of the following characters, they are
replaced with underscores in ShareBase:
*, ?, :, ", <, >, /.

Note: Documents with long auto-names may fail to be uploaded to ShareBase due to a
limitation of Microsoft Windows. In Windows, fully qualified file names must be less than 260
characters. When a document is uploaded from OnBase to ShareBase, the document auto-
name is translated to a file name, which is appended to the path for upload. If the fully qualified
file name exceeds the 260-character limit, the upload will fail.

Tip: To avoid timeout issues, it is considered a best practice to use a Workflow timer to
perform this action.

Option: Target
Select the document to add to the ShareBase folder.
• Select Current Document to add the currently open item to ShareBase.
• Select Related Document to add a related Portfolio item to ShareBase.

Note: A Portfolio Type , Portfolio Relation , or Ad Hoc Portfolio Relation must be configured to
use the Related Document option.

OnBase 18 616
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: ShareBase Profile

Select the ShareBase profile to be used when uploading the OnBase document to ShareBase.

Folder Path Configuration

Option: ShareBase Library
Select the ShareBase library containing the folder where the document should be uploaded.
Ensure that the library you select is shared with the ShareBase user dedicated for use with
OnBase Workflow. If the list is out of date, click Refresh to refresh the drop-down select list
options.

Note: Do not select My Library . This library and its folders cannot be shared with other users.

Option: Specify Path

To specify the path to the ShareBase folder where documents should be uploaded, select
Specify Path . Click Browse and navigate to the folder where documents should be uploaded.
Select the folder and click OK .

Note: The following characters are not allowed in the ShareBase folder name or path:
*, ?, :, ", <, >, /.

To validate the path to the selected folder, click Validate Path .

Option: Get Path from Property

To specify the path to the ShareBase folder based on a configured property value, select Get
Path from Property . In the text field, enter the property that contains the name of the
ShareBase folder where documents should be uploaded.

Folder Name
Option: Specify Name
To manually specify the name of the ShareBase folder, select Specify Name . Enter the name of
the folder in the text box.

Note: The following characters are not allowed in the ShareBase folder name:
*, ?, :, ", <, >, /.

Option: Get Name from Property

To specify the name of the ShareBase folder based on a configured property value, select Get
Name from Property . In the text field, enter the property that contains the name of the
ShareBase folder.

OnBase 18 617
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Add to Mobile Briefcase

Note: This action requires the Mobile Briefcase license.

This action adds the current document to a specific user’s Mobile Briefcase. The user to whom
the document is assigned can be defined by either a Keyword Type value or a property.

Option: User from Keyword

Select User from Keyword to specify the user to whom the document should be assigned
based on a Keyword Type value. Select the Keyword Type from the drop-down select list.
The selected Keyword Type must exist on the document, and the Keyword Value that is indexed
to the selected Keyword Type must only contain either the user name or user number of the
user to whom the document should be assigned.

Option: User from Property

Select User from Property to specify the user to whom the document should be assigned
based on a configured property value.
In the text field, enter the property that contains the user name or user number of the user to
whom the document should be assigned.

Note: When using this action with a property that is configured to use the Current user name
option, the Use real name option is not supported.

Assign Ownership
Assigns ownership of the item to the specified user.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.
If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Assigned in Life Cycle

Select a life cycle from the drop-down select list.

Option: Queue
Select a queue from the drop-down select list. This list is populated based on the life cycle
selected in the Assigned in Life Cycle list.

OnBase 18 618
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Set New Owner To

Select one of the following options:
• If you want to assign ownership to the currently logged in user, select Current User .
• When a queue other than <Current Queue> is selected from the Queue drop-down
select list, the Selected User option allows you to select a specific user that is
assigned rights to the selected queue.
• When Current or Last Owner in Queue is selected, if the item is currently in the
specified queue, the action uses its current owner. If no user owns the item in the
specified queue, ownership is not set. If the item is not in the queue specified, the
action uses the last user who owned the item in the queue specified as the owner.
• If you want to pull the user from a Keyword Type value, select Keyword and select the
Keyword Type that contains the value from the drop-down select list.
• If you want to pull the user from a property value, select Property and enter the name
of the property that contains the value.

Note: If the Keyword or property value contains a user’s real name, the Display real name
instead of user name global client setting must be enabled.

Note: The action Assign Ownership will ignore the ownership limits defined by the Maximum
Number of Items Owned by User setting.

Assign to User
Assigns a document to a user within a rule-based load balancing queue. The queue must be
configured for rules-based load balancing for this action to execute successfully.
If this action is configured in a life cycle that is associated with a org chart, the following
assignment types are available: Assistant of Logged In User, Assistant of User Specified in
Keyword Value, Assistant of User Specified in Property, Manager of Logged In User, Manager of
User Specified in Keyword Value, and Manager of User Specified in Property. When one of these
assignment types is selected, the action will only execute successfully when the queue is
configured to load balance by Users.

Option: Assigned in Life Cycle

The Assign in Life Cycle drop-down select list allows you to select the life cycle from which
you want to select a load balancing queue. The contents of the Load Balancing Queue drop-
down select list is determined by the Assign in Life Cycle selection.

Option: Load Balancing Queue

The Load Balancing Queue drop-down select list contains the rule based load balancing
queues that you want to use for the user assignment.

OnBase 18 619
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Select <<Current Queue>> from the Load Balancing Queue drop-down select list to configure
the action for the specific queue that the document is in. Selecting <<Current Queue>> allows
this action to easily be copied for other queues within the configured life cycle, as the action
will always apply to the queue that the item is in. When <<Current Queue>> is selected, the
active life cycle must also be selected. If <ALL> is selected in the Assign in Life Cycle drop-
down select list, the active life cycle will automatically be selected for the action.

Option: Assignment Type

The Assignment Type drop-down select list allows you to select the type of assignment you
want to perform. The assignment type options are as follows:
• Assistant of Logged in User - This option specifies that documents should be
assigned to all of the assistants of the currently logged in user as defined by the
Organization Chart. If the currently logged in user does not have any assistants, the
action will not be successful with this setting.
• Assistant of User Specified in Keyword Value - This option allows you to specify a
Keyword Type from which to take the user to which the Assistant belongs. Select the
appropriate Keyword Type that you want to take the value from to determine the user
from the Keyword Type drop-down select list.
• Assistant of User Specified in Property - This option allows you to specify a
property from which to take the user to which the Assistant belongs. Enter the
appropriate property name that you want to take the value from to determine the user
from the Property Name field. Optionally, you can specify a Required Role .

Note: In order for documents to be assigned to the Assistant of Logged In User , the Assistant
must be configured as a member of the queue. If this is configured and Assistants are not
members of the queue, documents will be put into the <Unassigned> category. In order for
documents to be assigned to the Assistant of User Specified in Keyword Value or Assistant of
User Specified in Property , both the Assistant and the user specified in the Keyword value or
Property must be configured as a member of the queue. If this is configured and Assistants
and users are not members of the queue, documents will be put into the <Unassigned>
category.

• Current User - The Current User option specifies that the documents should be
assigned to the user currently logged in and executing the task, assuming that the
user has been assigned as a member of the load balancing queue.

Note: If using this option in conjunction with a load-balanced queue, the option is only available
when the load-balanced queue has users as members.

• Default User - The Default User option allows you to assign the document to the
user specified as the Default Recipient during membership configuration.
• In Order - This option will distribute documents in the order the user groups are
listed in the load balancing queue

OnBase 18 620
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Get User Name, Group or Role from Keyword - When Get User Name, Group or Role
from Keyword is selected a Keyword Type field is displayed. Select the appropriate
Keyword Type from which to acquire the value.

Note: When Get User Name, Group, or Role from Keyword is selected and the action is
configured with a related document as the target, the value is taken from the Keyword on the
primary document, not a related document.

• Get User Name, Group or Role from Property - When Get User Name, Group or Role
from Property is selected, a Property Name field is displayed. Enter the name of the
property from which you want to acquire the value.

Note: The Get User Name, Group, or Role from Property option is not supported in the OnBase
Client Classic Workflow interface.

• Manager of Logged in User - This option specifies that the document should be
assigned to the manager of the currently logged in user, as specified in the
Organizational Chart. Optionally, you can specify a Required Role . When a Required
Role is specified, it requires that the manager that the document is assigned to has
the specified role in the Organization Chart. If the immediate manager is not
assigned the selected role, Workflow will move up a managerial tier until it finds a
manager with the specified role. If a manager cannot be found with the selected role,
the document will be assigned the <Unassigned> status.
• Manager of User Specified in Keyword Value - This option allows you to specify a
Keyword Type from which to take the user to which the Manager belongs. Select the
appropriate Keyword Type that you want to take the value from to determine the user
from the Keyword Name drop-down select list. Optionally, you can specify a
Required Role . When a Required Role is specified, it requires that the manager that
the document is assigned to is assigned to the specified role in the Organization
Chart. If the immediate manager is not assigned to the selected role, Workflow will
move up a managerial tier until it finds a manager with the specified role. If a
manager cannot be found with the selected role, the document will be assigned the
<Unassigned> status.
• Manager of User Specified in Property - This option allows you to specify a property
from which to take the user to which the Manager belongs. Enter the appropriate
property name that you want to take the value from to determine the user from the
Property Name field. Optionally, you can specify a Required Role . When a Required
Role is specified, it requires that the manager that the document is assigned to is
assigned to the specified role in the Organization Chart. If the immediate manager is
not assigned to the selected role, Workflow will move up a managerial tier until it
finds a manager with the specified role. If a manager cannot be found with the
selected role, the document will be assigned the <Unassigned> status.

Note: In order for documents to be assigned to the Manager of Logged In User , Manager of
User Specified in Keyword Value or Manager of User Specified in Property, the Manager must
be configured as a member of the queue. If this is configured and Managers are not members
of the queue, documents will be put into the <Unassigned> category.

OnBase 18 621
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Prompt for User, Group or Role - This option will prompt the user to select the
appropriate user group to assign to documents. The user groups listed in the prompt
are the user groups selected as members of the load balancing queue. When Prompt
for User, Group or Role is selected, the Replaced Assignment drop-down select list
is displayed. Selecting one of the following options selects which current user
assignment to replace:
• <None> - No user assignment is replaced.
• <Current User> - The current user assignment is replaced. If the load balancing
member type is User Group, then the user’s User Groups are removed. If the load
balancing member type is Role, then the user’s Roles will be removed.
• <All> - All assignments are removed.
If the user clicks Cancel in the User Interaction prompt dialog, no assignments will
be replaced.

Note: The Prompt for User option is not supported in the OnBase Client Classic Workflow
interface when user names contain two or more consecutive spaces.

• Selected User, Group or Role - This option assigns the documents to the user
selected in the Assigned User, Group or Role drop-down select list.

Note: The Assigned User, Group or Role drop-down select list is populated based on the user
group(s) assigned to load balancing queue selected in the Load Balancing Queue drop down
select list.

• Shortest Queue - This option assigns documents to the user group that has the
fewest number of documents assigned to it.

Note: When using any of the following assignment types, when multiple values exist, all values
are used for document assignment: Assistant of User Specified in Keyword Value ; Get User
Name, Group or Role from Keyword ; and Manager of User Specified in Keyword Value .

Note: The following options are available only when the life cycle selected, primary item, or
current queue is associated with an Organization Chart: Assistant of Logged in User , Assistant
of User Specified in Keyword Value , Assistant of User Specified in Property , Manager of
Logged in User, Manager of User Specified in Keyword Value , and Manager of User Specified
in Property .

Caution: When using the Assistant or Manager Assignment Type, never place these actions
under system work, timer work, load balancing work, or any other automatic function. If these
types of actions are placed into automation mode, the user logged in may not be the user that
you would want documents assignments based on.

Note: When the selected queue is <<Current Queue>> , the available assignment types are
restricted to those that could apply to any queue in the life cycle, regardless of membership.

OnBase 18 622
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Prompt Tab
When Prompt for User, Group or Role is selected in the Assignment Type drop-down select
list, the Prompt tab is available. This tab allows you to configure a custom message to display
when prompting for the user.

Note: A custom prompt is not supported in the OnBase Client Classic Workflow interface.

Option: Use the Following Custom Prompt

Select this option to enable a custom prompt. Enter the prompt text. You can enter Keywords
and other system data by selecting the appropriate buttons.
The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

OnBase 18 623
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Break Processing
Stops the processing of a item in Workflow. The following break options are available:

Note: When the action is configured outside of System Work, none of the settings will impact
the execution of System Work.

OnBase 18 624
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Break Current Task List

When processing a primary item, this option breaks the grandparent task list for the current
item, as well as any rules that are included within the grandparent task list.
When processing a related item, this option breaks the grandparent task list for the current
related item and continues on with the next related item, if applicable.
The following is an example of a break current task list scenario:

In this example, the Break action is set to break current task list. When the task list breaks at
the highlighted action, the tasks under the current action’s parent task list that have not been
executed yet are not executed. Additionally, any actions that have not be executed under the
current action’s grandparent task list are not executed. The remaining actions under the great
grandparent task are executed, however. The following graphic illustrates what is executed.
The pink actions are not executed. The green action is executed.

Option: Break All Processing for Current Item

When processing a primary item, this option breaks all processing for the current item.
When processing a related item, this option breaks all processing for the current related item
and continues on with the next related item, if applicable.

OnBase 18 625
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Break All Processing for Top-Level Item

When processing a primary item, this option breaks all processing for the current item.
When processing a related item, this option breaks all processing for the current related item
and the current top-level item.

Option: Break Workflow Timer Execution

When processing a primary item using an ad hoc task or system work, the option breaks all
processing for the current item.
When processing a primary item using timer work, this option breaks all timer work for all items
(timer execution completely stops).
When processing a related item using an ad hoc task or system work, the option breaks all
processing for the current related item and the current top-level item.
When processing a related item using timer work, the option breaks all timer work for all items
(timer execution stops).

Upgrading from a Previous Version

If you had the SYS - Break Processing action configured previous to OnBase 9.2 and you are
upgrading, you must test the function of the SYS - Break Processing to ensure the action
functions as you intend it to.
When you upgrade to 9.2, previously configured SYS - Break Processing actions map the
configured options to the new options that have been developed for this action. The options
are mapped as follows:

Option Previous 9.2 Option 9.2 and Later

No option selected Break Current Task List

Break All Processing option Break All Processing for Current Item
selected

Break All Processing and Break Workflow Timer Execution

Break Timer Execution
options selected

Call WCF Service

The call web service action allows a user to call a method exposed via a WCF web service.

Note: This action is not supported in the Classic Client interface.

Features of this Action

• Supports composite data types including arrays of nested composite data types

OnBase 18 626
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Allows the user to decide whether the task list execution should be broken if there
was an issue calling the service method.
• If the service metadata contains the information about the types of faults the service
method can generate – you can map keywords/properties to the fault information
• Supports mapping to system keywords such as document date, entry to queue date
etc…
• Supports the following .NET primitive data types and their nullable data types:
• System.Boolean, System.Byte, System.Char, System.DateTime, System.Decimal,
System.Double, System.Int16, System.Int32, System.Int64, System.SByte,
System.Single, System.String. System.UInt16, System.UInt32, System.UInt64

Note: Nullable data types will be converted to their non-nullable data type before being added
to the property bag.

• Supports mapping to constant values containing tokens such as %K, %D etc…

• Supports mapping to constant values containing arrays
• Allows the user to test that the application server can successfully call the service
from within the actions configuration
Limitations of this Action
• Does not support the Data Set data type.
• Does not allow mapping to the InnerText or InnerXml properties of the
System.Xml.XmlAttribute data type. This limits the user to specifying a single value
for a SOAP header.
Configuring this Action
To configure this action:
1. Click Configure . The Service Location dialog box is displayed.

2. You can either select a configured location from the drop-down select list or, with >>
Use the specified Location selected in the drop-down select list, enter the location of
the file used by the Web Service in the field. The location value cannot exceed 255
characters.
3. Select the Protocol from the drop-down select list.

OnBase 18 627
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. If the service requires authentication, select the Requires Authentication check box.

Note: The Requires Authentication option only supports Windows authentication.

5. Click OK .
6. If the service required authentication, the Authentication dialog box is displayed. Enter
the User Name , Password , and Confirm Password credentials and click OK .
7. In the Method section, select the appropriate Contract , End Point , and Method from the
drop-down select lists.

Note: Upon saving the action, if you want to update the Method section, you must click Update
and then make the appropriate changes, and click Update again.

8. Click Mappings . The Mappings dialog box is displayed.

OnBase 18 628
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

9. Select a parameter. The None , Keyword , Property , and Constant Value mapping
properties are enabled. Keyword maps to the Keyword Type selected from the drop-
down select list. Property maps to the property specified in the field. Constant Value
maps to the value entered in the field.

10. Select the appropriate mapping option.

If the user maps an item to a constant value the two check boxes become available and
are:
• Parse tokens (%K, %D etc…) - This tells the action that before it uses the constant
value it should parse any tokens.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 629
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 630
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.
• The value is an array (separated by commas) - This is only useful for items that
are arrays. It allows the user to specify a list of values (separated by commas) to
send.
11. Click Map .
12. Repeat steps 8 through 12 for each method and parameter.
13. Click OK .

Note: If the location of a service is modified, mappings will persist if the method associated
with the mappings exists in the service in the new location.

OnBase 18 631
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Testing the Web Service

You can test the displayed method by clicking Test . The Test WCF Service Call dialog box is
displayed.

Note: In order to successfully test a method, the method must be configured to return a value.

OnBase 18 632
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To test a method:
1. Select a listed mapping.

2. Enter a value in the field. If the value entered is an array separated by commas, select
the The value is an array (separated by commas) option.
3. Click Set .
4. Repeat steps 1 and 3 for each mapping.
5. Click Test . The Test WCF Service Call Results dialog box is displayed, showing a list of
keywords and properties that are mapped to output or by reference parameters. Return
values for each mapping are shown.

Options Tab
Option: Break processing on failure
When the Break processing on failure option is selected, if there is an issue calling the web
service, the action will stop executing the task list.
If this option is not selected, then the action will set the last execution result to S_FALSE and
continue executing the task list.

Option: Break processing on method declared service faults

When the Break processing on method declared service faults option is selected, if there is a
fault declared in the service meta data for the method, the action will stop executing the task
list.

OnBase 18 633
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Request timeout (seconds)

The Request timeout (seconds) option allows for a time out duration to be set. If the response
from the web service has not been returned in the configured amount of time, the action will
time out. Enter the number of seconds you want to wait before the request times out. Tasks
following this action will either abort or continue, based on whether the option to Break
Processing on failure option has been selected.

Option: Use the following endpoint location

The service metadata contains the end point location where messages should be sent. You can
override this and specify your own end point location using the Use the following end point
location option.

Authentication Tab
The authentication page allows the user to specify a user name that should be used when
retrieving the web service and invoking the web service method.

Option: The service requires authentication

Select The service requires authentication and click Configure . If the service required
authentication, the Authentication dialog box is displayed. Enter the User Name , Password ,
and Confirm Password credentials and click OK .

Note:When retrieving the WSDL this information is only used if the WSDL is coming from a URL.
If the WSDL is a local file, this information is not used.

Call Web Service

The call web service action allows a user to call a method exposed via a web service. The
action provides a wrapper around the .NET framework classes that handle calling methods in
web services.

Note: This action is not supported in the Classic Client interface.

Features of this Action

• Supports complex data types including arrays of nested complex data types.
• Retrieves the information about complex types from the WSDL.
• Supports SOAP headers as inputs, outputs or by reference (input and output).
• Retrieves the information about SOAP headers from the WSDL.
• Allows the user to decide whether the task list execution should be broken if there
was an issue calling the web service.
• Supports multiple protocols: HTTP GET, HTTP POST, SOAP 1.1 and SOAP 1.2.
• Supports mapping to system keywords.

OnBase 18 634
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Supports the following .NET primitive data types and their nullable data types:
System.Boolean, System.Byte, System.Char, System.DateTime, System.Decimal,
System.Double, System.Int16, System.Int32, System.Int64, System.SByte,
System.Single, System.String, System.UInt16, System.UInt32, System.UInt64

Note: Nullable data types will be converted to their non-nullable data type before being added
to the property bag.

• Has limited support for the System.Xml.XmlAttribute data type.

• Supports mapping to constant values containing tokens.
• Supports mapping to constant values containing arrays.
• Allows the user to test that the application server can successfully call the web
service from the Configuration module.
Limitations of this Action
• Does not support the Data Set data type.
• Does not allow mapping to the InnerText or InnerXml properties of the
System.Xml.XmlAttribute data type. This limits the user to specifying a single value
for a SOAP header.
Configuring this Action
To configure this action:
1. Click Configure . The WSDL dialog box is displayed.

2. You can either select a configured WSDL location from the drop-down select list or, with
>> Use the specified WSDL Location selected in the drop-down select list, enter the
location of the WSDL file used by the Web Service in the field. The location value cannot
exceed 255 characters.

Note: OnBase Studio supports case-sensitivity when configuring a WSDL web service path.
This functionality is not respected in the Configuration module. Any web service that requires
case-sensitivity must be configured within OnBase Studio.

OnBase 18 635
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

3. If you do not want to store the WSDL within the action configuration, but want to retrieve
the WSDL the first time the action is executed, select the Retrieve WSDL at execution
time option.

Note: If the WSDL imports schemas from other files or URLs, the action must be configured to
retrieve the WSDL at execution time.

4. If the service requires authentication, select the Requires Authentication check box.
5. Click OK .
6. If the service required authentication, the Authentication dialog box is displayed. Enter
the User Name , Password , and Confirm Password credentials and click OK .
7. Select the Protocol from the drop-down select list.
8. Select a method using the Method drop-down select list.
9. Click Mappings . The Mappings dialog box is displayed.

OnBase 18 636
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

10. Select a parameter. The None , Keyword , Property , and Constant Value mapping
properties are enabled. Keyword maps to the Keyword Type selected from the drop-
down select list. Property maps to the property specified in the field. Constant Value
maps to the value entered in the field.

11. Select the appropriate mapping option.

If the user maps an item to a constant value the two check boxes become available and
are:
• Parse tokens (%K, %D etc…) - This tells the action that before it uses the constant
value it should parse any tokens.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 637
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 638
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.
• The value is an array (separated by commas) - This is only useful for items that
are arrays. It allows the user to specify a list of values (separated by commas) to
send.
12. Click Map .
13. Repeat steps 8 through 12 for each method and parameter.
14. Click OK .

Note: If the location of a service is modified, mappings will persist if the method associated
with the mappings exists in the service in the new location.

OnBase 18 639
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Testing the Web Service

You can test the displayed method by clicking Test . The Test Web Service Call dialog box is
displayed.

OnBase 18 640
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To test a method:
1. Select a listed mapping.

2. Enter a value in the field. If the value entered is an array separated by commas, select
the The value is an array (separated by commas) option.
3. Click Set .
4. Repeat steps 1 and 3 for each mapping.
5. Click Test . The Test Web Service Call Results dialog box is displayed, showing a list of
keywords and properties that are mapped to output or by reference parameters. Return
values for each area also shown.

Option: Invoke method in a separate application Domain Setting

This check box controls whether the type built from the WSDL is loaded into a separate
application domain or into the same application domain the application server is using when
testing the method call.

Options Tab
Option: Break processing on failure
When the Break processing on failure option is selected, if there is an issue calling the web
service, the action will stop executing the task list.
If this option is not selected, then the action will set the last execution result to S_FALSE and
continue executing the task list.

OnBase 18 641
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Allow Cookies

If the web service you are accessing uses cookies, you can select Allow Cookies. This will
allow the action to acquire the value of a cookie that was sent to the service from the client.
The option is only available when the protocol is set to use either http or https.

Option: Request timeout (seconds)

The Request timeout (seconds) option allows for a time out duration to be set. If the response
from the web service has not been returned in the configured amount of time, the action will
time out. Enter the number of seconds you want to wait before the request times out. Tasks
following this action will either abort or continue, based on whether the option to Break
Processing on failure option has been selected.

Option: Use the following end point URL instead of the one in the WSDL
The service metadata contains the end point location where messages should be sent. You can
override this and specify your own end point location using the Use the following end point
URL instead of the one in the WSDL option.

Proxy Tab
Option: Use the following proxy server
To use a proxy, select the Use the following proxy server option and enter the proxy server.
You can also select Use the following credentials to use the User Name , Password , and
Domain you enter.

Authentication Tab
The authentication page allows the user to specify a user name that should be used when
retrieving the web service and invoking the web service method.

Option: The service requires authentication

Select The service requires authentication and click Configure . If the service required
authentication, the Authentication dialog box is displayed. Enter the User Name , Password ,
and Confirm Password credentials and click OK .

Note:When retrieving the WSDL this information is only used if the WSDL is coming from a URL.
If the WSDL is a local file, this information is not used.

Available Protocols
When configuring the Call Web Service action in OnBase Studio, the protocols available are
defined in the obstudio.exe.config in the following setting:
<system.web>
<webServices>

OnBase 18 642
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

<protocols>
<add name="HttpGet"/>
<add name="HttpPost"/>
</protocols>
</webServices>
</system.web>
In order for protocols to be available in this action, they must be added to this xml setting.

Call Web Service using MS SOAP Toolkit

Note: This is legacy functionality. This action cannot be executed in OnBase 14 or later.

This action is maintained for legacy purposes only. It cannot be used or configured. For new
configuration, use the Call Web Service action.
Upon opening a repository in which this action is configured, a warning message is displayed
because the repository contains actions that are no longer supported. In the warning dialog
box, click Show me where they are to see all locations in which the action is used.

Option: Convert
The action’s configuration is read-only; however, it can be converted to the Call Web Service
action. In the action’s properties pane, click Convert to create a new Call Web Service action
using the configuration of the legacy action. This creates a new Call Web Service action in
every task list in which the original action exists. The following configuration items cannot be
converted:
• The Use proxy settings specified by the proxycfg utility setting in the Proxy tab
• The Use Microsoft Internet Explorer proxy settings for the current user setting in
the Proxy tab
• The Authentication Mode settings in the Authentication tab
• All configuration in the Headers tab
If certain configuration items cannot be converted, a dialog box is displayed at the end of
conversion detailing the items that could not be converted. After conversion, the original Sys -
Call Web Service using MS SOAP Toolkit action is disabled.

Cancel Report Capture Batch

Note: This action requires the Report Capture for Meditech license.

This action cancels Report Capture requests.

OnBase 18 643
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Batch ID
From the Batch ID drop-down select list, select the Keyword in which the batch ID is stored on
requests.

Compose Document
Note: This action requires a Document Composition license.

Note: This action is supported only in the Core-based OnBase Client, Web Client, and Unity
interfaces.

Creates a document from the specified template.

Note: This action can be executed on a WorkView object.

Option: Document Composition Template

Choose one of the following options to determine what template is used:
• To use a specific template, select the appropriate template from the Use Specified
Template drop-down select list.
• To prompt the user to select a template when the action is executed, select Select
Template at Runtime .

Note: Select Template at Runtime cannot be used when Use Automated Document
Generation is configured because this option requires user interaction.

Note: Select Template at Runtime will select and disable View Document After Archiving on
the Select Template Option dialog box when composing a document.

• Select Template from Keyword to select a template from a Keyword Value. The
Keyword Value must contain a template name or template ID. From the drop-down
select list, select the Keyword in which the template ID is stored.
• Select Template from Property to select a template from a property value. The
property value must contain a template name or template ID. Enter the property
name in which the template ID is stored.

Option: Use All Settings Configured for Template

You can choose to adhere to the configured settings of the template by selecting Use All
Settings Configured for Template .

OnBase 18 644
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Override Template Settings

You can override the configured settings of the template by selecting Override Template
Settings with the Following: and configure settings at the action level. Manual settings will
override template settings.

Note: In order to enable the Storage Options , the Override Template Settings with the
Following: option must be selected. In order to enable Disable Import Dialog , both Inherit
Keywords From Fields and Force Document Type must be checked.

For more information on settings, see the section on general settings in the Document
Composition module reference guide or help file.
You can copy all of the settings of the current template to the override settings by clicking
Copy All Options from Template .
Configuring the Action to Not Prompt for Template Selection
If you want the action to be initiated without prompting the user to select the template that
should be used, you must configure the action settings (when Override Template Settings with
the Following is selected) or the templates settings in the following way:
• Force Preview must be deselected.
• Force Document Type must be selected and a Document Type must be selected
from the drop-down select list.
• Inherit Keywords From Fields must be selected.
• Disable Import Dialog must be selected.

Note: If the template selected in the Document Composition Template drop-down select list
has a Document Type configured, the Force Document Type drop-down list will have the
<Document Type from Template> option. When this option is selected, the action will use the
Document Type configured for the template.

Option: Use Automated Document Generation

If you have a Composition Server installed and configured and you want to use Automated
Document Generation, check the Use Automated Document Generation option to allow
composition processing to be sent to a Composition Server and not require any user
interaction. Once selected, Asynchronous Processing and Synchronous Processing options
are available. Select either Asynchronous Processing or Synchronous Processing depending
on your processing needs related to the action. See the section on making Enterprise
Document Composition requests in the Document Composition documentation for more
information on Asynchronous and Synchronous requests.

OnBase 18 645
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

In order to successfully use the Use Automated Document Generation option, you must select
a Document Composition Template and a Force Document Type from the drop-down select
list. When the Use Automated Document Generation option is selected, the following options
are automatically selected and cannot be modified: Override Template Settings with the
Following , Inherit Keywords From Fields , Force Document Type , and Disable Import Dialog .

Note: If the Use Automated Document Generation option is not selected and the action is not
properly configured for Automated Document Generation, this action is not supported in
System work or Timer work.

Create Batch
Note: If this action was configured before the feature was removed from the software, it will
continue to function; however, this feature is no longer available for configuration.

Takes individual documents and creates a summary document with a document type of SYS
Batch Tickets , which is then routed through OnBase. The individual documents composing the
batch are sent to a queue where they remain until action is taken to move or delete them. In the
Default Size box, enter the initial size of the batch in number of documents. The number in the
Maximum Size box represents the amount, in documents, by which the default value can be
overridden for special cases.
Select a queue from the After Document is Added to Batch, Transition it to drop-down list
specifying where the original documents should remain after the batch is created.

Create Collaboration Workspace

This action allows you to create a Collaboration Workspace based on a selected Collaboration
Template.

Note:This action is not supported for the Classic OnBase Client User Interface.

Option: Collaboration Template

Select the template that you want to base your Workspace on from the Collaboration Template
drop-down select list.

Option: Inherit Template Settings

Select the settings that you want to inherit from the template in the Inherit Template Settings
section.
• Notification Options - Corresponds to the Options section of the Collaboration
Template Settings dialog box.
• Users - Corresponds to the users assigned in the Collaboration Template Default
Users dialog box.

OnBase 18 646
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Document Rights - Corresponds to the Document Rights section of the

Collaboration Rights dialog box.
• Workview Rights - Corresponds to the Workview Rights section of the Collaboration
Rights dialog box.
• Thread Rights - Corresponds to the Thread Rights section of the Collaboration
Rights dialog box.
• Meeting Rights - Corresponds to the Meeting Rights section of the Collaboration
Rights dialog box when the database is configured for Synchronous Collaboration.
• Administration Rights - Corresponds to the Workspace Rights section of the
Collaboration Rights dialog box.

Option: Add document to workspace

You can also add the current document within Workflow to the Collaboration Workspace by
selecting the Add document to workspace option.

Note: The Add document to workspace option is only supported for documents. This option is
not supported for non-document items such as WorkView objects or Plan Review projects.

Create ShareBase Folder

Note: The OnBase Interaction with ShareBase license is required to use this action. If you are
using the Monitor New Documents option, the ShareBase Monitor Service must be installed
and configured properly prior to configuring this action. For information about installing and
configuring the ShareBase Monitor Service, see the Interaction with ShareBase module
reference guide.

The Create ShareBase Folder action allows users to create a new ShareBase folder.

General Tab
Option: ShareBase Profile
Select the ShareBase profile to be used when creating the new folder.

Parent Folder Configuration

Option: ShareBase Library
Select the ShareBase library that contains the parent folder where the new folder will be
created. Ensure that the library you select is shared with users in ShareBase. If the list is out of
date, click Refresh to refresh the drop-down select list options.

Note: Do not select My Library . This library and its folders cannot be shared with other users.

OnBase 18 647
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Specify Path

To specify the path to the parent folder, select Specify Path . Do one of the following:
• To create a new parent folder, enter the name of the new folder in the text box. The
new parent folder will be created in the selected library.
• To use an existing folder as the parent folder, click Browse and navigate to the folder
that should be used. Select the folder and click OK .

Note: The following characters are not allowed in the ShareBase folder name or path:
*, ?, :, ", <, >, /.

To validate the path to the parent folder, click Validate Path .

Option: Get Path from Property

To specify the path to the parent folder based on a configured property value, select Get Path
from Property . In the text field, enter the property containing the name of the parent folder
where documents should be uploaded.

Note: If a folder containing the property value does not exist, it will be created in the selected
library.

New Folder Name

Option: Specify Name
To manually specify the name for the new ShareBase folder, select Specify Name . Enter the
name for the new folder in the text box.

Note: The following characters are not allowed in the ShareBase folder name:
*, ?, :, ", <, >, /.

Option: Get Name from Property

To specify the name of the new ShareBase folder based on a configured property value, select
Get Name from Property . In the text field, enter the property that contains the name for the new
ShareBase folder.

Option: Monitor New Documents

Select Monitor New Documents if the new folder should be a monitored folder. When a
ShareBase folder is monitored, any documents added to that folder are automatically imported
into OnBase. Documents that have been successfully imported into OnBase are then deleted
from the ShareBase folder.

Note: The ShareBase Monitor service must be installed and configured in order to use
monitored folders.

OnBase 18 648
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The following options are available for monitored folders:

• Add Documents to Workflow
If this option is selected, documents in the monitored ShareBase folder will initiate
OnBase Workflow if Workflow is configured for the archival Document Type.
• Create New Revision for Modified Documents
If this option is selected, documents in the monitored ShareBase folder will be
uploaded to OnBase as revisions of their corresponding documents.
Additional options must also be configured for monitored folders. See Indexing Tab on page
649.

Indexing Tab
When the Monitor New Documents option is selected, indexing options must be configured in
order for documents in the monitored ShareBase folder to be uploaded to OnBase and indexed
correctly. A Document Type and associated Keyword Types and values must be configured.
Optionally, you can configure a scan queue for documents to enter.

Option: Use Document Type:

In the Use Document Type drop-down select list, select the Document Type for the documents
in the monitored ShareBase folder.

Option: Use Scan Queue:

If necessary, select a scan queue into which documents from the monitored folder should be
added after they are uploaded to OnBase.

OnBase 18 649
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Keyword Values

Add Keyword Types and values to be indexed to new documents in the monitored folder. To
add a Keyword Type and value:
1. Click Add . The Add Keyword Value dialog box is displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure for documents in the monitored folder.
If the selected Keyword Type is configured using a Specific Currency data type, the
Currency Format drop-down select list is enabled, allowing you to select the currency
format you want to use.
3. Select the Value that should be indexed to the selected Keyword Type.
• Constant Value - Enter a constant value to index to the selected Keyword Type.
• Property - Enter a property name containing the value to index to the selected
Keyword Type.
• Keyword - Select a Keyword Type from the source document in Workflow from which
the Keyword Value will be pulled.
4. Click OK . Repeat this process to add additional Keyword Types.
You can modify a configured Keyword Value by selecting the Keyword Value and
clicking Modify . To delete a configured Keyword Value, select the Keyword Value and
click Delete .

OnBase 18 650
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Custom Log Entry

Allows log text to be recorded in the wftransactionlog and wftransactionmsg tables. All of the
Action Field values are written to the wfmessage field in the wftransactionmsg table.
The following values can be automatically pulled into the logged text: Document Date, User,
Document Name, Time Stored, Keyword.

Option: Log Text

Use the corresponding buttons and drop-down select list to configure the Log Text
appropriately.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

OnBase 18 651
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Delete All Child Work Items

Note: This action is only available in Unity life cycles. It is not available for use in System Tasks
or System Events.

OnBase 18 652
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

This action is executed against a parent work item and will delete all created child work items
associated with the parent. If the item this action is executed against is not a parent work item,
this action will fail.

Delete ShareBase Folder

Note: The Interaction with ShareBase license is required to use this action.

The Delete ShareBase Folder action allows users to delete a ShareBase folder. Deleted folders
are sent to the Deleted Items page in ShareBase. The Delete ShareBase Folder action does not
purge folders.

Option: ShareBase Profile

Select the ShareBase profile to be used for deleting the folder.

Folder Path Configuration

Option: ShareBase Library
Select the ShareBase library from which the folder should be deleted. If the list is out of date,
click Refresh to refresh the drop-down select list options.

Option: Specify Path

To specify the path to the ShareBase folder that should be deleted, select Specify Path . Click
Browse and navigate to the folder that should be deleted. Select the folder and click OK . To
validate the path to the folder that should be deleted, click Validate Path .

Option: Get Path from Property

To specify the path to the ShareBase folder based on a configured property value, select Get
Path from Property . In the text field, enter the property that contains the name of the
ShareBase folder where documents should be uploaded.

Folder Name
Option: Specify Name
To manually specify the name of the ShareBase folder, select Specify Name . Enter the name of
the folder in the text box.

Note: The following characters are not allowed in the ShareBase folder name:
*, ?, :, ", <, >, /.

Option: Get Name from Property

To specify the name of the ShareBase folder based on a configured property value, select Get
Name from Property . In the text field, enter the property that contains the name of the
ShareBase folder.

OnBase 18 653
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Delete Only if Empty

By default, the contents of the ShareBase folder will also be deleted when the folder is deleted.
To prevent this and only allow the folder to be deleted if it is empty, enable the Delete Only if
Empty check box.

Caution: If the Delete Only if Empty option is not enabled and the specified ShareBase folder
is also a parent folder, any child folders and their contents are also deleted.

Display Message Box

Displays a customizable message box. This action allows you to enter a message to display in
the User Interaction screen.

Option: Message Text

Enter the text to display.
The buttons along the side of the screen allow you to pull system information relative to the
document into the message box. Click the button to enter the information in the text.

Button Symbol and Definition

Space-Space Adds a space, a hyphen, and another space to separate the different symbols ( - )

Doc Date Adds the document date of the current document (%D)

User Adds the user logged into the Client processing the action.(%U)

Auto-Name Adds the document’s Auto-Name string (%N)

Time Stored Adds the time the current document was stored into OnBase (%I1)

Date Stored Adds the date the current document was stored into OnBase (%D1)

Keyword Adds the value of the Keyword Type and Keyword Number (%K) of the selected
Keyword Type in the Keyword Type drop-down select list. Enter the number of
times the Keyword Value will repeat in the message in the Repeat field. This
number is based on the number of Keyword Type instances on documents.

Additional Symbols
The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 654
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 655
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Display URL
Note: This action is not supported for the Classic Client or OnBase Mobile interfaces.

This action will automatically open a web browser, such as Internet Explorer, and navigate to
the configured URL. The action optionally allows for parameters to be appended to the end of
the URL for more specific results. The values of the parameters can be taken from a keyword
value, a property value, or a constant value. When more than one value of the configured
keyword or property exists, only the first value will be used as the parameter value. Multiple
parameters can also be configured for the same URL. If parameters are configured, the action
will append “?” to the end of the URL and then format the parameters as follows:
parameter1=value1&parameter2=value2. For example, if the configured URL is “http://server/
default.aspx”, and the configured parameters are named “parameter1” and “parameter2”, the
web browser will open to the following URL: http://server/
default.aspx?parameter1=value1&parameter2=value2

Option: URL
Enter the URL you would like the action to open. When configuring the action, a valid
communications protocol such as HTTP:// or HTTPS:// should be placed at the beginning of
the URL.

OnBase 18 656
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Parameter
Optionally, you can set parameters to append to the URL for more specific results.
To configure a parameter.
1. Enter a Parameter Name for the parameter.
2. If you want to map the parameter to a Keyword Type, select Keyword Type and select
the Keyword Type from the drop-down select list.
If you want to map the parameter to a Property, select Property and enter the property
name in the field. The number of characters is limited to 255.
If you want to map the parameter to a static Constant Value, select Constant Value and
enter the value in the field. The number of characters is limited to 255.
3. Click Map .
4. Repeat steps 1 through 3 for each parameter you want to add.
5. Click Apply .

Option: Test
To test the configuration of the URL and parameters, click Test . The Test URL dialog box is
displayed.

The configured URL is displayed in the URL field. Configured parameters are displayed in the
Mappings list. To enter test values for parameter mappings, select a parameter, then enter a
test value in the field. Click Set .
Click Launch to test the configuration.

OnBase 18 657
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Enable/Disable Workflow Trace

The action enables/disables writing to the Workflow trace.

Note: This is supported for Core-based interfaces.

Select one of the following options:

• Select Enable to use the action to enable the trace.
• Select Disable to use the action to disable the trace.
This action can be used to enable Workflow Trace for the entire execution of an ad hoc task, a
specific section of the logic execution or enabled and disabled with separate ad hoc tasks.

Note: If the user is using the OnBase Client Core-based Workflow interface or the Unity
Workflow interface and has turned on tracing via the toolbar, messages are written to the
Workflow Trace regardless of whether the action is set to disable the trace

Note: When using the Workflow Timer Service messages are written to the Workflow Trace
regardless of whether the action is set to disable the trace.

Execute Program
Calls the application at the path specified in the command line.

Note:This action is not supported in the Web Client interface.

Note:When executing this action in the Workflow Core-based interfaces, this action should not
be used if the program being executed by the action requires a User Interface

Option: Command Line

In the Command Line field, enter the full path to a program executable. Click Save . The
specified program launches.
This action supports the use of tokens in the command line. For example, if the action calls
“ C:\k1\program.exe %U 35 ” and the user JANE BROWN performs the actions, the command
C:\d1\program.exe JANE BROWN 35 will be run.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 658
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 659
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

Promote Disk Group

Works with Disk Group publishing to allow volumes to be promoted without user intervention.

Option: Use Document Disk Group

Use Document Disk Group promotes the default Disk Group for the Document Type.

Option: Use Specified Disk Group

Use Specified Disk Group promotes a different Disk Group. Select the Disk Group from the
drop-down list.

Option: Use Disk Group From Keyword

Use Disk Group From Keyword promotes a Disk Group based on a Keyword Type. Select the
type from the Keyword Type drop-down list.
Select the Keyword Contains Disk Group Number option if the Keyword Type selected holds
the Disk Group number.

Queue IHE Message

IHE messages can be initiated in either XDS or XDR communities with the Queue IHE Message
action.

OnBase 18 660
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Register XDS Document (ITI-42)

Select this option to send a ITI-42 message to the XDS community registry, registering the
current document. Use the Community drop-down select list to specify which community the
document will be registered in.
This action must be used in conjunction with the Prevent automatic document registration
community setting, which stops documents from being registered as soon as they are imported
so that they can be processed in Workflow.

Note: You must have the Cross-Enterprise Document Sharing (XDS): Repository license and a
configured XDS community to use this option.

Option: Provide XDR Document (ITI-41)

Select this option to send an ITI-41 message containing the current document to another
system in an XDR community. Use the Document Recipient drop-down select list to choose an
XDR endpoint as the recipient.

Note: You must have the Cross-Enterprise Document Reliable Interchange license and a
configured XDR community endpoint to use this option.

Purge Cache
This is legacy functionality. This action cannot be created or configured. Existing
configurations are read-only, but they will continue to execute in the OnBase Client Classic
Workflow interface as configured.

Note: The OnBase Client Classic Workflow interface is being deprecated for eventual removal
from the Workflow module. The OnBase Client Classic Workflow interface is currently available;
however, it will not be available in OnBase 21 and subsequent versions of OnBase. Once the
OnBase Client Classic Workflow interface is deprecated, this action will no longer execute.

Rebalance Item
Executes load balancing for the selected item(s). This is the same functionality that is
executed when an item enters a load balancing queue. This action can be configured to
rebalance the selected items in any queue that is configured with load balancing.

Note:When the rebalance function is initiated, existing assignments are cleared and new
assignments are made based on the load-balancing queue’s configuration.

Option: Life Cycle

You can use the Life Cycle drop-down select list to narrow the queues listed in the Load
Balancing Queue drop-down select list.

OnBase 18 661
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Load Balancing Queue

The Load Balancing Queue drop-down select list will list all queues configured for load
balancing for the life cycle selected in the Life Cycle drop-down select list. The action will be
executed on the selected item(s) within the queue that is selected from the Load Balancing
Queue drop-down select list.

Rebalance Queue
Executes load balancing for the specified queue. When this action is executed, existing
assignments are cleared and new assignments are made based on the load-balancing queue’s
configuration. This action allows users to rebalance queues even if they do not have
administrative privileges.

Note: This action is not supported in the OnBase Classic Client Workflow interface.

Note: This action is not supported for queues that use Match Keyword to User Name load
balancing.

Note: This action is not supported with load balancing configurations that require user
interaction. For example, a Rules Based load balancing queue that uses the Assign to User
action with Prompt for User configured is not supported.

Option: Life Cycle

From the drop-down select list, select the life cycle that houses the queue you want to
rebalance.

Option: Load Balancing Queue

From the drop-down select list, select the queue you want to rebalance. This list is filtered by
the life cycle selected in the Life Cycle drop-down select list.

Refresh Display
Workflow is designed to automatically refresh the display when a document transitions out of
the queue. This action refreshes the Workflow display when actions have changed the
document, but the document still exists in the same queue. This action is useful for updating
the Auto-Name string of the document after all other tasks have been executed.

Note:This action is currently not supported in the Web Client interface.

OnBase 18 662
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Remove from Mobile Briefcase

Note: This action requires the Mobile Briefcase license.

This action removes the current document from a specific user’s Mobile Briefcase. The user
from whom the document is removed can be defined by either a Keyword Type value or a
property.

Option: User from Keyword

Select User from Keyword to specify the user from whom the document should be removed
based on a Keyword Type value. Select the Keyword Type from the drop-down select list.
The selected Keyword Type must exist on the document, and the Keyword Value that is indexed
to the selected Keyword Type must only contain either the user name or user number of the
user to whom the document should be assigned.

Option: User from Property

Select User from Property to specify the user from whom the document should be removed
based on a configured property value.
In the text field, enter the property that contains the user name or user number of the user from
whom the document should be removed.

Note: When using this action with a property that is configured to use the Current user name
option, the Use real name option is not supported.

Remove Item from All Life Cycles

This action removes the current item from all life cycles. The item still exists in OnBase and is
still available through normal retrieval, but no longer exists in any life cycle.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Break Processing

The following options are available:
• Do Not Break Processing - The processing of the current task list continues.

OnBase 18 663
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Break All Processing for Current Item - When processing a primary item, this option
breaks all processing for the current item. When processing a related item, this
option breaks all processing for the current related item and continues on with the
next related item, if applicable.
• Break All Processing for Top-Level Item - When processing a primary item, this
option breaks all processing for the current item. When processing a related item,
this option breaks all processing for the current related item and the current top-level
item.

Option: Remove All User Assignments

Select the Remove All User Assignments option if you want all load balancing user
assignments removed from the item upon its exit from the life cycle using this action.

Caution: When using a core-based interface, items in Document Maintenance that this action
is executed upon will not be removed from the life cycle.

Option: Remove Persistent Properties

Select the Remove Persistent Properties option if you want all persistent properties removed
from the item upon its exit from the life cycle using this action.

Remove Item from Life Cycle

Removes the current item from the selected life cycle

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Life Cycle

Select a life cycle in the Life Cycle drop-down select list.

Option: Get Life Cycle from this Property

If you want to specify the life cycle from a property value, select the Get Life Cycle from this
Property check box. The Life Cycle drop-down select list is disabled upon selecting this option.
Enter the name of the property from which you want to pull the life cycle in the field under the
Get Life Cycle from this Property check box.

Option: Break Processing

The following options are available:
• Do Not Break Processing - The processing of the current task list continues.

OnBase 18 664
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Break All Processing for Current Item - When processing a primary item, this option
breaks all processing for the current item. When processing a related item, this
option breaks all processing for the current related item and continues on with the
next related item, if applicable.
• Break All Processing for Top-Level Item - When processing a primary item, this
option breaks all processing for the current item. When processing a related item,
this option breaks all processing for the current related item and the current top-level
item.

Option: Remove All User Assignments

Select the Remove All User Assignments option if you want all load balancing user
assignments removed from the item upon its exit from the life cycle using this action.

Caution: When using a core-based interface, items in Document Maintenance that this action
is executed upon will not be removed from the life cycle.

Option: Remove Persistent Properties

Select the Remove Persistent Properties option if you want all persistent properties removed
from the item upon its exit from the life cycle using this action.

Remove Ownership
Removes ownership from an item.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

Option: Assigned in Life Cycle

From the Assigned in Life Cycle drop-down select list, select the life cycle in which the item to
remove ownership from resides.

Option: Queue
From the Queue drop-down select list, select the queue the item to remove ownership from
resides. When <Current Queue> is selected, the action will execute on an item in the selected
life cycle, regardless of the queue it is in. If the user selects a specific queue, it will only
execute on the item when it is contained within that selected queue.

OnBase 18 665
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Remove User Assignment

Removes all user assignments for the selected document from the rule-based load balancing
queue selected in the Load Balancing Queue drop-down list for the life cycle selected in the
Assign in Life Cycle drop-down list.

Option: Assigned in Life Cycle

Select a life cycle from the drop-down select list. If <ALL> is selected in the Assigned in Life
Cycle drop-down select list, the active life cycle will automatically be selected for the action.

Option: Load Balancing Queue

Select a queue from the drop-down select list. Select <<Current Queue>> from the Load
Balancing Queue drop-down select list to configure the action for the specific queue that the
document is in. Selecting <<Current Queue>> allows this action to easily be copied for other
queues within the configured life cycle, as the action will always apply to the queue that the
item is in. When <<Current Queue>> is selected, the active life cycle must also be selected.

Option: Assignment Type

The Assignment Type drop-down select list allows you to select the type of assignment you
want to perform. The assignment type options are as follows:
• Assistant of Logged in User - This option specifies that documents should be
assigned to all of the assistants of the currently logged in user as defined by the
Organization Chart. If the currently logged in user does not have any assistants, the
action will not be successful with this setting.
• Assistant of User Specified in Keyword Value - This option allows you to specify a
Keyword Type from which to take the user to which the Assistant belongs. Select the
appropriate Keyword Type that you want to take the value from to determine the user
from the Keyword Type drop-down select list.
• Assistant of User Specified in Property - This option allows you to specify a
property from which to take the user to which the Assistant belongs. Enter the
appropriate property name that you want to take the value from to determine the user
from the Property Name field. Optionally, you can specify a Required Role .

Note: In order for documents to be assigned to the Assistant of Logged In User , the Assistant
must be configured as a member of the queue. If this is configured and Assistants are not
members of the queue, documents will be put into the <Unassigned> category. In order for
documents to be assigned to the Assistant of User Specified in Keyword Value or Assistant of
User Specified in Property , both the Assistant and the user specified in the Keyword value or
Property must be configured as a member of the queue. If this is configured and Assistants
and users are not members of the queue, documents will be put into the <Unassigned>
category.

OnBase 18 666
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Current User - The Current User option specifies that the documents should be
assigned to the user currently logged in and executing the task, assuming that the
user has been assigned as a member of the load balancing queue.

Note: If using this option in conjunction with a load-balanced queue, the option is only available
when the load-balanced queue has users as members.

• Default User - The Default User option allows you to assign the document to the
user specified as the Default Recipient during membership configuration.
• In Order - This option will distribute documents in the order the user groups are
listed in the load balancing queue
• Get User Name, Group or Role from Keyword - When Get User Name, Group or Role
from Keyword is selected a Keyword Type field is displayed. Select the appropriate
Keyword Type from which to acquire the value.

Note: When Get User Name, Group, or Role from Keyword is selected and the action is
configured with a related document as the target, the value is taken from the Keyword on the
primary document, not a related document.

• Get User Name, Group or Role from Property - When Get User Name, Group or Role
from Property is selected, a Property Name field is displayed. Enter the name of the
property from which you want to acquire the value.

Note: The Get User Name, Group, or Role from Property option is not supported in the OnBase
Client Classic Workflow interface.

• Manager of Logged in User - This option specifies that the document should be
assigned to the manager of the currently logged in user, as specified in the
Organizational Chart. Optionally, you can specify a Required Role . When a Required
Role is specified, it requires that the manager that the document is assigned to has
the specified role in the Organization Chart. If the immediate manager is not
assigned the selected role, Workflow will move up a managerial tier until it finds a
manager with the specified role. If a manager cannot be found with the selected role,
the document will be assigned the <Unassigned> status.
• Manager of User Specified in Keyword Value - This option allows you to specify a
Keyword Type from which to take the user to which the Manager belongs. Select the
appropriate Keyword Type that you want to take the value from to determine the user
from the Keyword Name drop-down select list. Optionally, you can specify a
Required Role . When a Required Role is specified, it requires that the manager that
the document is assigned to is assigned to the specified role in the Organization
Chart. If the immediate manager is not assigned to the selected role, Workflow will
move up a managerial tier until it finds a manager with the specified role. If a
manager cannot be found with the selected role, the document will be assigned the
<Unassigned> status.

OnBase 18 667
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Manager of User Specified in Property - This option allows you to specify a property
from which to take the user to which the Manager belongs. Enter the appropriate
property name that you want to take the value from to determine the user from the
Property Name field. Optionally, you can specify a Required Role . When a Required
Role is specified, it requires that the manager that the document is assigned to is
assigned to the specified role in the Organization Chart. If the immediate manager is
not assigned to the selected role, Workflow will move up a managerial tier until it
finds a manager with the specified role. If a manager cannot be found with the
selected role, the document will be assigned the <Unassigned> status.

Note: In order for documents to be assigned to the Manager of Logged In User , Manager of
User Specified in Keyword Value or Manager of User Specified in Property, the Manager must
be configured as a member of the queue. If this is configured and Managers are not members
of the queue, documents will be put into the <Unassigned> category.

• Prompt for User, Group or Role - This option will prompt the user to select the
appropriate user group to assign to documents. The user groups listed in the prompt
are the user groups selected as members of the load balancing queue. When Prompt
for User, Group or Role is selected, the Replaced Assignment drop-down select list
is displayed. Selecting one of the following options selects which current user
assignment to replace:
• <None> - No user assignment is replaced.
• <Current User> - The current user assignment is replaced. If the load balancing
member type is User Group, then the user’s User Groups are removed. If the load
balancing member type is Role, then the user’s Roles will be removed.
• <All> - All assignments are removed.
If the user clicks Cancel in the User Interaction prompt dialog, no assignments will
be replaced.

Note: The Prompt for User option is not supported in the OnBase Client Classic Workflow
interface when user names contain two or more consecutive spaces.

OnBase 18 668
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Selected User, Group or Role - This option assigns the documents to the user
selected in the Assigned User, Group or Role drop-down select list.

Note: The Assigned User, Group or Role drop-down select list is populated based on the user
group(s) assigned to load balancing queue selected in the Load Balancing Queue drop down
select list.

• Shortest Queue - This option assigns documents to the user group that has the
fewest number of documents assigned to it.

Note: When using any of the following assignment types, when multiple values exist, all values
are used for document assignment: Assistant of User Specified in Keyword Value ; Get User
Name, Group or Role from Keyword ; and Manager of User Specified in Keyword Value .

Note: The following options are available only when the life cycle selected, primary item, or
current queue is associated with an Organization Chart: Assistant of Logged in User , Assistant
of User Specified in Keyword Value , Assistant of User Specified in Property , Manager of
Logged in User, Manager of User Specified in Keyword Value , and Manager of User Specified
in Property .

Caution: When using the Assistant or Manager Assignment Type, never place these actions
under system work, timer work, load balancing work, or any other automatic function. If these
types of actions are placed into automation mode, the user logged in may not be the user that
you would want documents assignments based on.

Run Unity Script

Note: This action requires the Unity Automation API license.

Allows you to specify a Unity script to run on a primary document.

Note: This action is not supported in the Classic Client Workflow interface.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

OnBase 18 669
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Script
The Script drop-down select list allows you to select a configured Unity script that will be
executed.

Note: Only published Unity scripts are displayed in the Script drop-down select list.

Option: Refresh item after script has executed

The Refresh item after script has executed option allows you to refresh the item after the
selected script has been executed. The option reloads the item information from the database,
so everything about the item is refreshed, including keyword values, autoname strings, page,
etc. This option is needed when Unity scripts are executed and the item or its properties are
modified and the rules and actions that follow the script execution depend on the updates to
the item. Using this option ensures that once the script completes, the current item is refreshed
in Workflow to update any keyword data and other changes made to the item via the script.

Option: Script
Additionally, you can create a new script or edit an existing script by selecting the drop-down
button next to the Script field. See Unity Projects on page 851 for more information.

Note: Newly created Unity scripts must be published and the repository must be refreshed
before they will appear in the Script drop-down select list.

Send HL7 Message

Note: This action is only available if you are licensed for the HL7 Processor or the HL7
Listener.

Creates a HL7 message and queues it with the HL7 Auto-Sender which handles the delivery of
the message. To configure this action:
1. Before you begin, make sure you have export destinations and message templates
configured to receive the outgoing HL7 messages. See the HL7 module reference guide
for information about configuring export destinations and message templates.
2. From the Destination drop-down select list, select the destination for the HL7 message.
Destinations are displayed using the following format:

Network Address : Port Number; [Destination Name]

3. From the Message drop-down select list, select the HL7 Message Template for the
message you want to send.

OnBase 18 670
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

4. If applicable, select the HL7 field you want to map to a property, URL, or static value. For
an HL7 field to be available, its default value must start with the characters $^ followed
by the variable name.
In the following example, the HL7 Message Template contains one field with $^TXDATA
as its default value and another field with $^URL as its default value.

5. To configure how the Workflow action populates the selected HL7 field, see the
following topics:
• Property on page 671
• URL on page 672
• Value on page 673
• Sending Text Transcriptions on page 673
• Sending WorkView Attributes on page 674
6. Click Save when finished.

Option: Property
Use the Property option to populate the HL7 field with the value of a specific property. To
create properties through Workflow, use a property action type like Set Property Value .
To send the value of a property, configure a property Workflow action and ensure it occurs
before the Send HL7 Message action within the task list. Then, complete the following steps.
1. Open the configuration settings for the Send HL7 Message action.
2. Select the message field you want to map.
3. Select the Property option.
4. In the field provided, type the name of the property Workflow will use to populate the
mapped HL7 field.

Note:To make sure the name is correct, check the Property Name field in the action you
configured to complement the Send HL7 Message action. Property names are case sensitive in
the Classic Client. Property names are not case sensitive in the core-based clients. Only
alphanumeric characters are supported in property names. It is considered a best practice to
omit spaces from property names.

5. Click Map .
6. Click Save .

OnBase 18 671
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: URL
The URL option uses DocPop, FolderPop, DeficiencyPop, or the OnBase Patient Window to
provide a URL to either the document or its associated chart.
1. Make sure the base URL is configured under Utils | Document Display URLs in OnBase
Configuration.
2. Open the configuration settings for the Send HL7 Message action in OnBase Studio.
3. Select the message field you want to map.

Caution: This field must not have a Keyword Type configured in Message Template
configuration. If it does, the HL7 message will not append the document’s Keyword value to the
URL.

4. Select the URL option.

5. Select the name of the URL from the drop-down provided.
6. Click Map .
7. Click the Options tab to append a document handle or keyword to the URL’s query
string.
8. Select one of the following options:

Option Description

Document Handle The option appends the docid parameter with the document’s
handle as the value. For DocPop URLs, this parameter would
retrieve the document that triggered the message.

Keyword Value The option appends the specified Parameter Name with the
value of a Keyword Type from the document. For example, if
you are using the OnBase Patient Window, the document’s
Medical Record Number value could be used to retrieve the
associated record.

OnBase 18 672
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

9. If you selected Keyword Value in the previous step, complete the following fields:

Option Description

Parameter Name Enter the name of the parameter to append to the URL. For
example, if you are using the OnBase Patient Window, you might
use the mrn parameter.
For available parameters, see the documentation for the
respective Pop integration.

Keyword Type Select the Keyword Type whose value should be used for the
specified parameter.
• If the document does not have an instance of the specified
Keyword Type, the parameter appended without a value.
• If the document contains multiple instances of the specified
Keyword Type, then the first value is used.

10. Click Save .

Option: Value
The Value option populates the selected HL7 field with a static value in every message sent by
this action.
1. Open the configuration settings for the Send HL7 Message action.
2. Select the message field you want to map.
3. Select the Value option.
4. In the field provided, type a static value to populate the selected HL7 field.
5. Click Map .
6. Click Save .

Sending Text Transcriptions

If the HL7 message should include text transcription data in the OBX.5 field, configure the
Include Text Transcription option. The OBX.5 field in the HL7 message template must have a
default value of $^TXDATA .
1. Open the configuration settings for the Send HL7 Message action.
2. Click the Options tab.

OnBase 18 673
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

3. Select Include Text Transcription .

Caution: Do not enable this option if Workflow should send HL7 messages for image
documents. The Include Text Transcription option is supported only for text documents. If this
option is enabled, it will stop Workflow from sending an HL7 message if the document’s format
is not Text Report Format. For documents with both image and text renditions, the latest text
rendition is sent.

Note: The Include Text Transcription option is not supported in the Classic Client interface.

4. Click Save .

Sending WorkView Attributes

If you use the Send HL7 Message action on a WorkView object, you can populate the outbound
HL7 message with the object’s attributes. To map an HL7 field to an attribute, you must first
set the value of a property from that attribute.
1. In the life cycle’s configuration, use the Set Property From Attribute action to map the
attribute to a property. For information about configuring this action, see Set Property
From Attribute on page 716.
2. Configure the Send HL7 Message action as described under Send HL7 Message on
page 670.
3. Map the HL7 message field to the property you specified in the Set Property From
Attribute action. See Property on page 671.
4. Make sure the Set Property From Attribute action precedes the Send HL7 Message
action. The property value must be set before the Send HL7 Message action executes.

Send Web Request

This action can be used to accomplish many tasks and the available configuration settings
change depending on the type of protocol used (http(s)/ftp/file) and the method (e.g. HTTP
GET/POST or FTP upload/download).

Note: This action is not supported in the Classic Client interface.

This action has the following functionality:

File protocol
• Import a file from the local file system into OnBase
• Set the value of a property from a file in the local file system
• Export the current document to a file in the local file system

OnBase 18 674
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Export the value of a property to a file in the local file system

• Export some specific text to a file in the local file system

Note: The file protocol is local to the Application Server.

FTP protocol
• Import a file from an FTP server into OnBase
• Set the value of a property from a file on the FTP server
• Export the current document to a file on the FTP server
• Export the value of a property to a file on the FTP server
• Export some specific text to a file on the FTP server
HTTP/HTTPS protocol
• Import the response of an HTTP GET/POST into OnBase
• Set the value of a property from the response of an HTTP GET/POST
• Send the current document as the request body of an HTTP POST
• Send the value of a property as the request body of an HTTP POST
• Send some specific text as the request body of an HTTP POST
• Send specific HTTP headers with the request mapped to keywords, properties or
constant values
• Receive specific HTTP headers from the response mapped to keywords or properties

To configure this action:

1. Select a Protocol and Method from the drop-down select lists. See Protocols on page
676 for more information.
2. Enter a URI into the Use the following URI field or supply the property from which you
will pull the URI in the Use the URI in the following property field.
3. Configure Request Settings , Response Settings , the Options tab, the Proxy tab, and the
Authentication tab as appropriate.

OnBase 18 675
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Protocols
Option: File Protocol
The file protocol has two available methods: Import and Export.

Note: The file protocol does not support the actions authentication and proxy settings.

• Import Method: The import method allows the action to either set the value of a
Workflow property to the contents of the specific file, or import the file as a new
document in OnBase. The Response Settings dialog allows the user to configure
this.
• Export Method: The export method allows the action to create a file on the
Application Server. When the user selects the export method they are able to specify
the Request Settings.

Option: FTP Protocol

The action connects to an FTP server using this protocol. The ftp protocol has two available
methods: Download and Upload

Note: The FTP protocol does not support the actions proxy settings.

• Download Method: The download method allows the action to either set the value of
a Workflow property to the contents of the specific file, or import the file as a new
document in OnBase. The Response Settings dialog allows the user to configure
this.
• Upload Method: The upload method allows the action to create a file on the
Application Server. When the user selects the upload method they are able to specify
the Request Settings.

Option: HTTP Protocol

The http protocol has the following methods:
• GET: Requests a representation of the specified resource (at the URI). The GET
method is typically used to request a web page. It can also be used to call a web
service.
• POST: Submits data to be processed (e.g. from an HTML form) to the specified
resource (at the URI). The POST method is used typically when you submit a HTML
form or call a web service.
To successfully call the web server using this method, the HTTP request must have the
Content-Type header which describes how the post data is encoded. To do this the user would
click on the Headers button in the request settings dialog and add the Content-Type header.

OnBase 18 676
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Request Settings

The Request Settings dialog box is accessed by clicking the Configure button for the Request
Settings section.

The request setting dialog has the following options:

• Use the contents of a property - The created file will contain the value of the
specified property.
• Use the current document - The latest revision of the document will be exported to
the file specified.
• Use the following text - The created file will contain the specified text.
The Parse tokens (%K, %D etc...) option can be used in conjunction with the Use the
following text option. When the Parse tokens (%K, %D etc...) check box is selected,
tokens can be entered into the field and parsed into values.
Tokens can be inserted directly into the field using the Insert Tokens drop-down
context menu.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

OnBase 18 677
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

OnBase 18 678
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Symbol Description

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

OnBase 18 679
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Headers
When using HTTP and HTTPS protocols, headers can be configured. A Headers button is
available. Upon clicking the Headers button, the Headers dialog box is displayed.

You can select a Header from the drop-down and select Keyword Type , Property Name , or
Value . Select the appropriate Keyword Type from the drop-down select list, enter the
appropriate Property Name for the selection, or enter a constant Value and click Map . This will
map the Header to the option specified.

OnBase 18 680
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Response Settings

The Response Settings dialog box is accessed by clicking the Configure button for the
Response Settings section.

The following options are available:

• Set the following property - This option allows you to set the value of the specified
property.
• Archive the response as a new document - This option determines if the specified
file should be imported into OnBase.
The Document Type selected from the drop-down select list will be Document Type
used for importing.
The File Type drop-down select list defines the file type of the stored document.
Select <Default> to use the file type configured as the default file type of the selected
Document Type . Select a specific file type to define the file type of the documents
that will be stored using this configured action.
• Keyword Type - If you want to specify a Keyword Type value to automatically be
populated, select a Keyword Type from the drop-down select list and enter the value
in the Keyword field.

OnBase 18 681
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• Inherit Keywords - Using the Inherit Keywords option, the user can specify that
either all or some of the keywords in the current document are copied to the
imported document. Selecting this option enables the Inherit All and Inherit
Selected options and the Configure button.
If you want all keyword values to be inherited from the active document, select the
Inherit All option.
If you want to only inherit specific keyword values from the active document, select
the Inherit Selected option. Click Configure and select the appropriate Keyword
Types from which you want to inherit values.
• The Fill Document Handles check box determines if the Document Handle keyword
on the primary and imported document should be filled by the action.
• HTTP headers are mapped to the new document - This option is enabled when the
action is configured so that the HTTP response is archived as a new document.
When this option is selected, keyword values are applied to the new document
created, not the primary document upon which the action is executing.

OnBase 18 682
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Headers
When using HTTP and HTTPS protocols, headers can be configured. A Headers button is
available. Upon clicking the Headers button, the Headers dialog box is displayed.

You can select a Header from the drop-down and select Keyword Type or Property Name.
Select the appropriate Keyword Type from the drop-down select list or enter the appropriate
property name for the selection and click Map . This will map the Header to the option
specified.

Options Tab
Option: Break processing on failure
When the Break processing on failure option is not selected, if the action fails to send the web
request, it will log an error to the Diagnostics Console, set the last execution result to S_FALSE
and continue executing the rest of the actions/rules in the task list.

OnBase 18 683
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

When the Break processing on failure option is selected and the action fails to send the web
request, it will also log an error to the Diagnostics Console, but will break the task list
execution.

Option: Allow Cookies

If the web service you are accessing uses cookies, you can select Allow Cookies. This will
allow the action to acquire the value of a cookie that was sent to the service from the client.
The option is only available when the protocol is set to use either http or https.

Proxy Tab
The Proxy tab allows the user to have the action Use the default proxy settings or they can
specify a particular proxy server using the Use the following proxy server option.

Note: Only the HTTP(s) protocol supports the proxy settings.

Authentication Tab
The Authentication tab allows the user to configure what the user name/password should be
used for the request, if applicable.

Option: No authentication
The action will not use any user name/password with HTTP requests. Any FTP request will use
the default anonymous user.

Option: Use the current users credentials

The action will use the credentials the Application Server is running under.

Option: Use the following credentials

This option allows the user to specify a particular user name and password that should be
used.

Note: The file protocol does not support the authentication settings; therefore, if you are
importing/exporting using the file protocol, the location must be accessible by the process
running the Application Server.

Send Notification
Sends specified internal or external notification to the users specified in the notification setup.

OnBase 18 684
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

General Tab
Option: Attachment
You can select an Attachment to send with the notification. The following options are
available:
• None - Allows you to send a notification without an attachment.
• This Document - Sends current document along with specified notification to the
users specified in the notification setup. Any overlays or notes present on the
document will be included in the attachment.
• Related Documents - Sends the selected notification with a document related to the
current document as an attachment. See Related Tab on page 718 for more
information.
• Batch - Attaches documents that exist in the selected Folder Type to notifications
that are sent using this action.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

If the Include current document option is selected, the current document active in
the life cycle will be attached to the notification in addition to any related documents,
or the documents within the selected folder.
Static folders are not available for selection.
Non-document items cannot be sent as attachments to a notification.

Option: Notification
After a notification has been added and configured, you can select it from the Notification
drop-down select list.

Note: Only notifications that are specific to the life cycle for which the action is being
configured and notifications that are not assigned to a specific life cycle are available for
selection.

Additionally, you can create a new notification or edit an existing notification by clicking the
drop-down menu next to the Notification field and selecting either New or Modify .
Selecting New will create a new notification. Selecting Modify will open the latest draft of the
selected notification for editing. See Configuring Notifications on page 809 for more
information.

Option: Do Not Show Global Notifications

When this option is selected, global notifications will not be available in the Notification drop-
down select list. Only notifications assigned to the life cycle in which the action is being
configured are available.

OnBase 18 685
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Get Notification from Property

If you want the notification to be selected from the value of a property, select Get Notification
from Property , and enter a property name in the field.

Option: Priority
This gives you the ability to designate a priority of Low , Normal or High to your notification
when sending it through Microsoft Outlook.

Option: Sender Address

Select one of the following options:
• Use the distribution services default address - This option uses the email address
specified in the Distribution Service configuration for the From: field value on the
email notification.
• Use the user’s email address - This option uses the email address specified in user
configuration in OnBase for the logged in user for the From: field value on the email
notification.
• Use the following address - This option allows you to specify an email address for
the sender of the notification. The value specified is used as the display name in the
From: field on the email notification.

Note: If you are using any Core-based interface, the Hyland Distribution Service is required for
sending notifications in Workflow. If you are using the Classic Client interface, the Hyland
Distribution Service is required to support any of the Sender Address options. If you are
sending attachments using the Classic Client interface, a Temporary File Cache is also
required.

Note: If you are using the Hyland Distribution Service with an email server that requires
authentication, specifying an address in the Sender Address option is not respected. The
authenticated default address in the Distribution Service settings is used instead.

Option: Language
Notifications that have been translated using the Interface Translations feature in the
Configuration module can be sent in different languages.

Note: Only plain text notifications can be translated using the Interface Translations feature.

This action can be configured to send a notification in either a specified language or a

language derived from a property value.

Note: Language functionality for the Send Notification action is only supported in Core-based
interfaces.

OnBase 18 686
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To send the notification in a specific language, select a language in the drop-down select list.
When <Primary System Language> is selected, the notification is sent as it was originally
written in your system’s default language. When a different language is selected, the
notification is sent in the selected language if it has been translated to that language using the
Interface Translations feature in the Configuration module. If the notification has not been
translated to that language, the notification is sent in the system’s primary language.

Option: Get Language from Property

To send the notification in a language derived from a property value, select Get Language from
Property and enter a property name in the field.

Note: Only alphanumeric characters are supported in property names.

The value contained in the specified property must be a valid numeric language code or
language culture name (e.g., en-US). If the notification has not been translated to the language
specified in the property value, the notification is sent in the system’s primary language.
For more information about Interface Translations, see the Interface Translations topic in the
System Administration module reference guide.

Tracking Tab
Option: Save the Distribution ID
If you want to save the distribution ID of the notification, select Save the Distribution ID , and
then choose one of the following:
• Property Name - Saves the distribution ID to a property name. Enter a property name
in the field.
• Keyword Type - Saves the distribution ID to a Keyword Type. Select a Keyword Type
from the drop-down select list.

Set Child Work Item as Complete

Note: This action is only available in Unity life cycles. It is not available for use in a System
Task or System Event.

This action sets child work items as completed.

Note: If the item this action executes against is not the child of a parent work item, this action
will fail.

Option: Set this item as complete

If this option is selected, only the current child work item is set to completed.

OnBase 18 687
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Set this item and all peers as complete

If this option is selected, the current child work item and all of its sibling child work items are
set to completed.

Set Portfolio and Template

Note: This action is not available in Workflow Classic Client life cycles. It is not available for
use in a System Task or System Event.

Note: This action is not available outside of Workflow.

This action sets the portfolio and template that will be used to populate the related items list in
the Workflow clients. Before configuring this system action, the portfolio and/or template that
you plan to use must be created.

Option: Portfolio Type

Select the portfolio type to apply from the Portfolio Type drop-down select list.

Option: Use This Template

You can select a specific template to display all the time, by selecting the Use This Template
option.

Option: Get Template to Use from Keyword

You can select the Get Template to Use from Keyword option to specify a template to be used
under certain conditions. If a folder type or template was configured at the queue or life cycle
level, applying this action type overrides those configurations.

Option: Suppress Screen Refresh

If you want to suppress the reloading of the Work Folder after task execution, select the
Suppress Screen Refresh option. The folder and template that are set with this action will not
persist when another queue or life cycle is selected.

Set Priority on Item

Sets a priority value to be applied to a item.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

OnBase 18 688
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Priority Value Comes From

This field allows you to specify a priority value to assign. This priority value can be used for
sorting in the inbox and for load balancing queue assignments. Priority rank is dependent on
sorting and load balancing configurations. Numbers 1 to 999999999 are valid values. There are
three options to set the priority value:
• You can specify a Specific Value for the priority value.
• You can specify a Property that will define the priority value.
• You can select a Keyword that will define the priority value.

Note: The Property and Keyword options are not supported in the OnBase Client Classic
Workflow interface.

Option: Active/Related Document in this Life Cycle

Select the life cycle from this drop-down select list for which you would like the priority set for
the item. Priorities are attached to life cycles for an item. It is possible to have different priority
assignments for one item in multiple life cycles. If <Current Life Cycle> is selected, the priority
will be set for the life cycle executing the action

Set Property to ShareBase Notification Link

Note: The Interaction with ShareBase license is required to use this action.

The Set Property to ShareBase Notification Link action creates a link to a ShareBase folder
that is stored as a property. Registered ShareBase users and non-users can access the link,
depending on the additional settings configured. Links can be set to expire if necessary.

Note: The ShareBase user dedicated for use with OnBase Workflow must not belong to a user
group configured with Email Secure Password as the Minimum Security Setting . Otherwise,
this action will fail to execute.

Option: Property Name

Enter a name for the property in the Property Name field.

Option: ShareBase Profile

Select the ShareBase profile to be used for creating the link.

OnBase 18 689
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Folder Path Configuration

Option: ShareBase Library
Select the ShareBase library containing the folder to be shared. Ensure that the library you
select is shared with users in ShareBase. If the list is out of date, click Refresh to refresh the
drop-down select list options.

Note: Do not select My Library . This library and its folders cannot be shared with other users.

Option: Specify Path

To specify the path to the ShareBase folder to be shared, select Specify Path . Click Browse and
navigate to the folder to be shared. Select the folder and click OK . To validate the path to the
folder, click Validate Path .

Option: Get Path from Property

To specify the path to the ShareBase folder based on a configured property value, select Get
Path from Property . In the text field, enter the property that contains the name of the
ShareBase folder to be shared.

Folder Name
Option: Specify Name
To manually specify the name of the ShareBase folder, select Specify Name . Enter the name of
the folder in the text box.

Note: The following characters are not allowed in the ShareBase folder name:
*, ?, :, ", <, >, /.

Option: Get Name from Property

To specify the name of the ShareBase folder based on a configured property value, select Get
Name from Property . In the text field, enter the property that contains the name of the
ShareBase folder.

Link Expiration

Note: If the ShareBase user dedicated for use with OnBase Workflow belongs to a user group
with a Maximum Expiration Duration configured, then the link expiration configured for this
action must comply with the maximum duration configured in ShareBase.

Option: On Specific Date

Select On Specific Date if you would like the generated link to expire on a specific date. Enter
the date of expiration in the text field.

OnBase 18 690
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: After
Select After if you would like the generated link to expire after a given number of days, hours, or
minutes after creation. In the drop-down select list, select Day(s) , Hour(s) , or Minute(s) and
enter the number for your selection in the text field to the left.

Option: Expiration Date from Property

To specify the link expiration date based on a configured property value, select Expiration Date
from Property . In the text field, enter the property for the expiration date.

Option: Never
Select Never if you would like the link to stay active indefinitely.

Note: Links set to never expire can be deleted manually in ShareBase Administration.

Option: Get Password from Property

Select Get Password from Property if you would like to generate a password-protected link.
Enter the desired password in the text field. Ensure the password satisfies the password policy
in effect for the ShareBase deployment.

Option: Allow View

Select Allow View to allow users to view folder items.

Option: Allow Upload

Select Allow Upload to allow users to upload items to the folder.

Option: Allow Download

Select Allow Download to allow users to download items from the folder to their desktops.

Note: Selecting the Allow Download option automatically assigns viewing rights even if you did
not also select the Allow View option.

Transition Item
Moves an item from its current queue to another queue.

Option: Target
In the Target drop-down select list, define whether you want the action to execute on the
current document/item in the queue or a related document/item.

If you are configuring the action for related documents/items, see Related Tab on page 718 for
more information.

OnBase 18 691
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Life Cycle

Select the Life Cycle the queues belong to from the drop-down select list. Both queues in a
transition must exist in the same life cycle.

Option: Source Queue

The queue specified for the Source Queue is the queue the item will be in before the transition.
The source queue can be determined by one of the following options:
• Specific Queue - Choose this option if you want to specify a certain queue for the
source queue. To transition items to the destination queue from multiple queues, the
source queue can be specified as <Current Queue> allowing the same action to be
used in multiple places.
• From Property - The core-based interfaces also support transitioning an item based
on properties. The source queue is found based on the configured property value.
Enter the name or number of the Workflow property that contains the queue
identification information. The item will not be transitioned if the configured
properties are not set on the item.

Option: Destination Queue

The queue specified for the Destination Queue is the queue the item will be transition to. The
destination queue can be determined by one of the following options:
• Specific Queue - Choose this option if you want to specify a certain queue for the
destination queue.
• From Property - The core-based interfaces also support transitioning an item based
on properties. The destination queue is found based on the configured property
value. Enter the name or number of the Workflow property that contains the queue
identification information. The item will not be transitioned if the configured
properties are not set on the item.

Option: Remove All User Assignments

If you want to remove the user assignment of the item that will be transitioned, select the
Remove All User Assignments option.

Unlink Master Patient Index Number

The Unlink Master Patient Index Number action allows you to remove previous master patient
indexes (MPIs) from an existing MPI’s history. When OnBase merges one MPI into another, it
tracks the previous MPI as part of the surviving MPI’s history. This tracking allows users to
retrieve charts using the previous MPI.

Note: This action is not supported in the Classic Client Workflow interface.

Note: Calculated attributes are not supported in this action.

You may want to remove previous MPIs from a current MPI’s history for the following reasons:
• The MPI was merged in error.

OnBase 18 692
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

• You intend to re-use merged MPIs that are no longer in use.

Caution: This action can be used for custom solutions designed to separate merged MPIs. To
ensure your solution is configured properly, consult your solution provider before attempting to
separate merged MPIs.

Configuration varies depending on whether the life cycle is configured for documents or
WorkView objects.
• If the life cycle is configured for documents, see Document Keyword on page 693.
• If the life cycle is configured for WorkView objects, see Attribute Name on page 693.

Option: Document Keyword

The Document Keyword drop-down applies only to life cycles configured to contain
documents.
• From the Document Keyword drop-down, select the Keyword Type that will provide
the previous MPI value on the document.

Option: Attribute Name

The Attribute Name fields apply only to life cycles configured to contain WorkView objects.
1. Select the Application and Class for the objects this action will run against.
2. Click the ellipsis button next to the Attribute field.
3. Select the WorkView attribute that will provide the previous MPI value on the WorkView
object.

Unlink Medical Record Number

Note: This action is not supported in the Classic Client Workflow interface.

Note: Calculated attributes are not supported in this action.

The Unlink Medical Record Number action allows you to remove previous medical record
numbers (MRNs) from an existing medical record’s history. When OnBase merges one MRN
into another MRN, it tracks the previous MRN as part of the surviving MRN’s history. This
tracking allows users to retrieve charts using the previous MRN.
You may want to remove previous MRNs from a current MRN’s history for the following
reasons:
• The medical record was merged in error.
• You intend to re-use merged MRNs that are no longer in use.

Caution: This action can be used for custom solutions designed to separate merged medical
records. To ensure your solution is configured properly, consult your solution provider before
attempting to separate merged medical records.

OnBase 18 693
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Configuration varies depending on whether your system is configured for overlapping MRNs
and whether the life cycle is configured for documents or WorkView objects.
• If your system is set up for overlapping MRNs, see Use Assigning Authority on page
694.
• If the life cycle is configured for WorkView objects, see Attribute Name on page 694.
• If the life cycle is configured for documents, see Document Keyword on page 694.

Option: Use Assigning Authority

On systems configured for overlapping (non-unique) MRNs, OnBase uses both the MRN value
and the MRN assigning authority to uniquely identify medical records.
If your system is configured for overlapping MRNs, select the Use Assigning Authority option.
When this option is selected, the Unlink Medical Record Number action will use both the MRN
value and the assigning authority value to identify the MRN to unlink.
• If the assigning authority value is populated on the document or WorkView object
when this action is executed, then the action will look for a matching MRN that has
the specified assigning authority.
• If the assigning authority is not populated, the action will look for a matching MRN
that has a blank assigning authority.

Caution: Ensure this option is selected if your system allows overlapping MRNs. Otherwise, the
Unlink Medical Record Number action will unlink all MRNs that match the MRN value on the
document or WorkView object. The assigning authority value will be ignored.

Option: Document Keyword

The Document Keyword fields apply only to life cycles configured to contain documents.
1. From the Medical Record Number drop-down, select the Keyword Type that will provide
the previous MRN value on the document.
2. If you selected the Use Assigning Authority option, then the Assigning Authority drop-
down is available. Select the Keyword Type that will provide the assigning authority for
the previous MRN value.

Option: Attribute Name

The Attribute Name fields apply only to life cycles configured to contain WorkView objects.
1. Select the Application and Class for the objects this action will run against.
2. Click the ellipsis button next to the Medical Record Number field.
3. Select the WorkView attribute that will provide the previous MRN value on the WorkView
object.
4. If you selected the Use Assigning Authority option, then the Assigning Authority field is
available.
a. Click the ellipsis button next to the Assigning Authority field.
b. Select the WorkView attribute that will provide the assigning authority for the
previous MRN value.

OnBase 18 694
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Unlink Medical Record Number (Legacy)

The Unlink Medical Record Number (Legacy) action cannot be created or configured. Existing
configurations of this action are read-only, but they will continue to execute as configured.
Going forward, use the non-legacy Unlink Medical Record Number action instead. See Unlink
Medical Record Number on page 693.

WorkView Category
Add to Display Message
Note: This action is only available when configuring WorkView OnBeforeSaveObject and
OnBeforeDeleteObject System Events.

This particular action has application only when configuring system tasks for the class events
OnBeforeSaveObject and OnBeforeDeleteObject. This action adds the configured information
to the message displayed using the OnBeforeSaveObject or OnBeforeDeleteObject events. You
can use this action to create messages that provide meaningful information concerning invalid
data entered into an object. When this actions is executed, the message is displayed and the
object is not saved or deleted.

Option: Application
Select the Application of the WorkView item being checked.

Option: Class
Select the Class of the WorkView item being checked. This information will be used as the
context for any macros used in the text template, and by the Insert button.

Option: Text to Append

Type the text you would like to be displayed into the Text to Append text box. If you need to
insert data from the current object into the template, click the Insert button and navigate the
menu to select from attribute values and system data. The appropriate macro/placeholder will
be inserted. At runtime this will be replaced by the desired data.
It is also possible to create complex templates that execute queries and iterate over the
results. See the Data Value Insertion Tags and Iterative Tags sections in the WorkView MRG or
WorkView Configuration help files for more information.

Note: The <<@@>> tag is not supported in this action.

OnBase 18 695
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Clear message text first

Select the Clear message text first check box if you want this to be the first or only message to
be displayed. The affects of this action are cumulative over the entire task execution, so it is
possible to build a long list of messages. Checking this box resets any previously set
messages and starts with an empty list.
Example:
You want to validate an object being saved to make sure one or more fields are filled in and not
blank. In addition, the object’s follow-up date attribute must be at least 7 days greater than the
day this object was created. To accomplish this, you would create a system task that will be
tied to the class’ OnBeforeSaveObject event hook using the WorkView Configuration Tool.
System task and event association is configured in the WorkView Configuration tool. After each
rule that detects an error condition, you would configure Append to Message Text to create a
single message listing all errors. You would add a test message for each field that was
required, but missing, and then one if the date issue was present. The date issue could,
optionally, be made to display the follow-up date provided and also display the earliest date it is
allowed to have.

Close Object
This action closes a WorkView object.

Note: Objects will not close when displayed in the Workflow inbox.

Option: Current Item

When this option is selected, the currently opened item will be closed when this action is
executed.

Option: Get Object Id from Property

Identify a specific object that should be closed. Specify the property that will contain the object
ID of the object that should be closed. You can also specify the Application and Class the
objects to be closed reside in from the drop-down select lists.

Create New Object

Allows you to create a new WorkView object based on a set of specified options.

Note: Calculated attributes are not supported in this action.

Note: This action is only supported when configured in a manually executed task. This action is
not supported with System Events.

Option: Application
Select the Application that the new object will belong to from the drop-down select list.

OnBase 18 696
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Class
Select the Class that the new object will belong to from the drop-down select list.

Note: External classes and extension classes that extend an external class are not available for
selection

Option: Automatically relate to current working object

Select the Automatically relate to current working object option if you want a relationship to
be created from the new object to the existing current object displayed in Workflow. A
relationship must be configured from one class to another within WorkView Configuration for
this option to function.

Option: Copy common attribute values from current object

If you want the values of the attributes that are common to the current object and the newly
created object to be copied automatically, select Copy common attribute values from current
object . When this option is selected, the values that are copied from the current object will
override any default values configured for an object or any values populated by a script run
automatically upon object creation.

Note: If an attribute is configured to be Unique or have a default value that uses a sequence
with WorkView Configuration, the attribute's value is not copied.

Option: Copy all attached documents from current objects

Selecting the Copy all attached documents from current object option will auto-attach the
statically linked document(s) from the current working object to the newly created object.

Option: Attribute Values

You can specify specific values for attributes. To configure specific values:
1. Click the ellipsis ( ... ) button next to the Attribute field.
2. Select a class attribute or system attribute that you want to populate the value on the
new object.
3. Either enter a value in the Constant Value field or enter the name of the Property from
which you want to pull the value for the attribute value.
4. Click Add . Repeat these steps for each attribute you want to populate on the object.
To remove an attribute configuration, select the attribute and click Remove .

OnBase 18 697
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Display New Object

If you want the object to be displayed upon creation, select Display New Object .

Note: The Display New Object option is only supported in the Web Client and Unity interfaces.
The OnBase Web Server is required to display WorkView objects from the Unity interface when
using the web viewer. The Display New Object option is only supported when configured in a
manually executed task. This option is not supported with System Events.

Note: The Display New Object option is not functional when this action is running as timer
work.

Option: Create object with inactive status

If you want an object to be marked as inactive unless the user saves a displayed object, select
Create object with inactive status .

Option: Save new object ID in property

If you want to store the new object’s ID in a property, enter the name of the property in the Save
new object ID in property: field.
The following are items of note concerning attribute values for this action:
• If you enter %%, this will be converted to a single %.
• If no time is designated, 12:00:00 AM is assumed.
• If AM or PM is not designated in a time value, AM is assumed.
• If not date value is designated, the current date is assumed.
• When creating a new object using this action, the maximum value lengths stated in
the WorkView documentation are respected.

Create Object Association

Creates an association between two objects, resulting in a new object created in the specified
class. In order for a new object to be created, two objects must have relationship attributes that
relate to one another and those relationship attributes must be specified as object
assignments.

Note: Calculated attributes are not supported in this action.

Option: Application
Select an Application from the drop-down select list.

Option: Association Class

Select the Association Class of the object that represents the association between two objects
that will be created.

OnBase 18 698
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: First Object Association

In the First Object Assignment section, identify the first associated object by clicking the
Relationship Attribute ellipsis ( ... ) button and selecting the appropriate relationship attribute.
Select one of the following as the source of the related object:
• Select Current Item if the current Workflow work item is the source of this
relationship attribute. Optionally, you may specify that the object's ID is contained in
a named property.
• Select Get Object ID from Property and enter the property name that will hold the
object ID.

Option: Second Object Assignment

In the Second Object Assignment section, identify the object that should be associated to the
object specified in the First Object Assignment section. Click the Relationship Attribute
ellipsis ( ... ) button and select the appropriate relationship attribute.
Select one of the following:
• Select Current Item if the current Workflow work item is the source of this side of the
relationship. Optionally, you may specify that the object's ID is contained in a named
property.
• Select Get Object ID from Property and enter the property name that will hold the
object ID.

Note: The relationship attribute identified in the first and second object assignments must be
different. In addition, only one object assignment can be configured to use the Current Item
option at one time. Both the first and the second object assignments can use the Current Item
option.

Option: Save new object ID in property

If you want to store the new object’s ID in a property, enter the name of the property in the Save
new object ID in property: field.

Delete Object
Deletes a WorkView object. You can configure the action to delete the current item or you can
specify parameters to identify the object that should be deleted.
Select one of the following options to determine what object is deleted:
• Current Item - Delete the currently displayed item.
• Get Object ID from Property - Identify a specific object that should be deleted.
Specify the property that will contain the object ID of the object that should be
deleted. You can also specify the Application and Class the objects to be deleted
reside in from the drop-down select lists.

Note: You can use the Clear button to clear the Application and Class drop-down selections.

OnBase 18 699
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Display WorkView Object

Displays a WorkView object. You can configure the action to display the current item or you can
specify parameters to identify the object that should be displayed.

Note: This action is only supported when configured in a manually executed task. This action is
not supported with System Events.

Select one of the following options to determine which object should be displayed:
• Current Item - Display the current work item.
• Get Object ID from Property - If you want to identify a specific object that should be
displayed. Specify the property that will contain the object ID of the object that
should be displayed. You can also specify the Application and Class the object to be
displayed resides in from the drop-down select lists. Specifying an application and
class is optional for this action. You can click the Clear button to clear any selections
you have made from the Application and Class drop-down select lists. Selecting an
application and class ensures you are displaying the exact object you intend to
because not only does the ID have to match, but the object must belong to the
specified application/class.

Display WorkView Object for Input

Displays a WorkView screen for data input. The screen can be customized to display specific
data fields that need to be populated that are specific to the current step in the business
process. A separate window will display the screen for data entry.

Option: Application
Select the application that contains the object for which you want to enter data.

Option: Class
Select the class within the selected application that contains the object for which you want to
enter data.

Option: Screen
Select the screen that you want to use to enter specific data for objects. The screen is
configured in OnBase Studio within the WorkView tab in the Repositories pane. The data you
enter will update the object’s data that is related to the screen’s class.
You can also create a New screen or Modify an existing screen from the drop-down select list
next to the Screen field. See the WorkView documentation for more information about
configuring screens.

OnBase 18 700
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Display Object

You can define what is displayed in the Primary Viewer window during data entry in the
specified screen. You can select to display the Current Object in the Primary Viewer window or
you can specify a property that will contain the ID of the object that should be displayed in
during data entry by selecting Get Object ID from Property and specifying the property’s name
in the corresponding field.

Option: Cancel Behavior

You can define how the system will handle execution if the data entry within the screen data
entry is cancelled. You can select to Continue Execution on Cancel or you can Break Execution
on Cancel .

Log Event on Object

Logs the configured text to an object’s event log on the History tab of an object.

Note: Calculated attributes are not supported in this action.

Option: Application
Select the Application from the drop-down select list.

Option: Class
Select the Class in which the object you want to log an event to resides.
These selections also determine the options available from the Insert button.

Option: Event Text

Enter the text you want logged in the Event Text field. You can use the Insert button to insert
dynamically generated data into the log entry. The following options are available:

Field value
The Field value option allows you to select an attribute specific to the class specified or a
system attribute. See the WorkView documentation for more information about system
attributes.

Related Filters
The Filter option allows you to select a filter that is associated with the selected class to
display/use filter results data in a notification.

Note: When using a filter in fields, such as To and From, ensure the filter will yield data that
contains valid data.

OnBase 18 701
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

System date/time
The System date/time option allows you to insert date/time data into the notification and
specifying the formatting of the date/time.

Current user
The Current user option is selected, you can insert the currently logged in user into the
notification.

Workflow property
Selecting the Workflow property option opens the Property Name Entry dialog box. Enter the
name of the Workflow property you want to insert and click OK .

Option: Event Type ID (optional)

If you want to specify a value that will be logged in the Event ID column, enter the value in the
Event Type ID (optional) field. As indicated, this is optional, but using a well-defined set of
application-specific type IDs will aid later when browsing and searching audit logs.

Modify Object Class

In some cases, you may want to convert an object from one class with extension capabilities to
another extended class. An example of when you may want to do this is if you have an
extendable class for Employees with an extension class for Managers and an employee is
promoted to a management position. You would want to convert that person’s object from the
Employee class to the Manager class. When classes are configured appropriately in WorkView
to transform an object from one class to another, this action can be used to perform the
conversion within Workflow. To configure this action:
1. Select the Application from the drop-down select list that the class you want to convert
objects to reside in.
2. Select the class you want to transform the current object to from the Extension options
drop-down select list. The class selected must be configured correctly to be extended to
the selected class.
See the WorkView documentation for more information about Extension Classes and
transforming objects.

Send WorkView Notification

You can use this action to send a WorkView notification.

Note: Calculated attributes are not supported in this action.

OnBase 18 702
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

To configure this action:

1. In the General tab, select the Application from the drop-down select list that you want
to associate with the action or select <Global> to select a global notification that isn’t
tied to an application or class. Skip to step 3 if you selected <Global> .
2. Select the Class from the drop-down select list that you want to associate with the
action.
3. If you want to use a notification that is configured for the selected class within the
WorkView Configuration, select Send an Existing Notification and select the
appropriate notification from the drop-down select list.
If you want to create a notifications specifically for this action, select Send a Custom/
Dynamic Notification and select the appropriate options.

Custom/Dynamic Notification Options

The following options are available in the From , To , Cc , Bcc , Subject , and Message fields for a
dynamically generated notification when the ellipsis button (...) is clicked on next to a field or
Insert is clicked for the Message field:

Field value
The Field value option allows you to select an attribute specific to the class specified or a
system attribute. See the WorkView documentation for more information about system
attributes.

Related Filters
The Filter option allows you to select a filter that is associated with the selected class to
display/use filter results data in a notification.

Note: When using a filter in fields, such as To and From, ensure the filter will yield data that
contains valid data.

System date/time
The System date/time option allows you to insert date/time data into the notification and
specifying the formatting of the date/time.

Current user
The Current user option is selected, you can insert the currently logged in user into the
notification.

Workflow property
Selecting the Workflow property option opens the Property Name Entry dialog box. Enter the
name of the Workflow property you want to insert and click OK .

OnBase 18 703
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Users
If you are configuring the To , Cc , or Bcc , the Users menu option is available. You can use the
corresponding drop-down select list to specify a certain user’s email address by selecting
Users and then the appropriate user name. The <<%E:nameofuser>> will be inserted into the
field.

Groups
If you are configuring the To , Cc , or Bcc , the Groups menu option is available. You can use the
corresponding drop-down select list to specify all of th users’ email addresses within a certain
user group by selecting User Groups and then the appropriate user group name. The
<<%G:nameofusergroup>> will be inserted into the field.

Note: If you are inserted more than one address source, they must be separated by a comma
(,).

Adding Attachments
You can configure attachments to be included with the notification automatically. To configure
notification attachments, in the Properties tab, select the Attachments tab. This tab contains
the attachment options

Option: Source
If you do not want to add an attachment to the notification, select None .
If you want to add attachments from a Document attribute within an object, select Document
Attribute , click the ellipsis (...) button, and select the appropriate attribute. The document
contained in the Document attribute will be attached to the notification.
If you want to attach the contents of an object’s folder, select Contents of Document Folder
and select the appropriate folder from the drop-down select list.
If you want to determine attachments based on a portfolio relation, select Portfolio Relation
and select the appropriate relation from the drop-down select list. Only relations that are
WorkView object to Document are available for selection.
If you want to determine attachments based on portfolio type, select Portfolio Type and select
the appropriate type from the drop-down select list. Only types that contain a relation that is
WorkView object to document are available for selection
If you want to attach a document based on an ID whose value should match the value of a
specific property, select Document ID(s) from Property and enter the property name in the
field.

Option: Options
If you want to send the attachments as Unity Pop Links, select Send Attachments as Unity Pop
Links . Ensure that you have your system properly configured for UnityPop.

OnBase 18 704
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

If you want to determine the maximum number of attachments that can be attached to a
notification, specify the number in the Maximum Attachments field. Documents will be
attached in the order they are found by the system.

Set Attribute Value(s)

This action allows you to set the value of the specified attribute(s).

Note: Calculated attributes are not supported in this action.

To configure attributes for this action:

1. Select the Application from the drop-down select list in which the attribute resides.
2. Select the Class from the drop-down select list in which the attribute resides.
3. Click the ellipsis ( ... ) button next to the Attribute field and select the appropriate
attribute.
4. Either select Constant Value and enter the static value you want to add for the attribute
or select Property and enter the name of the property that contains the value you want
to add for the attribute.

Note: When configuring a constant value, any WorkView data-setting macro can be used. See
Macros in the WorkView MRG or WorkView Configuration help files for more information.

Note: When using a property, if an array exists for the property, the first value in the array is
used to set the attribute’s value. If the property specified doesn’t exist, the attribute will be set
to a blank value. If the attribute is a boolean data type attribute, the value is set to FALSE.

Note: A blank value cannot be set for a boolean attribute.

5. Click Add .
6. Repeat steps 1 to 5 for each attribute you want to configure.

Note: If the target attribute is boolean data type and the value to be set is anything other than
"0", "1", "true" or "false", execution exception is generated.

Note: In order to update the Institution for an object using this action, a user must be a super
user.

Set Multiple Property Values from WorkView

Allows you to set values for multiple properties from WorkView data.

Note: This action is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 705
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Application
Select the Application from the drop-down select list that contains the class that you want
from which you want to access data.

Option: Class
Select the Class from the drop-down select list that contains the data you want to use.
Once you have selected an Application and Class, click Add to access the Properties dialog
box that allows you to define how to populate a specified property.

Option: Property Name

Enter the Property Name or the property you want to set in the field.

Option: Attribute value

If you want to populate the value from an attribute, select Attribute value. Click the ellipsis (...)
button and select the appropriate attribute.
When this action is configured within an OnBeforeSave event, the Previous check box will be
enabled. When selected, the Previous check box will give you access to the previous value of
the attribute during the event.

Option: Constant
If you want to populate the property with a specific value, select Constant and enter the value
in the field.

Option: Calculation
If you want to populate the property based on the returned value of a calculation, select
Calculation and then enter the calculation in the field. You can click the Show List to access
supported macros and functions, as well as applicable attributes. The following functions are
available:

Functions

Function Description

Abs Returns the absolute of a number.

AddDays Adds the specified number of days to the date.

AddHours Adds the specified number of hours to the date/time.

AddMinutes Adds the specified number of minutes to the date/time.

AddSeconds Adds the specified number of seconds to the date/time.

AddMonths Adds the specified number of months to the date.

OnBase 18 706
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

AddYears Adds the specified number of years to the date.

Age Returns the age in years for the specified date relative to the
current system date.

Ccur Converts a value to a WorkView currency value.

CDate Converts the value to a date/time data type.

CDbl Converts the value to a double data type.

CDec Coverts a value to a WorkView floating point value.

Ceil Returns the smallest whole number greater than or equal to the
specified number.

CInt Converts the value to an integer data type.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

CLng Converts the value to a long data type.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

Compare Accepts three parameters, and returns a true/false based on the

results. The parameters are a value, an operator, and a second
value.

ConvWildcardToRegEx Converts a string containing wildcard characters into a regular

expression string.

Tip: Combine this function with other functions, such as

IsMatch, to use the resulting regular expression for evaluation.

Count Returns the count of elements to determine the number of

attribute values that exist on an item for a specified attribute.
The standard formatting for this function is as follows:
Count(Value)

CStr Converts the value to a string data type.

Date This function accepts three parameters. Years, Months, and

Days. A WorkView date value is then returned.

OnBase 18 707
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

DateTime This function accepts six parameters. Years, Months, Days,

Hours, Minutes, and Seconds. A WorkView date/time value is
then returned.

Day Gets the day of the month of the specified date.

Decode This function decodes and HTML string.

Equal This function accepts two parameters to determine if they are

equal. A Boolean value is returned.

FirstFilterResultColumn This function accepts three parameters.: a Filter, a Column

Name, and a Constrain to parent value. If the constrain to parent
value is not needed, an empty value ("") may be used.

Floor Returns the largest whole number less than or equal to the
specified number.

Format Returns a numeric string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/dwhawy9k.aspx
http://msdn.microsoft.com/en-us/library/0c899ak8.aspx

FormatDateTime Returns a date or time string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/az4se3k1.aspx
http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx

FormatTemplateFromFile This function accepts a single parameter. The template name

must be fully specified (i.e. - myTemplate.tmp). The template
contents are then returned. As an example, this can be used to
populate a formatted text field to display a template’s contents.
There is only limited support to populate formatted text
attributes because only a limited amount of HTML tags are
supported by the formatted text control. Supported elements
are:
These are the supported styles of text(size):
'p', 'pre', 'blockquote', 'h1', 'h2', 'h3', 'h4', 'h5', 'h6'
Lists, images, Text decorations, etc:
['a', 'img', 'b', 'strong', 'sub', 'sup', 'i', 'em', 'u', 'small', 'strike', 'del',
'cite', 'ul', 'ol', 'li']
['strong', 'b', 'u', 'em', 'i', 'code', 'del', 'ins', 'samp', 'kbd', 'sup', 'sub',
'mark', 'var', 'cite', 'small'],

OnBase 18 708
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

FormatTemplateFromString This function accepts a single parameter. The template name

must be fully specified (i.e. - myTemplate.tmp). The template
contents are then returned.

GetFilterResultsColumnList Returns a string built as a list of values separated by the

specified separator string. Attribute values are extracted from
the results of the named filter, appending all non-null
listAttrName values from the filter results. If the constrainByAttr
name is not empty, the filter will be constrained on that attribute
and the current object’s ID as the match value.
GetFilterResultsColumnList(“filtername”, “listAttrName”,
“constrainByAttr”, “seperator”)

GetFilterResultsCount Returns the count of the returned objects in a filter. This

function accepts two parameters. The first parameter is the
filter name. The second parameter is the name of the attribute
you want to use to constrain the filter. It will use the value of the
specified attribute associated with the current object to use as
the constraint. If no attribute is specified, the filter will be run
unconstrained.

GetSequenceFromAttribute This function accepts a single parameter. A dotted address

must be used and the next sequence value used in the specified
attribute will be returned.

Note: This is only supported in OnActivate Aggregates and it is

not supported in Live Update.

Hour Gets the hour of a specified date/time.

IIf Returns one of two values, depending on the evaluation of an

expression.

InStr Returns a zero-based integer specifying the start position of the

first occurrence of one string within another.

InStrRev Returns a zero-based integer specifying the start position of the

last occurrence of one string within another.

IsInDataSet Returns a Boolean value that indicates whether the passed

value is in a Data Set. This function will determine whether the
specified value matches a value in the specified attribute's Data
Set. The attribute name must be entered in double quotations
marks. If the specified attribute is not configured to use Data
Sets, NULL is returned and the condition will not be evaluated.

IsMatch Indicates whether the regular expression finds a match in the

specified string.

IsNull Returns a Boolean indicating if the value contains no data.

OnBase 18 709
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Lcase Converts the string value to lower case.

Left Returns the first x characters in a string value.

Len Returns the length of a string value.

LTrim Removes leading spaces from a string.

Match Returns the first occurrence of a string that matches the

supplied regular expression.

Max This function accepts two parameters. A child class is first

specified, then the relation to the current object is specified, and
then an attribute on the child class is specified. The function
will return the largest value that relates back to the current
object.

Note: This function will only work with numeric data.

Mid Returns a substring of a string value.

Min This function accepts two parameters. A child class is first

specified, then the relation to the current object is specified, and
then an attribute on the child class is specified. The function
will then return the smallest value that relates back to the
current object.

Note: This function will only work with numeric data.

Minute Gets the minute of a specified date/time.

Month Gets the month of the specified date.

Now Returns the current date/time.

NullValue Clears the value of an attribute and sets it to NULL.

Note: This cannot be used for comparisons. It can be used in

conjunction with the SET class trigger.

PadLeft Returns a string that is left padded by the specified character

for the specified length.

PadRight Returns a string that is right padded by the specified character

for the specified length.

Pow Returns a specific number raised to the power specified.

OnBase 18 710
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Remainder Produces a remainder value resulting from dividing the source

by the divisor.

Replace Replaces all occurrences of a string that match the regular

expression with an alternate string.
The following syntax is used:
Replace( string; regex_pattern; replacement_string;
ignore_case)
String is the string you want to replace. regex_pattern
represents the part of the string you want to replace.
replacement_string is the string of text that will replace the
specified string. If you want the string to be case sensitive,
enter false for the ignore_case parameter. If you want the string
to not be case sensitive, enter true for the ignore_case
parameter.
The following is an example:
Replace( "123abc456def"; "[0-9]+"; "xyz"; true )
The resulting text string would be: "xyzabcxyzdef"

Right Returns the last x characters in a string value.

Round Returns the number with the specified precision nearest the
specified value.

RoundDown This function accepts two parameters. The first is the number
to round, the second is how many decimal places to round.
Values will be rounded down.

RoundUp This function accepts two parameters. The first is the number
to round, the second is how many decimal places to round.
Values will be rounded up.

RTrim Removes trailing spaces from a string.

Second Gets the seconds of the specified date/time.

SecondsFromTicks Returns the number of seconds (as a decimal value)

represented by the specified tick count. Useful for converting
the tick-based difference between two dates into a seconds
value.

Ticks Gets the number of ticks the specified date represents.

OnBase 18 711
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

Sum Returns the sum of elements. This can be used to calculate the
sum of all values for a specified attribute. The function must be
able to convert the values to a decimal.
If the specified attribute is not present on the item, the function
returns a value of 0.
If the specified attribute contains only a single value, that value
is returned as the sum.

Trace Logs a message to the trace tab of the diagnostic console. This
has two parameters: message and parameter.
The message can contain a {0} and it will place the parameter
value in the place of the {0} where it is defined. This will store
the parameter in the attribute.
For example, using Trace(“The current date is {0}”; %D) will
display “The current date is 03/18/2016” to the console and
store 03/18/2016 in the attribute.

Trim Removes leading and trailing spaces from a string.

Ucase Converts the string value to upper case.

Weekday Returns a number that represents a day of the week. The

following numbers represent the following days:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday

OnBase 18 712
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Function Description

WeekdayName Returns the name of a specified day of the week. The function
should be formatted as follows:
WeekdayName(DayOfWeek; Abbreviate)
Replace DayOfWeek with the number that corresponds to the
day of the week:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday
Replace Abbreviate with either true or false . True will
abbreviate the name of the day of the week, and false will return
the full name of the day of the week. For example:
WeekdayName(2; true) returns the value "Tue", and
WeekdayName(2; false) returns the value "Tuesday".

WeekOfYear Returns the week of the year that the specified date belongs to.
The function should be formatted as follows:
WeekOfYear(Date;CalendarWeekRule;DayOfWeek)
Replace Date with a static date or a supported date macro.
Replace CalendarWeekRule with the number that corresponds
to the appropriate calendar week rule:
0 - FirstDay
1 - FirstFullWeek
2 - FirstFourDayWeek
Replace DayOfWeek with the number that corresponds to the
day of the week:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday

Year Gets the year of the specified date.

OnBase 18 713
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Macros
The following macros are available when configured calculated attributes.
• %D
• %DT
• %R
• %U
See the Workview | Case Manager module reference guide for more information about the
macros.

Supported Operators
The following operators are supported.

Operator Action

+ Addition

- Subtraction

/ Division

* Multiplication

< Less Than (returns true/false)

> Greater Than (returns true/false)

= Equal To (returns true/false)

<= Less than or equal to

>= More than or equal to

! Flips the results. Example: !true means NOT true.

& Conditional And

| Conditional OR

&& Multiple conditional And Example: “date> today && date<Today+7” would
check if the date is greater than 11/24/15 AND less than 12/1/15.

|| Multiple conditional OR Example: “date> today || date<Today+7” would

check if the date is greater than 11/24/15 OR less than 12/1/15.

^ Exclusive OR

OnBase 18 714
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Template
If you want to populate the property based on the value generate by a configured template,
select Template and entered the information you want generated in the field. A combination of
static text and dynamic data generated from inserted tokens can be entered in the field. Use
the Insert Token drop-down select list and select the appropriate data to insert. You can insert
Filters , Related Filters , Attribute Value , Current Date/Time , and Current User .

Set Filter Options

Note: This action is available only when configuring a WorkView System Task and should be
used in conjunction with the OnBeforeExecuteFilter WorkView event.

Note: Calculated attributes are not supported in this action.

Allows you to add additional filter constraints and/or sorts to any filter before it is executed.
The constraints and sorts set will have a cumulative effect on the filter to be executed.
In the Constraints tab, select an Application and Class from the drop-down select lists to
identify the target filter’s class.
To configure constraints that are in addition to the existing constraints of the filter:
1. On the Constraints tab, click the ellipsis ( ... ) button next to the Attribute field to define
what attribute you want to and select a class attribute or system attribute that you want
to add as a constraint.
2. Select the appropriate Operator from the drop-down select list.
3. If you want to specify a static value to use in the filter, select Constant Value and enter
the value in the field.
4. If you want to use a dynamic value that is stored in a property, select Property and enter
the name of the property in the field.
5. Click Add . Repeat these steps for each attribute you would like to add as a constraint.
6. You can group constraints by selecting the appropriate corresponding check boxes
under the ( and ) columns.

Note: When configuring a constraints, any WorkView data-setting macro can be used. See
Macros in the WorkView MRG or WorkView Configuration help files for more information.

To configure sort options:

1. On the Sort tab, click the ellipsis (... ) button next to the Attribute field to define what
attribute you want and select a class attribute or system attribute that you want to add
as a constraint.
2. Select Ascending to sort the attribute values in an ascending order.

OnBase 18 715
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

3. Select Descending to sort the attribute values in a descending order.

4. Click Add . Repeat these steps for each attribute you would like to add as a sort.

Note: If this action is specified as a class event, all filters based on that class will have these
options added to them before execution. If added as a filter event, only the specific filter will be
affected. If an OnBeforeExecuteFilter class event exists as well as a filter-specific event, the
class event will be executed first followed immediately by the filter event.

Set Property From Attribute

Allows you to set a specified property to an attribute value or a configured template value.

Note: Calculated attributes are not supported in this action.

Option: Property Name

Enter a property in the Property Name field.

Option: Application
Select the Application from the drop-down select list.

Option: Class
Select the Class from the drop-down select list that the object containing the value resides in.

Option: Attribute Value

If you want to set the property value to the value of an attribute, select Attribute value . Click
the ellipsis button ( ... ) and select a class or system attribute.

Note: If the attribute value is null, a property is created with a blank value.

When configuring a System Task, the Previous check box is enabled. This option allows you to
get the previous value of the specified attribute from the current object. If this option is not
selected, the current value is used.

Option: Template
If you want to insert more data than an attribute value, select Template . Click Insert to access
data type options. The following options can be inserted into the Template field.

Field value
The Field value option allows you to select an attribute specific to the class specified or a
system attribute. See the WorkView documentation for more information about system
attributes.

OnBase 18 716
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Related Filters
The Filter option allows you to select a filter that is associated with the selected class to
display/use filter results data in a notification.

Note: When using a filter in fields, such as To and From, ensure the filter will yield data that
contains valid data.

System date/time
The System date/time option allows you to insert date/time data into the notification and
specifying the formatting of the date/time.

Current user
The Current user option is selected, you can insert the currently logged in user into the
notification.

Workflow property
Selecting the Workflow property option opens the Property Name Entry dialog box. Enter the
name of the Workflow property you want to insert and click OK .

Suppress Screen Action

Note: This action is available only when configuring a WorkView System Task and should be
used in conjunction with the OnBeforeOpenObject WorkView event.

Suppresses the screen action from a user’s view in the user interface.

Option: Application
Select an Application from the drop-down select list.

Option: Class
Select the Class this action will be associated with.

Option: Screen Action

Select a Screen Action you want to suppress from the drop-down select list. Click Add . Repeat
this for each screen action you want to suppress.
To remove a screen action from the list of suppressed actions, select it from the Screen
Actions to Suppress box and click Remove .

OnBase 18 717
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Related Tab
Related Tab for Unity Life Cycles
When a Unity Life Cycle is configured, the following options are available on the Related tab.

Related Tab
The Related tab is displayed when an action requires related documents to be configured. The
Related tab allows you to configure how related documents are defined.
Select one of the following options to determine how the related item is found:
• Portfolio Type - Select this option to use a portfolio type to identify related items for
action and select the appropriate portfolio type from the drop-down select list.
• Portfolio Relation - Select this option to use a portfolio relation to identify related
items for action and select the appropriate portfolio relation from the drop-down
select list.
• Ad Hoc Portfolio Relation - Click Configure under this option to create a portfolio
relation that is specific to this action. This portfolio relation cannot be assigned to
portfolio types or reused in another action or rule. The content types available are
specific to the item types the action can execute on. For more information about
configuring portfolio relations, see the Studio documentation.

Option: Lock Related Item

When selected, the related item that the action is being performed on will be locked by
Workflow and other users will not be able to modify the related item when the action is being
executed.

Related Tab for Standard Life Cycles

When a life cycle is configured to be compatible with versions 11.0 and previous, the following
settings are available on the Related tab.

Related Tab
The Related tab is displayed when an action requires related document to be configured. The
Related tab allows you to configure how related documents are defined.

Caution: If the primary document also meets the requirements of a related document, the
primary document is excluded from related documents results.

Option: Document Handle

This option causes the system to use the value contained in the Document Handle keyword as
the common denominator between the current and related document. When selected, the
Document Type , Common Keyword Types , and Folder Type cannot be configured.

OnBase 18 718
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Document Type

Select a Document Type from the Related Document Type drop-down list.

Note: If you do not configure Keyword Types, Workflow will not be able to find related
documents.

Common Keyword Types

After you select the related Document Type, click Common Keywords . The Related Document
Types dialog box opens. To add Keyword Types to the list, select the Keyword Type in the list
and click Add . To remove a Keyword Type from the list, select the keyword and click Remove .
The Document Types with these Keyword Types are evaluated when this action executes.

Note: If all common keywords for the current document contain null values for the common
Keyword Types, Workflow will not find any related documents.

Note: If there is at least one common Keyword Type for the current document that contains a
value, but one or more of the other common Keyword Types have null values, all documents of
the Document Type assigned that match the keyword values provided will be processed.

The Search Multiple Values Independently optional check box is used for Keyword Types that
can have multiple values on the current document. If this check box is enabled, a related
document can match any of the multiple values contained for that Keyword Type on the current
document (as well as the other common keywords designated) for the rule to succeed. To
enable this feature for a common keyword, click the check box to the left of the Keyword Type
name after the common keyword(s) have been added.

Tip: Common keywords should be configured for a related document rule. Without common
keywords defined, the rule will not evaluate against any documents.

Option: Folder Type

This drop-down list includes all dynamically populated folder types (Dynamic Document Types/
Dynamic Document Type Group folder types). The selected folder type will contain documents,
related to the currently selected document, that will be acted on in Workflow.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

Note: If there is at least one common Keyword Type for the current document that contains a
value, but one or more of the other common Keyword Types have null values, all documents in
the related Folder Type assigned that match the Keyword Values provided will be processed.
Common Keyword Type for Folder Types are configured in Folder Type configuration.

Related documents can also be determined by document handle when using folder types. For
information about configuring folder types to relate documents by document handle, see
Relating Documents by Document Handle with Folders on page 174.

OnBase 18 719
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Associated Primary Document (Applicable to Work Folder documents only)

Note: This option is supported only in the Core-Based Client and Web Client interfaces. The
following message is displayed to the user and the task list is completely aborted when
attempting to execute this in an interface where it is not supported: "The current configuration
for finding related documents is not implemented"

Caution: This option only applies when a Work Folder document has been dragged-and-
dropped to an ad hoc task.

Sometimes access back to the primary document in order to obtain information, for example,
copying keywords from the primary document, is needed while the task list is executing.
The option allows users to relate back to the document that was last selected from the Inbox
when dragging and dropping a document from a Work Folder to an ad hoc task.
If an action that is configured with this relationship option is executed in any other manner
(traditional ad hoc task execution, System Work, Timer Work, Load Balancing Work or System
Tasks), the following message is displayed in the Diagnostics Console, the action fails, but the
task list continues execution: "Relationship type is only valid for tasks executed via drag and
drop from the work folder"

Option: Require All Common Keywords Present on Primary Document

Note: This option is not supported in the Classic Client Workflow interface.

Note: This option is available when searching for related documents by Document Type or by
Folder Type.

When this option is selected, the query logic requires that all configured common keyword
values must be present in order to return matching related documents. If the primary document
does not have all of the common keywords present, the query is aborted and a message is
logged to the Workflow Trace stating that Related Document Query aborted: primary
document does NOT have all common keywords present .
The following is required for this option:
• Common Keywords must be configured.
• The primary document must have all of the configured common keywords present on
the document in order for the query to run.
• The primary document must have a value for each of the configured common
keywords in order for the query to run.
• This option is not available when searching for related documents by Document
Handle.

OnBase 18 720
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Option: Lock Related Document

When selected, the related document that the action is being performed on will be locked by
Workflow and other users will not be able to modify the related document when the action is
being executed.

Last Execution Result Behavior for Related Items

The following describes behavior when Workflow actions set Last Execution Results based on
execution on several related documents/items. When an action succeeded on the first item, but
failed on a subsequent item, different actions handle this in different ways.
When using Check Out Document with the Target set for Related Document/Related Items , the
last execution result equals FALSE if we failed to check out any related document/items. The
last execution result is TRUE only if there are related documents/items and all related
documents/items were successfully checked out.
The following actions set the last execution result to TRUE only when the action succeeded on
at least one related document/item. It is FALSE if there are no related documents/items or the
action failed for every related document/item:
• Delete All Keywords of Certain Type (Target: Related Document/Related Item)
• Delete Keyword (Target: Related Document/Related Item)
• Copy Keyword from Related Item
• Copy Keyword Records from Related Item
• Copy Keyword Records to Related Item
• Copy Keyword to Related Item
• Copy Keywords from/to Related Item (with From This Document to Related
Document set)
• Set Related Document's Keyword Equal to This Document's Keywords
• Set This Document's Keyword Equal to Related Document's Keywords
• Create Autofill Record (Target: Related Document/Related Item)
• Assign to User (Target: Related Document/Related Item)
• Remove User Assignment (Target: Related Document/Related Item)
All other actions set the last execution result to TRUE if there is at least one related document
(not locked by Records Management) regardless of the result of the action and FALSE if there
are no related documents/items (or they are locked by Records Management).

Records Management’s Effect on the Last Execution

Result
The following actions will not execute on documents locked by the Record Management
module:

OnBase 18 721
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

Document Category
• Check In Document (Target: Current Document/Current Item)
• Check Out Document (Target: Current Document/Current Item)
• Create Note (Target: Current Document/Current Item)
• Create PDF/TIFF File
• Delete Document (Target: Current Document/Current Item)
• Delete Note (Target: Current Document/Current Item)
• Re-Index Document
• Set Document Type
• Stamp Version
• Update Document Name
• Display HTML Form (Target: Current Document/Current Item)

Keyword Category
• Add Keyword
• Autofill Keyword Set (Target: Current Document/Current Item)
• Copy Keyword
• Copy Keyword from Related Document
• Copy Keyword Records from Related Document
• Copy Keywords from/to Related Document (with From Related Document to This
Document set)
• Delete All Keywords of Certain Type (Target: Current Document/Current Item)
• Delete Keyword (Target: Current Document/Current Item)
• Increment/Decrement Keyword (Target: Current Document/Current Item)
• Replace Keyword (Target: Current Document/Current Item)
• Set Keyword Same as Entry to Queue Date
• Set This Document's Keyword Equal to Related Document's Keyword
• Store Related Document Count in Keyword
• Set Keyword Value from Autofill Value

Property Category
• Copy Property (with To E-Form field or To XML Path set)
• Set Keyword from Property Value
• Exclude from Document Retention

System Category
• Purge Document
• Remove Exclusion from Document Retention
• Update Document Retention Status

OnBase 18 722
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

The following actions will not execute on related documents/items locked by Records
Management. Related documents/items that are locked are not returned as related documents.

Document Category
• Check In Document (Target: Related Document/Related Item)
• Check Out Document (Target: Related Document/Related Item)

Note: If at least one related document/item was locked, the last execution result is FALSE

• Create Note (Target: Related Document/Related Item)

• Delete Document (Target: Related Document/Related Item)
• Delete Note (Target: Related Document/Related Item)
• Set Document Type (Target: Related Document/Related Item)
• Display HTML Form for Related Document (Target: Related Document/Related Item)

Keyword Category
• Add Keyword (Target: Related Document/Related Item)
• Copy Keyword to Related Document
• Copy Keyword Records to Related Document
• Copy Keywords from/to Related Document (with From This Document to Related
Document set)
• Delete All Keywords of Certain Type (Target: Related Document/Related Item)
• Delete Keyword (Target: Related Document/Related Item)
• Increment/Decrement Keyword (Target: Related Document/Related Item)
• Replace Keyword (Target: Related Document/Related Item)
• Set Related Document's Keyword Equal to This Document's Keyword

Configuring Life Cycles Compatible with versions

11.0 and Earlier
If you are configuring an action in a life cycle configured to be compatible with versions of
OnBase 11.0 and earlier, an icon is displayed next to the action to signify if the action is
supported in the Classic Client interface or in the Core-Based interfaces.
If the action is supported in the Classic Client interface, the following icon is displayed:

If the action is supposed in Core Services, the following icon is displayed:

For specific support for each interface that is Core-Based, see the description for each action.

OnBase 18 723
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Actions

OnBase 18 724
©2018
Hyland Software, Inc.
 S TUDIO - WORKFLOW RULES

The rules available depend on the type of life cycle you are configuring. Only rules that are
supported by the type of life cycle you are configuring are displayed for selection and
configuration.

Considerations for Rules

Caution: Encrypted keywords are not supported in the Classic Client interface (Core-based
Workflow does support Keyword Type encryption).

Caution: Within Workflow life cycles, users with rights to tasks that modify keywords can
modify encrypted Keyword Values upon task execution, regardless of their encrypted keyword
user rights. When using E-Forms that display user interaction, encrypted keywords are
displayed masked when the user does not have rights to view encrypted Keyword Values and
the user cannot change values that they do not have rights to regardless of the user's ad hoc
task rights.

Note: Rules that work with AutoFill Keyword Sets are not compatible with external AutoFill
Keyword Type Sets.

Workflow Property Bag - The Workflow Property Bag is a session specific property bag that
can be used to store and retrieve temporary values from VBScripts and the property-related
actions and rules. The values in the Workflow property bag can also be used in the conditions
for a rule queue.

Finding Rules
You can limit the rules displayed in Rule Type drop-down select list. Click in the field and type
characters to find the rule you are looking for. Any rule that contains the characters entered will
be displayed in red in the drop-down select list. If only one rule meets the criteria entered, press
Enter on the keyboard to select it. In addition, you can enter comma separated words and
phrases to look for rules that contain any of the words and phrases entered.

OnBase 18 725
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Additionally, some rules contain metadata keywords that will allow them to be displayed when
characters matching the metadata keywords are entered. The following is an example:

The matching metadata keyword is displayed in green to the right of the rule in the drop-down
select list.

Application Automator Category

Workflow rules described in this section are only available when licensed for OnBase
Application Automator.

Check Storyboard Status

Note: This action requires licensing for OnBase Application Automator.

Checks the status of a storyboard that was executed using the Run Storyboard action.

Option: Property Name

Enter the unique value used to identify the execution of the storyboard.

Tip: This is the value entered in the Property Name field of the corresponding Run Storyboard
action.

Option: Status
Select the execution status of the storyboard executed by the Run Storyboard action.

Status Description

Saving to System The Run Storyboard action has been triggered, and the request to
execute the storyboard is currently being saved to the system.

Note: The time it takes for the Run Storyboard action to save the
request to the system is typically very brief.

OnBase 18 726
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Status Description

Not Started Storyboard execution is queued to start but has not started.

In Progress Storyboard execution is currently in progress.

Failed Storyboard execution has failed. Failure can occur for a number of
reasons, including misconfiguration, unavailability of applications, and
connection issues.

Completed Storyboard execution has successfully completed.

Agenda Manager Category

Workflow rules described in this section are only available when licensed for Agenda.
Configuring these Workflow rules differs slightly based on the rule’s context. This context is
automatically set when you choose the type of items that the life cycle contains, and is
displayed in the Properties pane, on the General tab, in Context .

Check Field Value

Checks a specified field value against another value.
1. In the Properties pane, on the General tab, from the Field to Check drop-down select
list, select the field to check.
When Agenda Item is the context, the following selections are available:

Field to Check Description

Agenda Item Id The agenda item’s ID field.

Agenda Item number The agenda item’s number.

Agenda Item Type The agenda item’s type field.

You can also choose from the following related types:
• agendaitemtypenum
• agendaitemtypename
• Template Id

Agenda Meeting View Type This value corresponds to the view (Agenda or Minutes) that an
agenda item belongs to. Values for this field are:
• 0 = Agenda View
• 1 = Minutes View

Is Closed Session The agenda item’s closed session field.

OnBase 18 727
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Field to Check Description

Is Section Item Indicates whether a specific agenda item is paired with a section.

Meeting Type The agenda item’s meeting type field.

You can also choose from the following related types:
• agendaoutlinenum
• ammeetingtypename
• ammeetingtypenum
• amorgannum:
amorganname
amorgannum
amorgantype
organdescription

Minutes The agenda item’s minutes field.

Motion The agenda item’s motion field. You can also choose from the
following related types:
• Motion Type | Motion Type Name

Note: To check the value for this type, make sure you use the
name of the motion type (i.e., Pass , Pending , or Fail ).

• Vote Type

Note: To check the value for this type, make sure you use the
number that corresponds to the desired vote type. Use 1 for a
RollCall vote, use 2 for a Voice vote, and use 3 for a Consent
vote.

• Result
• Description

Status The agenda item’s status field.

You can also choose from the following related types:
• amaistatustypename
• amaistatustypenum
• amaistlgiconitemnum
• amaistsmiconitemnum

OnBase 18 728
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Field to Check Description

Target Meeting The agenda item’s target meeting field.

You can also choose from the following related types:
• Location
• Meeting Name
• Meeting Type:
agendaoutlinenum
ammeetingtypename
ammeetingtypenum
amorgannum
amorganname
amorgannum
amorgantype
organdescription
• Organizer
• Time

Title The agenda item’s title field.

User Group The user group assigned to the agenda item.

When Meeting is the context, the following selections are available:

Field to Check Description

Location The meeting’s location field.

Meeting Name The meeting’s meeting name field.

Organizer The meeting’s organizer field.

Time The meeting’s time field.

2. Select the appropriate Operator from the drop-down select list.

Note: The <, <=, >=, and > operators are not available for alphanumeric fields.

OnBase 18 729
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

3. From the Compare To drop-down select list, select one of the following for comparison:

Compare To Description

Constant value This option compares the field value to the constant value
specified.

Current date/time This option compares the field value to the current date/time.

Current user name This option compares the field value to the user name of the
currently logged in user. If you want to use the configured real
name for the user, select the Use real name option.

Property This option compares the field value to the value of the specified
property.

User group name(s) of This option compares the field value to the user group(s) the
current user current logged in user.

Note: This rule evaluates false if the field to check is on a related type that does not exist, or if
the field to check is null. If the field to check is an empty string, this rule will only evaluate to
true when configured to compare to an empty string.

4. In the Properties pane, click the Advanced tab.

5. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Related Entity Exists

Tip: You can use this rule to get to the Supporting Document entity through an agenda item
being routed, so that you do not need to configure a portfolio.

Checks to see if a related entity type exists for the current item.
1. In the Properties pane, on the General tab, from the Related Entity Type drop-down
select list, select a related entity type to evaluate using this rule.

OnBase 18 730
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

When Agenda Item is the context, the following selections are available:

Related Entity Type Description

Agenda Item Field An agenda item field.

Agenda Item To Meeting An agenda item to a meeting.

Agenda Item Type An agenda item type.

Meeting A specific meeting instance.

Motion An agenda item motion.

Supporting Document An agenda item supporting document.

useraccount A user account.

When Meeting is the context, the following selections are available:

Related Entity Type Description

Agenda Item An agenda item.

Agenda Item To Meeting An agenda item to a meeting.

Meeting Documents A meeting document.

2. If you selected Agenda Item , Agenda Item Field , Agenda Item To Meeting , Supporting
Document , or Meeting Documents , from the Related Entity Type drop-down select list,
you can filter the results. Select the Filter Results check box and perform the following:
a. From the Field drop-down select list, select one of the following:

Entity Type Field

Agenda Item Field • Agenda Item

• Agenda Item Field Type
• Agenda Item Field Value

Agenda Item To Meeting • Agenda Item

• Agenda Section
• Meeting

Supporting Document • Agenda Item

• Supporting Document ID

b. In Must match: , select Constant value or Property and enter a constant value or
property.

OnBase 18 731
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

3. If you do not want to use the results to execute sub-tasks, clear the Use results for sub-
tasks check box.

Note: When using the results to execute sub-tasks, the rule’s context sets the context for
respective sub-tasks. The action’s context is automatically set when you choose the type of
items that the life cycle contains. The context is displayed in the Properties pane, on the
General tab, in Context . If the direct task does not specify context, then the context specified
by the most direct ancestor will be used. For example, if you nest multiple Related Item Exists
rules that each provide context, the sub-tasks will use the deepest context.

4. If you want to store the result count in a property, select the Save result count in
property: check box and enter the name of the property in the corresponding field.
5. In the Properties pane, click the Advanced tab.
6. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Approvals Category
Workflow rules described in this section are only available when licensed for Workflow
Approval Management.

Check Item Approval Level

This rule evaluates an item’s current approval level in an approval process.

Note: This rule is not supported in the OnBase Client Classic Workflow interface.

Option: Approval Process

In the drop-down select list, choose the approval process you want to associate with the rule.
Select which level you want to check for:
• Select First Level to cause the rule to evaluate to true when the item is in the first
approval level of the selected approval process.
• Select Last Level to cause the rule to evaluate to true when the item is in the last
approval level of the selected approval process.

Check Item Approval Status

This rule evaluates the approval status of an item in an approval process.

Note: This rule is not supported in the OnBase Client Classic Workflow interface.

OnBase 18 732
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Approval Process

From the drop-down select list, select the approval process you want to associate with the rule.

Option: Status
Select either Pending , Approved , or Rejected . If the item has the selected approval status, the
rule will evaluate to true.
If there are multiple approval users assigned to an item, the item’s approval status is Pending
until all approval users either approve or reject the item.

Check User Approval Status

This rule evaluates the approval status that a user has given an item in an approval process.

Note: This rule is not supported in the OnBase Client Classic Workflow interface.

Option: Approval Process

From the drop-down select list, select the approval process you want to associate with the rule.

Option: Status
Select either Pending , Approved , or Rejected . If the current user has given the item the
selected approval status, the rule will evaluate to true.

Option: User
Select one of the following option to configure how the user is determined:
• Current User - Checks the approval status for the current user.
• Get User from Keyword - Checks the approval status of a user stored in a Keyword.
Select the Keyword Type that stores the user.
• Get User from Property - Checks the approval status of a user stored in a property.
Enter the property name that stores the user.

Item in Approval Process

This rule evaluates whether or not an item is in an approval process.

Note: This rule is not supported in the OnBase Client Classic Workflow interface.

Option: Approval Process

From the drop-down select list, choose the approval process that you want to associate with
the rule. If the item is in the selected approval process, the rule will evaluate to true.

OnBase 18 733
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Document Category
Active Medical Form Packet Exists for Chart Document
Note: This rule requires a Clinical Consents license.

Checks whether an open form packet exists for the medical chart that the document belongs
to. To be considered open, a form packet must have a status of Pending or In Progress.

Note: This rule is not supported in the Classic Client interface.

The document must be indexed with a single Chart ID # and a single MPI number using
Keyword Types that are mapped to the corresponding chart data fields. The rule uses these
values to identify the chart the document belongs to. The rule then checks whether the chart is
associated with any open form packets.
This rule will evaluate to true if one or more open form packets exist for the document’s chart.
This rule will evaluate to false if no open form packets exist for the document’s chart.

OnBase 18 734
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Check Chart Data on This Chart

This rule compares a chart data value to a static value and tests for the specified condition.
Chart data includes physicians, admit types, diagnosis and DRG codes, dispositions, facilities,
unit history 1, and service types, among others.

Note: This rule is only supported in Core-based Workflow.

Note: This rule applies only to queues containing SYS Workflow Chart documents, which are
used to route OnBase charts through Workflow. OnBase charts require one of the following
licenses: HL7, Medical Records Management Solution, or Signature Deficiencies for Epic.

1. From the Chart Data drop-down, select the chart data to evaluate using this rule.
2. From the Operator drop-down, select the operator to use when comparing the chart’s
value against the value configured for the rule.
If the chart has a value for the selected Chart Data field, then:
• For all operators except <>, the rule evaluates to TRUE if the chart value matches
any of the rule’s values.
• For <>, the rule evaluates to FALSE if ANY of the chart’s values match any of the
rule’s values.
• For <>, the rule evaluates to TRUE if the NONE of the chart’s values match any of
the rule’s values.
If the chart does not have a value for the selected Chart Data field, then:
• For all operators except <>, the rule evaluates to FALSE.
• For <>, the rule evaluates to TRUE.
3. If necessary, select Allow Wildcards to enable the use of wildcards (* or ? ) in the value
configured for the rule.

1. To maintain a patient’s unit history, you must turn on chart column tracking for the Unit Name
chart data field.

OnBase 18 735
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

4. In the field below the Compare To list, type the value 1 to compare against the selected
chart data field. If the chart satisfies the configured conditions, the rule is evaluated as
TRUE.

5. Click Add .
6. Repeat steps 4 and 5 for each value the rule should check for in the selected chart data
field.

1. OnBase stores a chart’s Patient Sex as a numeric value. If you are using this rule to check the
Patient Sex on charts, enter a numeric value using this convention: 0 for Unknown or Undefined, 1
for Male, 2 for Female, 3 for Other, 4 for Ambiguous, 5 for Not Applicable.

OnBase 18 736
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Check Date Data on This Chart

This rule checks date information on OnBase charts by comparing two date values.

Note: This rule is only supported in Core-based Workflow.

Note: This rule applies only to queues containing SYS Workflow Chart documents, which are
used to route OnBase charts through Workflow. OnBase charts require one of the following
licenses: HL7, Medical Records Management Solution, or Signature Deficiencies for Epic.

1. Under Date Value D1 , select one of the following options to use as the first date value
(D1).

Date Value D1 Description

Queue Entry Value Select to use the date that the chart entered this queue as D1.
The queue entry time is logged using the database server’s
time.

Chart Data Value Select to use one of the following chart values as D1:
• Admit Date
• Discharge Date
• Patient Date of Birth

2. Select the option to use as the second date value (Date Value D2 ).

Date Value D2 Description

Current Date Select to use the current date as D2.

Specific Value Select to enter a specific date for D2.

Chart Data Value Select to use one of the following chart values as D2:
• Admit Date
• Discharge Date
• Patient Date of Birth

3. Select the Relationship between D1 and D2 from the final drop-down.

Relationship Description

D1 is after D2 Select if the rule is TRUE when D1 is after D2.

D1 is before D2 Select if the rule is TRUE when D1 is before D2.

OnBase 18 737
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Relationship Description

D1 is equal to D2 Select if the rule is TRUE when D1 equals D2.

D1 is more than N time Select if the rule is TRUE when D1 is more than the specified
periods before D2 number of periods before D2. When you select this option, the
Number of Periods N field and Period drop-down become
available.
For example, if you set the time period to 2 days, in order for this
rule to return true, D1 must be more than 2 days before D2.

D1 is fewer than N time Select if the rule is TRUE when D1 is fewer than the specified
periods before D2 number of periods before D2. When you select this option, the
Number of Periods N field and Period drop-down become
available.
For example, if you set the time period to 2 days, in order for this
rule to return true, D1 must be fewer than 2 days before D2.

D1 is more than N time Select if the rule is TRUE when D1 is more than the specified
periods after D2 number of periods after D2. When you select this option, the
Number of Periods N field and Period drop-down become
available.
For example, if you set the time period to 2 days, in order for this
rule to return true, D1 must be more than 2 days after D2.

D1 is fewer than N time Select if the rule is TRUE when D1 is fewer than the specified
periods after D2 number of periods after D2. When you select this option, the
Number of Periods N field and Period drop-down become
available.
For example, if you set the time period to 2 days, in order for this
rule to return true, D1 must be fewer than 2 days after D2.

4. If you selected an option that uses an N comparison, the Number of Periods N field and
Period drop-down become available.
a. In the Number of Periods N field, type the number of periods to use when comparing
D1 and D2.
b. From the Period drop-down, select the unit for the time period.
• Available options are Year(s) , Month(s) , and Day(s) .
• If the rule is part of a life cycle that is assigned a Work Calendar, then Business
Day(s) is also available.

Check Document File Format

Checks the file format of the current document.

Note:This rule is not supported in the Classic Client interface.

OnBase 18 738
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: File Format

Select a file format from the drop-down select list.
To check for multiple renditions or revisions of a document, select <Multiple> from the drop-
down select list.
To check for the current document’s default document type upon execution of the rule, select
<Document Default File Format> from the drop-down select list.

Option: Check the latest revision only

When Check the latest revision only is selected, only the latest revision of the current
document is evaluated against the selected file format. This option is not available when
<Multiple> is selected as the file format.

Option: Check the default rendition only

When Check the default rendition only is selected, only the default rendition of the current
document is evaluated against the selected file format. This option is not available when
<Multiple> is selected as the file format.

Check Document Tracking Status

Note: A Document Tracking license is required to use this rule.

This rule checks the Documentation Status of the Document Tracking folder in which the
document is located. Upon executing an ad hoc task on a document, the system locates the
appropriate folder and checks it for compliance.

Note: This rule is only supported in Core-based Workflow.

1. From the Folder Type drop-down list, select the Document Tracking Folder Type in
which documents from the configured Document Type are located.
2. Select one of the following options:
• All Keywords - All Keyword Type Values on the document must match the Keyword
Type Values on the Folder.
• Select Keywords - Only selected Keyword Type Values on the document must match
the Keyword Type Values on the document.

OnBase 18 739
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

3. If you selected Select Keywords , click Configure .

The Inherited Keyword Types dialog box is displayed.

4. To select one or more Keyword Type Values that the document and folder should have
in common, select the appropriate Keyword Types from the list on the left and click Add .
To deselect one or more Keyword Type Values that the document and folder should not
have in common, select the appropriate Keyword Types from the list on the right and
click Remove .
5. Click OK .
6. From the Status drop-down list, select the Documentation Status the system should
check for.
The rule evaluates true when the status of the Document Tracking folder matches the
selected status.
The rule evaluates false when the status of the Document Tracking folder does not
match the selected status.

Check Document Type

Compares the current Document Type to certain specified Document Types.

Note: Use of this rule to compare the current Document Type against more than one other
Document Type is only supported in Core-based Workflow.

OnBase 18 740
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Document Types

Add Document Types to the list to compare to the current item’s Document Type. To add or
remove Document Types from the list:
1. Click Modify . The Document Types dialog box is displayed.
2. Select the check box next to the Document Types you want to assign to the rule.
If you want to view only Document Types that are currently assigned, select Show only
included items . You can use the Find field to enter the name of a Document Type you
want to find.
3. When you are finished configuring Document Types, click OK .

Option: Get Document Types from Property

You can acquire the Document Types from a property value by selecting Get Document Types
from property and entering the property name in the field.

Check Document Type Group

Compares the current Document Type Group to certain specified Document Type Groups.

Note: This rule is only supported in Core-based Workflow.

Option: Document Type Groups

Add Document Type Groups to the list to compare to the current item’s Document Type Group.
To add or remove Document Type Groups from the list:
1. Click Modify . The Document Type Groups dialog box is displayed.
2. Select the check box next to the Document Type Groups you want to assign to the rule.
If you want to view only Document Type Groups that are currently assigned, select Show
only included items . You can use the Find field to enter the name of a Document Type
Group you want to find.
3. Select the check box above the list of Document Type Groups to toggle between
selecting all Document Type Groups, no Document Type Groups, or the Document Type
Groups already selected.
4. When you are finished configuring Document Type Groups, click OK .

Option: Get Document Type Groups from Property

You can acquire the Document Type Groups from a property value by selecting Get Document
Type Groups from property and entering the property name in the field.

Check External Report Capture Status

Note: This rule requires the Report Capture for Meditech license.

OnBase 18 741
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

The Check External Report Capture Status rule allows you to verify the success or failure of a
submitted Report Capture request.

Option: Batch ID
Select the Keyword Type you have configured to store the Batch ID or Batch Number of your
form. The Batch ID is used to identify and track the form within OnBase as it passes through
Workflow.

Option: Report Capture Batch Status to Check

Select the status value you will be checking for:
• InProcess - select this status to check if the selected Report Capture request in
currently in progress
• Failed - select this status to check if the selected Report Capture request has failed
• Canceled - select this status to check if the selected Report Capture request has
been canceled
• Complete - select this status to check if the selected Report Capture request was
successfully completed

Check for Patient/Chart

Note: This rule requires an HL7 Listener or Basic HL7 Listener license.

Checks whether the current document has a matching chart or patient record in OnBase. This
rule evaluates as true if the document can be attached to a chart or patient record based on
OnBase’s rules for assigning medical documents to charts and patients.

Note: This rule is supported only in Core-based Workflow interfaces.

This rule evaluates as TRUE under any of the following conditions:

• The document belongs to a chart Document Type and can successfully be attached
to an existing chart based on the Required Key configured under Medical | Chart |
Data Fields .
• The document belongs to a chart-optional Document Type and can be successfully
attached to an existing chart based on its chart ID number keyword.
• The document belongs to a chart-optional Document Type, has a blank chart ID
number keyword, and can successfully be attached to an existing patient record
based on its MPI or MRN.
• The document belongs to a clinical patient Document Type and can successfully be
attached to an existing patient record based on its MPI or MRN.

OnBase 18 742
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

This rule evaluates as FALSE under any of the following conditions:

• The document belongs to a chart Document Type but cannot be successfully
attached to a single existing chart.
• The document belongs to a chart-optional Document Type but cannot be
successfully attached to a single existing chart based on its chart ID number
keyword.
• The document belongs to a chart-optional Document Type, has a blank chart ID
number keyword, but cannot successfully be attached to an existing patient record.
• The document belongs to a clinical patient Document Type but cannot successfully
be attached to an existing patient record.
For information about how OnBase matches medical documents to charts and patients, see the
HL7 module reference guide.

Check Priority on Item

Checks the priority on a item.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Priority Value

This value will be used to evaluate items against. Numbers 1 to 999 are valid values. Priority
rank is dependent on sorting and load balancing configurations.

Option: Operator
The operator selected from this drop-down menu sets how to compare the priority value
configured for the rule to the priority value of the selected document. You can select less than
(<), less than or equal to (<=), not equal to (<>), equal to (=), greater than (>), or greater than or
equal to (>=).

Option: Check on Item in this Life Cycle

Select the life cycle from this drop-down list from which you would like the priority checked for
the item. Priorities are attached to life cycles for a item. It is possible to have different priority
assignments for the same item in multiple life cycles.

Check Text Encoding

This rule checks the text encoding of an item that is either a Text or HTML document. This rule
evaluates to true if the text encoding of the item it is executed against matches the configured
text encoding of the rule.

OnBase 18 743
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Text Encoding

Select a text encoding from the drop-down select list.

Document Assigned to Reading Group

Note:This rule is only available if licensed for the Document Knowledge Transfer module.

Checks to see if the current document is assigned to the reading group specified in the Reading
Group drop-down select list.

Document Exists Within Medical Form Packet

Note: This rule requires a Clinical Consents license.

Checks whether the document is attached to one or more existing form packets that have a
status of Pending or In Progress.

Note: This rule is not supported in the Classic Client interface.

This rule will evaluate to true if the document is already associated with a form packet that has
a status of Pending or In Progress. This rule will evaluate to false under either of the following
conditions:
• The document is not associated with any form packets.
• The document is associated with a packet that has a status other than Pending or In
Progress.

Document Type Exists on This Chart

This rule checks whether a chart contains a specific Document Type.

Note: This rule is only supported in Core-based Workflow.

Option: Document Type

From the Document Type drop-down, select the Document Type to check for. If the Document
Type is found in the OnBase chart, then the rule is evaluated as TRUE.

Note: This rule applies only to queues containing SYS Workflow Chart documents, which are
used to route OnBase charts through Workflow. OnBase charts require one of the following
licenses: HL7, Medical Records Management Solution, or Signature Deficiencies for Epic.

OnBase 18 744
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Document Was Signed by the User

Allows verification of whether a document has been signed by a specific user, member of a
user group, user specified by a keyword value, or user specified by a property value.
Select one of the following options:

Option: This User

If This User is selected, the rule will be evaluated based on whether or not the specific user
selected in the drop-down select list signed the document.

Option: Member of this Group

If Member of this Group is selected, the rule will be evaluated based on whether or not a user
belonging to the group specified in the drop-down select list signed the document.

Option: User name contained in Keyword

If User name contained in Keyword is selected, the value of the Keyword Type drop-down
select list is compared to the user name of the person who signed the document. If there are
multiple values of the specified Keyword Type, only one of the values must match the user that
signed the document in order to evaluate as true.

Option: User name from Property

If User name from Property is selected, the value of the property specified in the field is
compared to the user name of the person who signed the document.
If there are multiple revisions of a document, the current revision is evaluated for a signature.

DocuSign Envelope Completed

Note: This rule requires the Integration for DocuSign eSignatures license.

Check to see if the primary document has been returned from the DocuSign eSignatures
system as either completed (signed) or declined. Documents are only brought back from
DocuSign in the event that all documents uploaded as part of a single envelope are completed
and/or declined.
When this rule evaluates true, the envelope (i.e., the primary document and all of its related
documents) has been returned as well.

OnBase 18 745
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Target Status

Select one of the following Target Status options to determine the envelope status that should
be checked:
• Completed - The primary document and all of its related documents have been
signed.
• Declined - The envelope has been declined.
• Voided - The envelope has expired.

Executed In
Allows task lists to be executed based on the interface in which the action is being executed.
Select one of the following options to determine which interface causes this rule to evaluate to
true:
• Client Classic interface
• Any Core-Based interface
• Evolution API / Experience interface

Note: The Evolution API / Experience interface option is reserved for future functionality.

Actions can then be configured for the true and false cases.

Note Exists
Checks for a specified Note Type attached to the current document.

Option: Note Type

Select the note type for which the rule should search.

Option: Get Note Type from Property

You can acquire the note type from a property value by selecting Get Note Type from property
and entering the property in the field.
Select one of the following options:
• Exists - Check if the note type exists.
• Does Not Exist - Check if the note type does not exist.

Related Folder Contains Documents

Checks to make sure documents exist in a specified folder type.

OnBase 18 746
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Folder Type

Select a folder type from the Folder Type drop-down select list. Only dynamic folders will
appear in the drop-down list.

Note:Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

Run Script
Runs a specified script. OnBase examines the value of the ExecutionStatus property. A return
value of 0 is failure, any other value is success. For this rule to work properly, the
ExecutionStatus property must be set for all possible outcomes of the script.

Option: VB Script
Select a script from the VB Script drop-down select list.

Note: When using the Core-based OnBase Client interface and running VBScripts on the client
side and a property bag is used, the property bag will be synchronized between the server and
client prior to executing the script, and again following the execution of the script. This will
insure that property bag values residing on the server will be available to use on the client side
during script execution. These same property bag values, if changed during the script
execution on the client side, will be available in the Core after execution. Synchronizing the
property bag does not support deleting a property value from the property bag. If a property
value is deleted during script execution on the client, the property value will not be removed
from the property bag on the server side when next synchronization occurs. Only scalar
property values are supported for synchronization. If a property holds an interface pointer to a
class instance we will not synchronize these types of properties. Synchronization is not
supported when Timer work is performed on the client side.

Signature Is Valid on Document

Note:This rule requires that your system is licensed for Digital Signatures.

Determines whether a document has been signed with a digital signature, then verifies whether
or not the signature is valid. If the signature is valid, the rule will evaluate true. If a document is
invalid or has no signatures, the rule will evaluate false.

OnBase 18 747
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Signature Is Valid on Form

Verifies whether a Unity Form or Image Form has a valid signature. If the form is not signed or
the form has been edited since it was signed, the rule will evaluate False. If the signature is
valid, the rule will evaluate True.

Note: This rule is supported only in the Web Workflow and Unity Workflow interfaces.

Option: All Signatures Must be Valid

Select All Signatures Must be Valid if you want to evaluate the form based on every signature
field on the form.

Note: If the All Signatures Must be Valid option is selected, the following two options are
disabled.

Option: Form Type

Select the form on which you want the rule to evaluate.

Option: Form Field Name

Select the signature field to evaluate from the Form Field Name drop-down select list.

Note: If the form you evaluate does not contain the signature field selected, the rule will
evaluate False.

WorkView Object Exists

Note:This rule is only available when licensed for WorkView.

OnBase 18 748
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Determines whether a WorkView object exists that matches the Filter Document Type
Association option configured for the rule. The user can only specify one Filter Document Type
Association per Document Type.

Note:This rule is not functional in the Classic Client interface.

Note:WorkView must be installed on the database in which you want to configure this rule. If
you import a life cycle into a database, that database must have WorkView installed to
successfully import the life cycle.

Note:This rule will evaluate to true if one or more objects exist that meet the criteria
configured.

1. Select a Document Type from the Document Type drop-down select list.
2. If you want to specify a Filter Document Type Association for which objects must meet
the configured criteria in order for the rule to evaluate true, select the appropriate Filter
Document Type Association . The Filter Document Type Association name is followed
by (Class ClassName). Only Filter Document Type Associations associated with the
Document Type selected are displayed. If no Filter Document Type Associations are
configured for the selected Document Type or you wish to evaluate an object’s
existence based on whether the current document in the life cycle is attached to an
object, select <All objects that have doc attached> .
3. Click Add .
4. Repeat the these steps for each association you want to create.

Note: Only one filter association can be configured for a specific Document Type in this action.

Option: Save Object ID(s) to Property

If you want to save the ID of the object(s) that found, select Save Object ID(s) to Property and
enter the name of the property you want to store the ID(s) in the field.

EIS Messaging Category

Check Published Message Complete
Note: This rule requires the EIS Message Broker license.

OnBase 18 749
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

The Check Published Message Complete rule allows you to verify the status of a message sent
by the EIS Message Broker. Messages can continue waiting in a Workflow queue if the
message has not completed processing in the LOB, or can continue their Workflow processing
after a response from the LOB is received (for example, by routing the message to different
Workflow queue).

Caution: Be careful not to run this rule against the same document multiple times if your
business process does not require this. If the rule is executed once on a document and the
message type is marked complete, running the rule again on the same document can result in
archival of the message, depending on your Message Broker Maintenance settings.

The following options are available:

General Tab
Option: Property Name Containing Message ID
Enter the name of the property that contains the message ID.

Note: This property must exactly match the value specified in the Property Name Containing
Message ID option of the message type in the Publish Message to EIS Message Broker action.

Option: Status
Select the Status that the rule will search for. The following values are available:
• Pending: this status indicates that a message is pending, either because OnBase has
not yet sent the message, or because OnBase has not yet retrieved a response from the
LOB system.
• Success: this status indicates that a message is complete. The LOB system received
the dequeued message and processed it successfully.
• Data Error: this status indicates that the LOB system received the dequeued message
but was unable to process it due to a data type error. For example, this could occur if the
LOB system expects a date value in a particular field but is instead presented with a string
value.
• System Error: this status indicates that the LOB system received the dequeued
message but was unable to process it due to an error that is not related to the message
data. For example, this could occur if there is a bug in the LOB system’s messaging code
that renders the LOB system unable to correctly process the message.

Response Handling Tab

These options control how response messages are handled.

Option: Message Project

Select the project that contains the Message Type whose mapping you wish to use for this rule.

Option: Message Type

Select the Message Type that contains the mapping you wish to use for this rule.

OnBase 18 750
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Map
Select the mapping used to map message elements to OnBase objects.

Option: Create Workflow Message Item

Select a life cycle to which you want to route response message items. Only life cycles
configured to process message items are available for selection. The settings available for this
option differ slightly depending on the type of object the current life cycle is configured to
process.
If the current life cycle is configured to process documents or WorkView items, select a life
cycle from the Life Cycle drop-down select list.
If the current life cycle is configured to process message items, select one of the following
options:
• Current Life Cycle : Select this option to route response message items within the
current life cycle. Additional settings are available:
• Enter the container item name in Container Item Name .
• Select the Set Active Container Item option to set the container item as active.
• Other Life Cycle : Select another life cycle from the drop-down select list to route
response message items to another life cycle.
• None : Select this option if you do not want to create and route response message
items.

Option: Unity Script

Select a Unity Script from the Unity Script drop-down select list in order to execute the selected
Unity Script when a response is received from the LOB system after the message is completed.
Only Unity Scripts created using the IEISMessageBrokerResponseHandlerScript type are
available for selection.

Option: Property Name to hold most recent error message

Enter the name of a Workflow property to populate it with the most recent error message
reported by the LOB system.

Note: This option is only available for entry when the Status on the rule’s General tab is set to
Data Error or System Error . Additionally, this option is not available for message items.

Option: Use Session Property Bag

Select Use Persistent Property Bag from this drop-down select list. No other property bags are
supported for use with the Check Published Message Complete rule.

Compare Message Item Type

Note: This rule requires one of the following licenses: Enterprise Integration Server, EIS
Message Broker, Web Services Publishing, or Enterprise Web Services Publishing.

OnBase 18 751
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

The Compare Message Item Type rule allows you to compare a message item in Workflow to a
specified message item type. If the message item matches the selected message item type,
the Workflow rule returns a value of true . If the message item does not match the selected
message item type, the Workflow rule returns a value of false .
For example, this rule can be used in conjunction with Web Services Publishing operations that
are able to receive XML messages belonging to different message item types. You could
configure the Web Services Publishing operation to deposit messages into a landing life cycle,
then use the Compare Message Item Type rule to transition specific message items to
separate queues or life cycles for individual processing.
The following option is available:

Option: Message Item Type

Select the message item type that message items should be compared to from this drop-down
select list.

Email Category
Attachment Exists
This rule checks if an email message contains any attachments or not.

Option: Exists
If this option is selected, if the email has any attachments, the rule will return a value of true .

Option: Does Not Exist

If this option is selected, if the email has any attachments, the rule will return a value of false .

Option: Included Embedded Attachments

If this option is selected, the rule will evaluate the previous conditions while also taking into
account any attachments that have been embedded in the email message, such as images.

Electronic Plan Review Category

Workflow rules described in this section are only available when licensed for Electronic Plan
Review.

Check Field Value

Checks a specified field value against another value.
1. In the Properties pane, on the General tab, from the Field to Check drop-down select
list, select the field to check.

OnBase 18 752
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Field to Check Description

Display Name The Plan Review project’s display name.

External ID The Plan Review project’s external ID.

Name The Plan Review project’s name.

Project Form ID The ID number of the Unity Form used by the Plan Review project.

Project Group The Plan Review project group name.

Project Identifier The Plan Review project’s project identifier.

Project Review Type The Plan Review project’s review type.

Start Date The Plan Review project’s start date.

Status The Plan Review project’s status.

Submitter’s Email Address The e-mail address of the Plan Review project’s submitter.

2. Select the appropriate Operator from the drop-down select list.

Note: The <, <=, >=, and > operators are not available for alphanumeric fields.

3. From the Compare To drop-down select list, select one of the following for comparison:

Compare To Description

Constant value This option compares the field value to the constant value
specified.

Current date/time This option compares the field value to the current date/time.

Current user name This option compares the field value to the user name of the
currently logged in user. If you want to use the configured real
name for the user, select the Use real name option.

Property This option compares the field value to the value of the specified
property.

User group name(s) of This option compares the field value to the user group(s) the
current user current logged in user.

Note: This rule evaluates false if the field to check is on a related type that does not exist, or if
the field to check is null. If the field to check is an empty string, this rule will only evaluate to
true when configured to compare to an empty string.

OnBase 18 753
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

4. In the Properties pane, click the Advanced tab.

5. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

Related Entity Exists

Checks to see if a related entity type exists for the current item.
1. In the Properties pane, on the General tab, from the Related Entity Type drop-down
select list, select a related entity type to evaluate using this rule.
The following selections are available:

Entity Type Description

Plan Review Document This entity type is used to check for documents that are part of
the Plan Review project in the selected life cycle.

Plan Review History This entity type is used to check for Plan Review history events
that are part of the Plan Review project in the selected life cycle.

Review Cycle This entity type is used to check for review cycles that are part of
the Plan Review project in the selected life cycle.

2. You can filter the results by selecting the Filter Results check box and perform the
following:
a. From the Field drop-down select list, select one of the following:

Entity Type Field

Plan Review Document The following fields are available:

• Plan Review Document ID - the document ID of the Plan Review
document
• Plan Review Project ID - the Project ID of the Plan Review
project
• Document Handle - the document number for the document
• Document Revision Number - the revision number of the
document
• Document Name - the auto-name of the document

OnBase 18 754
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Entity Type Field

Plan Review History The following fields are available:

• Date Created - the date the Workflow task was run
• Event ID - the ID of the Log Event action type for the Workflow
Task. The following values are available:
• 1 - this value corresponds to the Set Group Event Type
• 2 - this value corresponds to the In Review Event Type
• 3 - this value corresponds to the Approved Event Type
• 4 - this value corresponds to the Rejected Event Type
• 5 - this value corresponds to the Unassigned Event Type
• Event Details - the Event Details of the Workflow task

Review Cycle The following fields are available:

• Start Date - the date the review cycle was started
• End Date - the date the review cycle ended
• Due Date - the date the review cycle is due
• Reviewer Due Date - the due date for the reviewers
• Status - the status of the project within the review cycle

Caution: The Start Date , End Date , and Status fields should not be
modified through Workflow.

b. In Must match: , select Constant value or Property and enter a constant value or
property.
3. If you do not want to use the results to execute sub-tasks, clear the Use results for sub-
tasks check box.

Note: When using the results to execute sub-tasks, the rule’s context sets the context for
respective sub-tasks. The action’s context is automatically set when you choose the type of
items that the life cycle contains. The context is displayed in the Properties pane, on the
General tab, in Context . If the direct task does not specify context, then the context specified
by the most direct ancestor will be used. For example, if you nest multiple Related Item Exists
rules that each provide context, the sub-tasks will use the deepest context.

4. If you want to store the result count in a property, select the Save result count in
property: check box and enter the name of the property in the corresponding field.
5. In the Properties pane, click the Advanced tab.
6. In the Properties pane, click the Documentation tab. Enter any descriptive information
that is applicable in the Overview and Details fields.

OnBase 18 755
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Keyword Category
Autofill Row Exists
This rule evaluates whether or not an AutoFill Keyword Set exists that has the same value(s) for
the specified Keyword Type(s) associated with the currently displayed document.

Option: Autofill Keyword Set

This drop-down select list allows the selection of the AutoFill Keyword Set type to check
values.

Option: First Keyword Type to Search

Based on your selection in the Autofill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set that you want to evaluate. It is optional to use a secondary Keyword Type.
The value from the currently selected document will be used for the search.

Check Autofill Value

This rule checks for a specified value in an AutoFill Keyword Set that also has the same
value(s) for the specified Keyword Type(s) associated with the currently displayed document.

Option: Autofill Keyword Set

This drop-down select list allows the selection of the AutoFill Keyword Set type to check
values.

Option: First Keyword Type to Search

Based on your selection in the Autofill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set that you want to evaluate. It is optional to use a secondary Keyword Type.
The value from the currently selected document will be used for the search.

OnBase 18 756
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Keyword Type to Check

The Keyword Type to Check drop-down select list allows the selection of the Keyword Type
that exists within the AutoFill Keyword Set that you want to check for a specific value. The
value of this Keyword Type and the Keyword Type(s) selected to search for will result in a true
or false return.

Option: Operator
The default operator is = (equal), which indicates that the Keyword Value of the document must
match the value entered in the field. The selection of operators available from the drop-down
list varies for the Keyword Type selected. Select the Keyword Type first, to ensure that only the
correct operators for the Keyword’s data type are represented in the operator drop-down list.

Note: When the Equal operator is configured, this rule is not supported in the Classic Client
interface.

Note: The Equal operator can be used with all Keyword data types except for Currency. With
the Equal operator type configured, the rule will always evaluate to true for Keywords with
Currency data types.

Option: Compare To
The field below the Compare To list allows you to enter the exact value used in the comparison.
After typing the value, click Add to move it to the list box. To remove a value from the list box,
select the name and click Remove .

Option: Allow Wildcards

The Allow Wildcards check box is another option for rules that check keyword values. When
using wildcards, you can use the? (question mark) wildcard to replace a specific number of
characters. For example, a value of COLUMB ?? succeeds for COLUMBUS, COLUMBIA and any
other eight-character keyword value beginning with COLUMB. The * (asterisk) wildcard
represents an indefinite number of characters. COLUMB* succeeds for any length keyword
values beginning with COLUMB, such as those mentioned above and COLUMBO and
COLUMBIANA.

Note:The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used. The * symbol does not work for spaces or
masking symbols.

Note:If you make a selection in the Keyword Type to Check drop-down select list, add values,
then change your selection in the Keyword Type to Check drop-down select list, if the data type
of the two Keyword Type selections are not the same, all values added for the first Keyword
Type selected will be lost.

OnBase 18 757
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Check Date Autofill Value

This rule will evaluate a date data type keyword. This rule checks for a specified relationship or
test value in an AutoFill Keyword Set that also has the same value(s) for the specified Keyword
Type(s) associated with the currently displayed document.

Option: Autofill Keyword Set

This drop-down select list allows the selection of the AutoFill Keyword Set type to check
values.

Option: First Keyword Type to Search

Based on your selection in the Autofill Keyword Set drop-down select list, the First Keyword
Type to Search field will be populated with the primary Keyword Type associated with the
AutoFill Keyword Set. The value from the currently selected document will be used for the
search.

Option: Second Keyword Type (Optional)

The Second Keyword Type (Optional) drop-down select list allows you to further identify the
AutoFill Keyword Set that you want to evaluate. It is optional to use a secondary Keyword Type.
The value from the currently selected document will be used for the search.

Option: Keyword Type to Check

The Keyword Type to Check drop-down select list allows the selection of the Keyword Type
that exists within the AutoFill Keyword Set that you want to check for a specific value. The
value of this Keyword Type and the Keyword Type(s) selected to search for will result in a true
or false return.

Option: Date Value D2

For the second value, select one of the following:
• Current Date - Compare the value to the current date.
• Current Date/Time - Compare the current date/time to the value.
• Specific Value - Enter a specific date to compare the value against.
• Keyword Value - You can select a Keyword Type from the drop-down select list to
compare the value.

OnBase 18 758
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Relationship between D1 and D2

A comparison relationship between the two values can be configured. You can specify the
number of years, months, days, business days, hours, or minutes to use in the comparison in
the Number of Periods N field and the Period drop-down select list.

Note: Business Day(s) is only available from the Period drop-down select list if a Work
Calendar has been assigned to the life cycle.

Note: If both of the values being compared are not date/time values and hours or minutes is
selected, this will evaluate false because only the date is evaluated.

Note: This setting is not applicable for all comparison options. When it is not applicable, the
fields will become disabled.

Select a comparison option from the drop-down select list. The options are as follows:

Option Description

D1 is more than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in more
than the time period specified
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days before value 2.

D1 is fewer than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days before value 2.

D1 is fewer than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days after value 2.

OnBase 18 759
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option Description

D1 is more than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in more
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days after value 2.

D1 is before D2 The comparison checks to see if value 1 occurs

before value 2.

D1 is equal to D2 The comparison checks to see if value 1 is

equal to value 2.

D1 is after D2 The comparison checks to see if value 1 is after

value 2.

Check Date Keyword

Performs a date comparison on the document for the date or date/time keywords or values
specified. Configuration allows for a range of dates or a particular date to be specified.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Date Value D1

For the first value, select one of the following:
• Queue Entry Date - Compare the entry to queue date.
• Keyword Value - Select a Keyword Type from the drop-down select list to compare
the Keyword value.

Note: When using the Queue Entry Value option for Data Value D1 , the database server’s time
is used for the comparison. When using the Keyword Value option for Data Value D1 , the Web
Server’s time is used for the comparison.

OnBase 18 760
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Date Value D2

For the second value, select one of the following:
• Current Date - Compare the value to the current date.
• Current Date/Time - Compare the current date/time to the value.
• Specific Value - Enter a specific date to compare the value against.
• Keyword Value - You can select a Keyword Type from the drop-down select list to
compare the value.

Option: Relationship between D1 and D2

A comparison relationship between the two values can be configured. You can specify the
number of years, months, days, business days, hours, or minutes to use in the comparison in
the Number of Periods N field and the Period drop-down select list.

Note: Business Day(s) is only available from the Period drop-down select list if a Work
Calendar has been assigned to the life cycle.

The following options are available:

Option Description

D1 is more than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in more
than the time period specified
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days before value 2.

D1 is fewer than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days before value 2.

D1 is fewer than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days after value 2.

OnBase 18 761
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option Description

D1 is more than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in more
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days after value 2.

D1 is before D2 The comparison checks to see if value 1 occurs

before value 2.

D1 is equal to D2 The comparison checks to see if value 1 is

equal to value 2.

D1 is after D2 The comparison checks to see if value 1 is after

value 2.

Check Keyword Value

Compares the Keyword Value to a static value and tests for the specified condition.
Configuration allows the use of keyword operators (>, <, =) as well as ? and * wildcards.

Note: For any operator except “<>” (not equal), in the Classic user interface, the rule evaluates
to FALSE if the document has no keywords of the Keyword Type being checked. This can occur
if the Keyword Type is not assigned to the Document Type to which the document belongs or if
the document does not have any Keyword Values for the Keyword Type. When there are several
Keyword Types, for all operators except “<>" (not equal), the rule evaluates to TRUE if there is at
least one Keyword Value that meets the condition. For “<>", in the Classic user interface, the
rule evaluates to TRUE only if all keywords are different from the specified Keyword Value. In
summary, the Classic user interface is checking for any values to not be equal to the configured
value, while the Core-based user interface is checking for all values to not be equal to the
configured value.

Note: This rule does not compare Keyword Type values that have different currency formats
based on actual monetary value. If the currency format of a keyword value on a document is
different from the currency format specified in the rule, the rule evaluates to FALSE for this
keyword even if the numerical value is “equal”, unless the operator used is <>. Using the <>
operator will evaluate to TRUE because the values are not equal. For example, if the value of a
keyword on a document is $1.00 and the rule is evaluating the Keyword Type = to 1 Euro, the
result of the rule is FALSE because the currency formats differ.

OnBase 18 762
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Keyword Type

For all rules evaluating Keywords, you must provide the system with the Keyword Type to
check. For these rules, a Keyword Type drop-down select list appears.

Option: Currency Format

When the Keyword Type selected is configured as a Specific Currency Data Type, a Currency
Format drop-down select list is enabled. Any specific currency format configured for the
system can be selected from the drop-down select list.

Option: Operator
The default operator is = (equal), which indicates that the keyword value of the document must
match the value entered in the field. The selection of operators available from the drop-down
list varies for the keyword type selected. Select the keyword type first, to ensure that only the
correct operators for the keyword’s data type are represented in the operator drop-down list.

Option: Value
The field below the Value list allows you to enter the exact value used in the comparison. After
typing the value, click Add to move it to the list box. To remove a value from the list box, select
the name and click Remove .

Option: Allow Wildcards

The Allow Wildcards check box is another option for rules that check keyword values. When
using wildcards, you can use the? (question mark) wildcard to replace a specific number of
characters. For example, a value of COLUMB ?? succeeds for COLUMBUS, COLUMBIA and any
other eight-character keyword value beginning with COLUMB. The * (asterisk) wildcard
represents an indefinite number of characters. COLUMB* succeeds for any length keyword
values beginning with COLUMB, such as those mentioned above and COLUMBO and
COLUMBIANA.

Note:The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used. The * symbol does not work for spaces or
masking symbols.

OnBase 18 763
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Compare Keyword Records for This and Related Item

This action compares the Keyword records of a specific Multi-Instance Keyword Type Group to
ensure that they are present on both the primary item and related items. This rule returns true
when all records that exist on the primary item are found on the related items, and depending
on configuration, if all items that exist on the related items are found on the primary item.

Option: Comparison Mode

Select one of the following options to determine when the rule evaluates to true:
• All Records Match on This and Related Items - When this option is selected, the rule
evaluates to true when all Keyword records of a specified Multi-Instance Keyword
Type Group exist on both the primary item and related items.
• Keyword Records on This Item Exist on Related Items - When this option is
selected, the rule evaluates to true when all Keyword records on the primary item
exist on the related items.

Option: Keyword Record

Select the Multi-Instance Keyword Type Group to search on the primary item

Option: Keyword Record on Related Item

Select the Multi-Instance Keyword Type Group to search on the related items.

Option: Keyword Mappings

Keyword mappings determine which Keyword Types from each Multi-Instance Keyword Type
Group are compared.
The Keyword Type drop-down select list is populated with the Keyword Types belonging to the
Multi-Instance Keyword Type Group selected for the primary item.
The Mapped Keyword Type drop-down select list is populated with the Keyword Types
belonging to the Multi-Instance Keyword Type Group selected for related items.
To add a Keyword mapping, select a Keyword Type in the Keyword Type drop-down select list,
then map it to the corresponding Keyword Type in the related item Keyword record by selecting
a Keyword Type from the Mapped Keyword Type drop-down select list. Click Add .
To delete a Keyword mapping, select the mapped Keywords, then click Delete .

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

OnBase 18 764
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

See Related Tab on page 804 for more information on configuring the action for related
documents/items.

Compare Keyword Values for This and Related Document

Compares Keyword Values between current document and specified related document. The
keywords being compared need to be the same data type for the comparison.

Note: When there are several Keyword Types, for all operators except <> (not equal), the rule
will evaluate to true if there as at least one Keyword Value that meets the condition.

Option: Active Document Keyword Type

Select the Keyword Type to compare on the current document.

Option: Operator
Choose a comparative operator when evaluating keyword values.

Option: Related Document Keyword Type

Select the Keyword Type to compare on the related document.

Option: Get Keyword Type from Property

You can acquire either Keyword Type from a property value by selecting the corresponding Get
Keyword Type from Property check box and entering the property in the field.

Note:If the property contains an array of values, then the rule will evaluate to true if any one of
those values matches the condition.

Note:Comparison related to case sensitivity is determined by the case sensitive setting of the
Keyword Type on the primary document. If the primary document’s Keyword Type is case
sensitive, the comparison is case sensitive.

Note:This rule will always return FALSE if one of the keywords to be compared is blank or
missing.

Note:When using a Keyword Type configured with the Specific Currency data type, this rule will
evaluate true only when the values and the currency types of both values being compared
match.

OnBase 18 765
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

For more information about configuring related documents/items, see Related Tab on page
804 for more information.

Compare Two Keywords

Compares two Keyword Values on the same document. Each Keyword Value may be of a
different Keyword Type, but both should be of the same Data Type, such as alphanumeric, date,
etc.

Note: The Document Handle Keyword Type can be compared to Numeric (Up to 9 Digits) and
Numeric (Up to 20 Digits) Data Types.

Note: When comparing two alphanumeric Keyword Types, the values being compared will not
be implicitly converted into their representative datatypes. For example, if the values 0123 and
123 are compared using the = operator, the result will be FALSE.

Note: This rule does not compare Keyword Type values that have different currency formats
based on actual monetary value. If the currency format of a keyword value on a document is
different from the currency format specified in the rule, the rule evaluates to FALSE for this
keyword even if the numerical value is “equal”, unless the operator used is <>. Using the <>
operator will evaluate to TRUE because the values are not equal. For example, if the value of a
keyword on a document is $1.00 and the rule is evaluating the Keyword Type = to 1 Euro, the
result of the rule is FALSE because the currency formats differ.

Option: Keyword Type

For all rules evaluating Keywords, you must provide the system with the Keyword Type to
check. For these rules, a Keyword Type drop-down select list appears.

Option: Get Keyword Type from Property

You can acquire either Keyword Type from a property value by selecting the corresponding Get
Keyword Type from Property check box and entering the property in the field.

OnBase 18 766
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Operator
By specifying the comparative Operator to use, you can evaluate if a Keyword Value is greater
than, less than, equal to, or not equal to the other Keyword. In addition, if you want the
comparison between the two Keyword Values to be Case insensitive , select the check box.

Note:This rule will always return FALSE if one of the Keywords to be compared is blank or
missing.

Note:When using a Keyword Type configured with the Specific Currency data type, this rule will
evaluate true only when the values and the currency types of both values being compared
match.

Keyword Record Exists

This rule determines whether or not a specified Multi-Instance Keyword Type Group exists on
an item.

Option: Keyword Record

Select the Multi-Instance Keyword Type Group for which you want to search.

Option: Search Criteria

This rule can be configured to search for all records or only specific records of a Multi-Instance
Keyword Type Group. Select one of the following:
• To determine whether or not any records of a Multi-Instance Keyword Type Group
exist on an item, select Any Record . The rule will evaluate to true if any records of the
specified Multi-Instance Keyword Type Group exist on the item.
• To determine whether or not specific records of a Multi-Instance Keyword Type
Group exist on an item, select Specific Records . The rule will evaluate to true if the
search criteria are met and a specific record is found on the item.
When Specific Records is selected, search criteria must be configured. To configure search
criteria:

OnBase 18 767
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

1. Click Add to create search criteria. The Add Search Criteria Keyword dialog box is
displayed.

2. In the Keyword Type drop-down select list, select the Keyword Type you want to
configure. If the Keyword Type selected is configured using a Specific Currency data
type, the Currency Format drop-down select list is enabled, allowing you to select the
currency format you want to use.
3. Select an Operator . This determines whether the search looks for values that are equal
or not equal to the specified value.

OnBase 18 768
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

4. Specify the Value of the Keyword. The value can come from one of the following:
• Constant Value - Enter a specific value.
• Property - Enter a property name from which the Keyword Value will be pulled.
• Keyword - Select a Keyword from which the Keyword Value will be pulled.

Note: Blank values will return different results depending on how search criteria are
configured. If the Operator is configured to find equal values, and the search criterion value is
left blank, the search will be considered a match if the corresponding Keyword Value found in
the Multi-Instance Keyword Type Group record is blank. Similarly, if the Operator is configured
to find values that are not equal, and the search criterion is left blank, the search will be
considered a match if the corresponding Keyword Value found in the Multi-Instance Keyword
Type record is not blank. Using blank values with the Constant Value option is not supported.

Note: When comparing Alphanumeric and Floating Point Keyword Types, the value of the
Floating Point Keyword Type cannot be less than 0.0001.

5. Select Allow Wildcards to use wildcards in the search criteria value fields.
When using wildcards, you can use the ? (question mark) wildcard to replace a specific
number of characters. For example, a value of COLUMB ?? succeeds for COLUMBUS,
COLUMBIA and any other eight-character Keyword Value beginning with COLUMB. The *
(asterisk) wildcard represents an indefinite number of characters. COLUMB* succeeds
for any length keyword values beginning with COLUMB, such as those mentioned above
and COLUMBO and COLUMBIANA.

Note: The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
Wildcards can be used with Alphanumeric Keyword Types that have masking configured. When
masking is used, the ? wildcard must be used.

6. Click OK .
Configured search criteria can be modified by selecting a search criterion and clicking Modify .
The Modify Search Criteria Keyword dialog is displayed, and any changes can be made. Click
OK to keep changes, or click Cancel to close the dialog without saving the changes. To delete
configured search criteria, select a search criterion and click Delete .

Keyword Value Exists

Checks the specified Keyword Type for a value on the document.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

OnBase 18 769
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Keyword Type

For all rules evaluating Keywords, you must provide the system with the Keyword Type to
check. For these rules, a Keyword Type drop-down select list appears.

Option: Get Keyword Type from Property

You can acquire the Keyword Type from a property value by selecting Get Keyword Type from
property and entering the property in the field.

Option: Keyword Value Exists

Select Keyword Value Exists if you want the rule to evaluate true if the value exists.
If you want to ensure that all instances of a Multi-Instance Keyword Set have a valid value for
the specified Keyword Type, select the Keyword present on all instances of Multi-Instance
Keyword Type Group .
When Keyword Value Exists is selected, you can evaluate either the current documents/items
or related documents/items.

Option: Keyword Value Does Not Exist

Select Keyword Value Does Not Exist if you want the rule to evaluate true if the value does not
exist.

Notifications Category
Check Notification Complete
This rules checks if an email notification has been sent successfully to an email server. This
rule evaluates to true, if and only if, all of the evaluated Distribution Request IDs have
completed.

Option: Distribution ID
Select the Distribution ID:
• Property Name - Enter a property that contains a Distribution Request ID.
• Keyword Type - Select a Keyword Type from the drop-down select list that contains
the Distribution Request ID.

Property Category
Check Date Property Value
This rule allows you to compare to or from date related data.

OnBase 18 770
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

You can compare from a value of a property or the entry to queue date. You can compare two
date or date/time values on a document using this rule.

Option: Date Value D1

Select the first value to compare:
• Property Name - Enter a property that contains a date or date/time value to
compare.
• Queue Entry Date - Compares the date that the document entered the queue.

Option: Date Value D2.

• Current Date - Compares the first value to the current date
• Property Name - Compares the first value to the value in the specified property. Enter
a name in the Property Name field.
• Specific Value - Compares the first value to a specific value.
• Keyword Value - Compares the first value to a Keyword Value. Select a Keyword Type
from the drop-down select list.

Option: Relationship between D1 and D2

A comparison relationship between the two values can be configured. You can specify the
number of years, months, days, business days, hours, or minutes to use in the comparison in
the Number of Periods N field and the Period drop-down select list.

Note: Business Day(s) is only available from the Period drop-down select list if a Work
Calendar has been assigned to the life cycle.

Note: If both of the values being compared are not date/time values and hours or minutes is
selected, this will evaluate false because only the date is evaluated.

Note: This setting is not applicable for all comparison options. When it is not applicable, the
fields will become disabled.

Select a comparison option from the drop-down select list. The options are as follows:

Option Description

D1 is more than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in more
than the time period specified
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days before value 2.

OnBase 18 771
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option Description

D1 is fewer than N Time Periods before D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time before the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days before value 2.

D1 is fewer than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in less
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be less than 2 days after value 2.

D1 is more than N Time Periods after D2 This option is dependent on the number of
periods and the interval of the time period set.
The comparison checks to see if the first value
occurs in time after the second value in more
than the time period specified.
For example, if you set the time period to 2
days, in order for this rule to return true, value 1
would be more than 2 days after value 2.

D1 is before D2 The comparison checks to see if value 1 occurs

before value 2.

D1 is equal to D2 The comparison checks to see if value 1 is

equal to value 2.

D1 is after D2 The comparison checks to see if value 1 is after

value 2.

Option: Property (D1) as DATETIME if selected, otherwise as DATE

When Property Name is selected for the first value, the Property [D1] as DATETIME, if
selected; otherwise, as DATE . option is enabled. This option will specify that the defined
property is a date/time value. When this is not selected, the property is defined as a date value.

Note: If the unit selected in the Period drop-down select list is Hour(s) or Minute(s), the option
is automatically selected. If the unit selected is Year(s), Month(s), or Day(s), the option is not
selected.

If the property (specified in the first field) contains an array value then each value in the array is
checked. If any of those values matches the condition the rule evaluates to true.

OnBase 18 772
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

If the Date Value D2 property value contains an array, then the value is compared to each value
in the array.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces or special characters in property names.

Check Property Value

Allows you to evaluate the value of a specified property.

Option: Property Name

Enter the name of the property you want to compare in the Property Name field.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces or any special characters in property names.

Option: Operator Type

The Operator Type drop-down select list allows you to select the operator to use during the
evaluation.

Option: Case insensitive

The Case insensitive check box allows you to specify whether or not you want the evaluation to
be case sensitive.

Option: Keyword Type

Select a Keyword Type from the Keyword Type drop-down select list to use a keyword value for
comparison. Click Add .
When comparing a property to a Keyword Type or a constant value, if the property contains a
single value and the Keyword Type or constant value contains a single value, the rule will
evaluate to true if the values are equal. If the property contains a single value and there are
multiple values for the Keyword Type or constant value, the rule will evaluate to true if values in
the list match the property. If the property contains an array of values and there are multiple
values for the Keyword Type or constant value, then the rule evaluates to true if any one of
those values in the array matches any value in the list of Keyword Type or constant values.

Note:Currency values that include currency symbols cannot be compared to pure numeric
values.

OnBase 18 773
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

Compare Two Properties

Allows you to compare the values of two properties.

Option: Property Name

Enter the name of the property you want to compare in the Property Name field.

Option: Operator Type

The Operator Type drop-down select list allows you to select the operator to use during the
evaluation.

Option: Case insensitive

The Case insensitive check box allows you to specify whether or not you want the evaluation to
be case sensitive.

Option: Property Name

Enter the name of the property you want to compare to in the Property Name field.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces or any special characters in property names.

Option: All values must exactly match the criteria

When this option is selected, when comparing one property to another property, if both
properties contain a single value, the rule will evaluate to true if both values are equal. If one
property contains a single value and the other property contains an array of values, the rule will
always evaluate to false. If both properties contain arrays, then the rule will evaluate to true if
and only if each element in each array is equal and in the same order.

OnBase 18 774
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

If this option is not selected, the rule will evaluate to true if any value matches the configured
criteria and operator.

Note:Currency values that include currency symbols cannot be compared to pure numeric
values.

Note: When comparing alphanumeric Keyword Types and/or property values, an implicit
conversion will occur during the comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper comparison. This implicit
conversion will attempt to infer if the incoming value represents a number, a date, or a string. In
the event that the incoming value is formatted in such a way that the value can be inferred as
both a numeric value or a date value, the numeric value will take precedence during the
comparison.

Property Exists
Allows you to determine if a specified property exists.

Option: Property Name

Enter a property name in the Property Name field.

Note:Property names are case sensitive in the Classic Client. Property names are not case
sensitive in the core-based clients.

Note:Only alphanumeric characters are supported in property names. As a best practice, do not
use spaces or any special characters in property names.

System Category
Audit Sample
Moves the specified percentage of documents evaluated down one path and the remaining
documents down another path.

Option: Percent to Pass

Specify the percentage chance each document has of being audited. A Percent to Pass of 40%
means each document has a 40% chance of being audited.

OnBase 18 775
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Check Child Work Item Status

Note: This rule is only available in Unity life cycles. It is not available for use in System Tasks
or System Events.

Checks the status of a child work item.

Option: In Progress
If this option is selected, the rule will evaluate to true if the child work item has the In Progress
status.

Option: Complete
If this option is selected, the rule will evaluate to true if the child work item has either the
AutoComplete , Complete , or ParentAutoComplete statuses.

Check Content Type

Allows you to check the content type of an item.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Content Type

Select the Content Type you want to check for from the drop-down select list. Available content
types are Document, Entity Item, Managed Folder, and WorkView Object.

Check Item Count for Queue

Compares the count of items in a queue against a threshold value.
The value entered in the Item Count field is compared to the current count of items in the
selected queue from the Queue drop-down select list. The Operator drop-down select list
specifies the comparison operation to perform.

Option: Queue
Select the queue from the drop-down select list.

Option: Operator
Select the comparison Operator from the drop-down select list.

OnBase 18 776
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Item Count

Enter the number of items for which you want the rule evaluated in the Item Count field.

Option: Count Items

If the queue selected in the Queue drop-down select list is a load balanced queue, the Count
Items fields are enabled. The following options are available:
• Select All to count all items in the selected queue.
• Select Assigned To and select a specific user from the drop-down select list.
• Select Assigned To (Keyword Specified) if you want to count the items assigned to a
user specified in the value of the selected Keyword Type.

Check Last Execution Result

Evaluates if the last Workflow action executed was successful.

Option: Desired result

Select True or False from the Desired Result drop-down select list to specify on what event the
rule is true.
For example, if an ad hoc task has been configured to re-index documents in a queue ( Reindex
Documents ), the Check Last Execution Result rule can be configured with this ad hoc task to
evaluate whether the user did perform re-indexing by clicking Save & Close at the Re-index
dialog box (TRUE condition) or did not perform re-indexing by clicking Close at the Re-index
dialog box (FALSE condition). The Check Last Execution Result can be configured to take the
appropriate action in the event of either the TRUE or FALSE evaluation.
Check Last Execution Results can also be used to evaluate the last action in a Workflow when
that action originates from an external program such as Application Enabler. For example, upon
cancelling indexing via a mouse or keyboard event defined in Application Enabler, the
associated document can be transitioned to an exception queue. Refer to the Application
Enabler Module Reference Guide.

Caution:When used against a notification and a notification is sent to an e-mail address that is
outside of the internal server (example: person@company.com), when checked to see if the
notification action was performed successfully, it will always return a true value.

Caution:If multiple messages are sent using MAPI (dmmailservice.dll) and one of the
messages is sent to an invalid address, but others are successfully sent, it returns a true value.

Check Ownership
Check the current ownership for an item in a selected life cycle and queue.

OnBase 18 777
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Owned in Life Cycle

Select the life cycle in which you want to check for ownership from the Owned in Life Cycle
drop-down select list.

Option: Queue
Select the Queue in which you want to check for ownership from the drop-down select list.

Option: By User
Select the type of check you want to perform from the By User drop-down select list. You can
select <Any> to check for ownership by any user. You can select <Current User> if you want to
check for ownership for the currently logged in user.

DLL Exit Call

This is legacy functionality. This rule cannot be created or configured. Existing configurations
are read-only, but they will continue to execute in the OnBase Client Classic Workflow interface
as configured.

Note: The OnBase Client Classic Workflow interface is being deprecated for eventual removal
from the Workflow module. The OnBase Client Classic Workflow interface is currently available;
however, it will not be available in OnBase 21 and subsequent versions of OnBase. Once the
OnBase Client Classic Workflow interface is deprecated, this rule will no longer execute.

Evaluate Expression
Evaluates an expression for the current item.

Option: Expression
In the Expression field, you can define an expression that will result in a value. The following
options are available:
• Show List : You can click the Show List button to access Keyword Types and
functions to use in the Expression field. The All tab shows both Keywords Types and
functions or you can limit the options by clicking either the Keywords or Functions
tab. Double-click on an item to insert it into the Expression field.

Note: When using this action with Multi-Instance Keyword Type Groups, the action will ignore
any empty values.

• Test : Allows you to test the expression in the Expression field. See Testing
Expressions on page 789 for more information.
• Validate : You can click Validate to validate the entered expression.
You can use the %K token for Keyword Type values and the %V token for property values. Here
is an example: Left( %K00001; 5 ) In this example, the property will be set to the first 5
characters of the specified Keyword Type value.

OnBase 18 778
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

See the following topics for more information about defining an expression:
• Supported Operators
• Functions

Supported Operators
The following operators are supported:
• +, -, *, /, =, !=, <>, <, <=, >, >=
• Brackets for grouping
• The NOT, OR, and AND operators
• The case-sensitive “=” operator. In order to compare two values as case-insensitive
the user will need to convert both values to upper or lower case using the appropriate
function.

Functions
The following functions are supported:

Function Description

Abs Returns the absolute of a number.

AddBusinessDays Adds the specified number of business days to the date based
on the life cycle’s calendar.

AddDays Adds the specified number of days to the date.

AddHours Adds the specified number of hours to the date/time.

AddMinutes Adds the specified number of minutes to the date/time.

AddSeconds Adds the specified number of seconds to the date/time.

AddMonths Adds the specified number of months to the date.

AddYears Adds the specified number of years to the date.

Append Appends specified text to the end of the input value.

Note: This function is supported for arrays of values and

single values.

ArrayValue Returns a single value contained in an array.

The value is returned as the same data type as it is in the array.
If a value does not exist, a configured default value is returned.

BusinessDaysDiff Calculates the number of business days between two dates

based on the life cycle’s calendar.

OnBase 18 779
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

Capitalize Returns string or array of values where the first character of the
value is converted to uppercase and all subsequent characters
are converted to lowercase.

CapitalizeWords Returns a string or array of values where the first character of

each word is converted to uppercase and all subsequent
characters are converted to lowercase.

Captures Returns all occurrences of strings that the regular expression

groups captured.

Ceil Returns the smallest whole number greater than or equal to the
specified number.

CDate Converts the value to a date/time data type.

Note: This function is supported for arrays of values and

single values.

CDbl Converts the value to a double data type.

If the input value is non-numeric, returns a value of 0.

Note: This function is supported for arrays of values and

single values.

CDec Converts the value to a decimal data type.

If the input value is non-numeric, returns a value of 0.

Note: This function is supported for arrays of values and

single values.

CInt Converts the value to an integer data type.

If the input value is non-numeric, returns a value of 0.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

Note: This function is supported for arrays of values and single

values.

OnBase 18 780
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

CLng Converts the value to a long data type.

If the input value is non-numeric, returns a value of 0.

Note: When converting a floating point number value, the value

is rounded to its nearest whole number. If a value is non-
numeric, it will evaluate to a 0 value.

Note: This function is supported for arrays of values and single

values.

CombineArray Joins an array of values into a single string, including a custom

delimiter.

ConvWildcardToRegEx Converts a string containing wildcard characters into a regular

expression string.

Tip: Combine this function with other functions, such as

IsMatch, to use the resulting regular expression for evaluation.

Count Returns the count of elements to determine the number of

Keyword Values that exist on an item for a specified Keyword
Type.
The standard formatting for this function is as follows:
Count(Value)
Optionally, the regular expression parameter can be added.
When used, the function returns the number of values that
matches the regular expression. The function should be
formatted as follows:
Count(Value; RegularExpression)
An optional IgnoreCase parameter can also be used. The
parameter can be set to TRUE to ignore the case of the regular
expression or FALSE to match the case of the regular
expression. The function should be formatted as follows:
Count(Value; RegularExpression; IgnoreCase)

CStr Converts the value to a string data type.

Note: This function is supported for arrays of values and

single values.

Date Creates a date value.

Day Gets the day of the month of the specified date.

DaysDiff Calculates the number of days between two dates.

OnBase 18 781
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

Eval Evaluates the specified expression.

This function also allows you to evaluate the value stored in a
property or Keyword.

Floor Returns the largest whole number less than or equal to the
specified number.

Format Returns a string formatted according to the passed expression.

For the second parameter, any valid format string that can be
passed to the Visual Basic format function can be used.

Note: This function is deprecated. The FormatEx function

should be used instead.

FormatDateTime Returns a date or time string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/az4se3k1.aspx
http://msdn.microsoft.com/en-us/library/8kb3ddd4.aspx

FormatEx Returns a numeric string formatted according to the

instructions contained in the format string expression.
Supported format strings can be found at the following
locations:
http://msdn.microsoft.com/en-us/library/dwhawy9k.aspx
http://msdn.microsoft.com/en-us/library/0c899ak8.aspx

GetSegment Returns a value in a segmented string.

Hour Gets the hour of a specified date/time.

IIf Returns one of two values, depending on the evaluation of an

expression.

InStr Returns a zero-based integer specifying the start position of the

first occurrence of one string within another.

InStrRev Returns a zero-based integer specifying the start position of the

last occurrence of one string within another.

IsGroupLoggedIn Returns true if one or more of the members in the specified user
group is logged in.

OnBase 18 782
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

IsInDataSet Returns a Boolean value that indicates whether the passed

value is in a Data Set. This function will determine whether the
specified value matches a value in the specified Keyword Type's
Data Set. The Keyword Type name must be entered in double
quotations marks. The value specified should be a variable
configured for the current rule engine queue. If the specified
Keyword Type is not configured to use Data Sets, NULL is
returned and the condition will not be evaluated.

IsInDataSetEx Returns a Boolean value that indicates whether the passed

value is in the specified document key and also allows case-
sensitive comparisons.
This function will determine whether the specified value
matches a value in the specified Keyword Type's Data Set. The
Keyword Type name must be entered in double quotations
marks. The value specified should be a variable configured for
the current rule engine queue. If the specified Keyword Type is
not configured to use Data Sets, NULL is returned and the
condition will not be evaluated.
This also allows you to make a case-sensitive or case-
insensitive comparison. You can turn case sensitivity on by
specifying true for the parameter. You can turn case sensitivity
off by specifying false for the parameter.

Note: When comparing alphanumeric Keyword Types and/or

property values, an implicit conversion will occur during the
comparison that will attempt to convert the incoming value
into its representative datatype in order to execute a proper
comparison. This implicit conversion will attempt to infer if
the incoming value represents a number, a date, or a string.
In the event that the incoming value is formatted in such a
way that the value can be inferred as both a numeric value or
a date value, the numeric value will take precedence during
the comparison.

IsMatch Indicates whether the regular expression finds a match in the

specified string.

IsNull Returns a Boolean indicating if the value contains no data.

IsUserLoggedIn Returns true if the specified user is logged in.

Lcase Converts the string value to lower case.

Left Returns the first x characters in a string value.

Len Returns the length of a string value.

OnBase 18 783
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

LTrim Removes leading spaces from a string.

Match Returns the first occurrence of a string that matches the

supplied regular expression.

Matches Returns all occurrences of strings that match the supplied

regular expression.

Max Returns the larger of two numbers.

Mid Returns a substring of a string value.

Min Returns the smaller of two numbers.

Minute Gets the minute of a specified date/time.

Month Gets the month of the specified date.

Now Returns the current date/time.

PadLeft Returns a string that is left padded by the specified character

for the specified length.

PadRight Returns a string that is right padded by the specified character

for the specified length.

Pow Returns a specified number raised to the specified power.

Prepend Prepends specified text to the beginning of the input value.

Note: This function is supported for arrays of values and

single values.

OnBase 18 784
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

Replace Replaces all occurrences of a string that match the regular

expression with an alternate string.
The following syntax is used:
Replace( string; regex_pattern; replacement_string;
ignore_case)
String is the string you want to replace. regex_pattern
represents the part of the string you want to replace.
replacement_string is the string of text that will replace the
specified string. If you want the string to be case sensitive,
enter false for the ignore_case parameter. If you want the string
to not be case sensitive, enter true for the ignore_case
parameter.
The following is an example:
Replace( "123abc456def"; "[0-9]+"; "xyz"; true )
The resulting text string would be: "xyzabcxyzdef"

Note: This is not supported in the Classic Client Workflow

interface.

Right Returns the last x characters in a string value.

Rnd Returns a random number between 0.0 and 1.0.

RndInt Returns a random number from the minimum inclusive value to

the maximum exclusive value.

Round Returns the number with the specified precision nearest the
specified value.

RTrim Removes trailing spaces from a string.

Second Gets the seconds of the specified date/time.

Sort Returns a sorted list of values. If you want the results to be

returned in ascending order, enter true as the parameter. If you
want the results to be returned in descending order, enter false
as the parameter.

Split Splits a value into an array by specifying a custom delimiter.

Sqrt Returns the square root of a specified number.

String Returns a string that contains the specified character repeated

at the specified length.

OnBase 18 785
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

Sum Returns the sum of elements. This can be used to calculate the
sum of all values for a specified Keyword or property. The
function must be able to convert the values to a decimal.
If the specified Keyword or property is not present on the item,
the function returns a value of 0.
If the specified Keyword or property contains only a single
value, that value is returned as the sum.
If there are multiple instances of the specified Keyword or if the
property contains an array of values, the function will return the
sum of all values.

Trim Removes leading and trailing spaces from a string.

Truncate Calculates the integral part of a specified number, i.e. removes

all numbers after the decimal.
The following is an example:
Truncate(123.45)
This results in 123.

Ucase Converts the string value to upper case.

Weekday Returns a number that represents a day of the week. The

following numbers represent the following days:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday

OnBase 18 786
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Function Description

WeekdayName Returns the name of a specified day of the week. The function
should be formatted as follows:
WeekdayName(DayOfWeek; Abbreviate)
Replace DayOfWeek with the number that corresponds to the
day of the week:
0 = Sunday
1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday
Replace Abbreviate with either true or false . True will
abbreviate the name of the day of the week, and false will return
the full name of the day of the week. For example:
WeekdayName(2; true) returns the value "Tue", and
WeekdayName(2; false) returns the value "Tuesday".

XPath Used for retrieving the value from an XML document currently
being evaluated in the rules engine.

Year Gets the year of the specified date.

The following constants can be used:

Constant Description

DQuote Represents a double quote character.

NewLine Represents a newline character.

Note: Function parameters are separated by semi-colons.

The following symbols can be used:

Symbol Description

%K Displays a configured Keyword Value.

OnBase 18 787
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Symbol Description

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

Note: The use of floating point numbers lower than 0.0001 is not
recommended due to being subject to possible rounding errors when
retrieving values.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.

OnBase 18 788
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Testing Expressions
You can also test expressions within the OnBase Studio configuration. To test an expression,
click Test . The Test Expression dialog box is displayed.

Option: Expression
Enter the Expression you want to test in the field.
Click Show List to access Keyword Types and functions to enter into the expression.

Option: Variables
When a variable (%K, %V, or %M tokens) is placed in the Expression field, the variable is listed
in the Variables box.
You can select a variable to further specify the variable’s value and data type by selecting the
Variable has a value check box and defining the variable. Enter the value(s) into the field.
Select The value is an array (separated by commas) if the variable is an array.
Select the appropriate Data Type from the drop-down select list. Click Set when the variable is
configured appropriately.

OnBase 18 789
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Add & Remove

To add entries to the Variables list, click Add . The Add Variable dialog box is displayed.

Select one of the following:

• Keyword Type - Select the Keyword Type to add from the drop-down select list.
• Property - Enter a property name.
Click Remove to remove a manually added variable from the Variables list.

Option: Test
Once the expression and variable(s) is configured properly, click Test to verify the expression.
A dialog box is displayed to show you the results of your test. The following is an example:

If you made changes, upon closing the Test Expression dialog box, a message asking Do you
want to update the action? is displayed. Click Yes , if you want the action’s Expression field to
reflect the Test Expression dialog box’s configuration. Click Don’t update to return to the
action without changing the existing configured expression.

Has Child Work Items

Note: This rule is only available in Unity life cycles. It is not available for use in System Tasks
or System Events.

OnBase 18 790
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Determines if an item has child work items. This rule evaluates to true if the item it is executed
against has any child work items.

Is Child Work Item

Note: This rule is only available in Unity life cycles. It is not available for use in System Tasks
or System Events.

Determines if an item is a child work item. This rule evaluates to true if the item it is executed
against is a child work item.

Option: Use Parent Item for Tasks

When this option is selected, the On True task list will be executed using the parent item as the
active item.

Is First or Last Item

Determines if an item is the first or last item in a batch.

Note:This rule is not supported in the Classic Client interface.

When this rule is executed on a single item, the rule will evaluate to true, regardless of whether
it was configured for First Item or Last Item .

Option: First Item

When the rule is executed on multiple items, and the rule is configured with First Item , the rule
will evaluate to true only if it is the first item in the selected list of items.

Option: Last Item

When the rule is executed on multiple items and the rule is configured for the Last Item , the
rule will evaluate to true only if it is the last item in the selected list of items.

Note: When configured under a timer in a queue that supports ownership, ownership is
respected. Items owned by users other than the user executing the timer are not evaluated.

Is User in User Group or Role

Determines whether or not a user belongs to a specific user group or a role.

Option: Current User

Select Current User if you want to check to see if the currently logged in user is in the selected
user group or role.

OnBase 18 791
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: User Name

Select User Name to determine whether a specific user is in a user group or role. Select the
user name from the drop-down select list.
You can acquire the user name from a property value by selecting Get User Name from
property and entering the property in the field.

Option: User Group

If you want to determine whether or not the specified user is in a user group, select User Group .
Select the user group from the drop-down select list.

Option: User Role

If you want to determine whether or not the specified user is in a user role, select User Role .
Select the role from the drop-down select list.

Item Assigned to User

Performs an evaluation of the item in the specified load balancing queue to determine if the
item is currently assigned to a user.

Note:The load balancing queue must be rules-based.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Assigned in Life Cycle

You can narrow the queues displayed in the Load Balancing Queue drop-down select list by
selecting the life cycle the appropriate queue is within by selecting the life cycle from the
Assigned in Life Cycle drop-down select list.

Option: Load Balancing Queue

Select the load balancing queue. This must be a rules-based queue.

Option: Assigned User, Group or Role

If you want to check if the currently logged on user is assigned to the item or if a user group to
which the user belongs is assigned to the item, select <Current User> from the Assigned User,
User Group, or Role drop-down select list. If you want to see if any user is assigned to the item,
select <Any> .

OnBase 18 792
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Item Has Been in Life Cycle

Checks to see if a item has ever existed in the life cycle selected during configuration.

Note:If the Workflow log is purged, the determination of whether items have existed in a life
cycle before may not be accurate.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Life Cycle

The Life Cycle drop-down list allows you to specify where the system should search for the
item.

Note: If the current life cycle is selected, the rule will always evaluate to true.

Item Has Been in Queue

Checks if a related item has ever existed in the queue selected during configuration. If the
Workflow log is purged, the determination of whether items have existed in a queue before may
not be accurate.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Life Cycle

You can narrow the queues displayed in the Queue drop-down select list by selecting the life
cycle the appropriate queue is within by selecting the life cycle from the Life Cycle drop-down
select list.

Option: Queue
The Queue drop-down list allows you to specify where the system should search for the item.

Note: If the current queue is selected, the rule will always evaluate true.

OnBase 18 793
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Item in Particular Life Cycle

Checks for the existence of the item in another life cycle. The rule will evaluate true if the item
is currently in the specified life cycle.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Life Cycle

The Life Cycle drop-down list allows you to specify where the system should search for the
item.

Option: Use Related Items For Tasks

The Use Related Items For Tasks option is enabled when the rule’s Target is configured for
related items. When using this option, the On True task list is executed using the related
item(s) as the active item(s).

Item in Particular Queue

Checks for the existence of the active item in a specified queue of another life cycle.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Life Cycle

You can narrow the queues displayed in the Queue drop-down select list by selecting the life
cycle the appropriate queue is within by selecting the life cycle from the Life Cycle drop-down
select list.

Option: Queue
The Queue drop-down list allows you to specify where the system should search for the item.

Note: The rule will evaluate true if the item is currently in the specified queue.

OnBase 18 794
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Use Related Items For Tasks

The Use Related Items For Tasks option is enabled when the rule’s Target is configured for
related items. When using this option, the On True task list is executed using the related
item(s) as the active item(s).

Item in Workflow
Note:This rule is only functional for the Core-based Workflow interfaces.

Checks for the existence of the item across all life cycles in Workflow, or across multiple life
cycles/queues.

Option: Target
In the Target drop-down select list, define whether you want the rule to evaluate the current
document/item in the queue or a related document/item.

If you are configuring the rule for related documents/items, see Related Tab on page 804 for
more information.

Option: Use Related Items For Tasks

The Use Related Items For Tasks option is enabled when the rule’s Target is configured for
related items. When using this option, the On True task list is executed using the related
item(s) as the active item(s).

Option: Anywhere in Workflow

Choose Anywhere in Workflow to determine whether the item is anywhere in Workflow.

Option: In One of the Following Queue(s)

Choose In One of the Following Queue(s) to look for the item in specific queues.
To configure life cycles and queues, click Configure . Select corresponding check box(es) next
to the life cycle(s) or queue(s) in the Select Queues dialog box. When selecting a life cycle, all
queues associated with the particular life cycle are also selected. Click on a queue to de-select
it. Specific queues may also be selected without selecting a life cycle. Once life cycles/queues
have been selected, click OK . The life cycles and queues you have configured will be displayed
in the rule’s configuration.

Item Has Been Owned Longer Than

This rule allows you to check to see if an item has been owned by its current owner in the
specified queue for the specified period of time.

OnBase 18 795
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Owned in Life Cycle

Select the life cycle that the item was owned in from the Owned in Life Cycle drop-down select
list. Only life cycles that support ownership are available for selection.

Option: Queue
Select the Queue that the item resided in. Only queues belong to life cycles that support
ownership are available for selection.

Option: Item has been owned by one User for more than
In the Item has been owned by one User for more than field, enter the number of days, hours or
minutes that you want to check for and select the appropriate unit of measure from the drop-
down select list.

Prompt User with Question Box

Displays a question box and prompts the user to select a button for his or her response. Type
the question to present to the user in the Question Text box in the rule fields section. The
question should be posed to allow for yes/no true/false answers.

Option: Question Text

Click inside the field and type the symbol or click the symbol’s button to add it to the Question
Text .
Select a Keyword Type from the Keyword Type drop-down list and enter the Keyword Type
instance in the Repeat field. Click Keyword and the Keyword Value will appear in the Question
Text .
If you have two values for a Keyword Type, you can add multiple Keyword Types to the
Question Text . Type the number, 2, in the Repeat field, select the Keyword Type from the
Keyword Type field and the Keyword Type will appear twice into the Question Text field.

Symbols Used

Item Symbol Function

Space- - Adds a space, a hyphen, and another space to separate the different
Space symbols ( - ).

Doc Date %D Adds the current document’s date stored value into the system.

User %U Displays the User Name of the user who is currently logged in.

Auto-Name %N Displays the Auto-Name string of the current document.

Time %I1 Adds the time that the current document was stored into the system.
Stored This value cannot be modified.

OnBase 18 796
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Item Symbol Function

Date %D1 Displays the date the document was stored.

Stored

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K#.n Displays the Keyword Value of Keyword Type # n times. For example, %K00101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword . The value in the Repeat field specifies how many instances
of the Keyword Value will be displayed. Entering an * character will pull all
existing Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field
are not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.

%M Extracts metadata values from items. This includes attribute values from
WorkView objects or a field values from an Entity item.
%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

OnBase 18 797
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Symbol Description

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real name of the currently logged in user.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display
the value for the property “Color”, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all

property values will be used.

Note: If a property name has spaces, using %V to display the property value will
not preserve the spaces, and therefore, the property will not be correctly
identified.

The following symbols are not supported in the Classic Client interface:
• %L [life cycle ID]
• %L2 [life cycle name]
• %Q [queue ID]
• %Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the Core-
Based OnBase Client interface.
The question is displayed in the User Interaction window while a document is displayed in the
viewer.

Option: Keyword Type to Store Answer

The response can then be stored as a keyword by selecting a Keyword Type from the Keyword
Type to Store Answer drop-down list.

Note:If the answer is stored in a numeric Keyword Type, the affirm button will store 1 as the
value, the deny button will store 0 as the value, and the abort button will not store any value.
Also, the abort button does not store any value when the answer is stored in an alphanumeric
Keyword Type.

OnBase 18 798
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Prompt Button Text

You can type your own text into the Yes , No and Cancel edit fields or you can choose the
default responses. Whichever option you choose, the question should be worded in such a way
that the buttons clearly answer the question. The button text for these three buttons is limited
to 24 characters.

Option: Cancel Applies Only to Current Task List

When the user selects the abort button, all Workflow processing stops for the current item. If
you would like only the current task to be canceled, check the Cancel Applies Only to Current
Task List check box. The other task lists continue processing with the current item.

Option: Hide Cancel Button

You can also choose to turn off the abort option, which will force the user to affirm or deny the
task, by selecting the Hide Cancel Button check box.

Related Item Does Not Exist

Checks to make sure no related item exist.
For related documents/items configuration information, see Related Tab on page 804 for more
information.

Related Item Exists

Checks for a related item of the same or a different type. Using this rule against the same type
checks for duplicates.
For related documents/items configuration information, see Related Tab on page 804 for more
information.

Option: Use Related Items For Tasks

The Use Related Items For Tasks option is enabled when the rule’s Target is configured for
related items. When using this option, the On True task list is executed using the related
item(s) as the active item(s).

Option: Allow User To Choose Items For Task Execution

Note: The Allow User To Choose Items For Task Execution option is only supported in the
Unity Client.

If the Use Related Items For Tasks option is selected, the Allow User To Choose Items For
Task Execution option is available for selection. If this option is selected, a Workflow user
interaction dialog is displayed when the rule executes. The user can select the item(s) on which
the task should execute from the list of available related items. If no items are selected, the
rule executes as if it found no related items. If the dialog is closed without clicking OK , all
further processing in the task list breaks.

OnBase 18 799
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Evaluate to true when

You can configure this rule to evaluate to true only when a defined number of related items are
found. Select the Operator Type from the drop-down that you want to use to compare the
number of related items found to the specified value. Choose one of the following options:
• Select Constant Value and enter the value in the field if you want to specify a static
number to compare to the number of related items found.
• Select Property and enter the name of the property that will contain the value you
want to use to evaluate against the number of related items found.

Tip: If you want this rule to evaluate to true when any related item is found, select > as the
Operator and specify 0 as a Constant Value .

Run Unity Script

Note: This rule requires the Unity Automation API license.

Allows you to specify a Unity script to run.

Note:This rule is only supported in the Core-based OnBase Client and the Web Client
interfaces.

Option: Script
The Script drop-down select list allows you to select a configured Unity script that will be
executed.

Note: Only published Unity scripts are displayed in the Script drop-down select list.

Option: Refresh item after script has executed

The Refresh item after script has executed option allows you to refresh the item after the
selected script has been executed. The option reloads the item information from the database,
so everything about the item is refreshed, including keyword values, autoname strings, page,
etc. This option is needed when Unity scripts are executed and the item or its properties are
modified and the rules and actions that follow the script execution depend on the updates to
the item. Using this option ensures that once the script completes, the current item is refreshed
in Workflow to update any keyword data and other changes made to the item via the script.
args.ScriptResult is used to define whether the to run the OnTrue or OnFalse task list. The
default value of args.ScriptResult = false.
Additionally, you can create a new script or edit an existing script by selecting the drop-down
button next to the Script field. See Unity Projects on page 851 for more information.

OnBase 18 800
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

WorkView Category

Check Attribute Value

This rule will check a specified attribute’s value against a provided constant value or against a
value saved in a named property.

Note: Calculated attributes are not supported in this rule.

Option: Application
Select the Application from the drop-down select list.

Option: Class
Select the Class from the drop-down.

Option: Attribute Name

Select the attribute you would like to check by clicking the ellipsis ( ... ) button and selecting the
appropriate attribute for the Attribute Name field.

Option: Against Value

To check the value of the attribute with a specific value, select the Against value check box.
You can select the Operator from the drop-down select list that you want to use to evaluate the
selected attribute’s value. Choose one of the following options:
• Constant - Provide a constant value to check against. Enter a hard-coded value in the
field.
• Property - If you will be setting the check value in a named property, specify the
name of the property in the field.

Option: Previous Value was Changed From

If you are configuring a System Task to be used in conjunction with a WorkView event
(OnBeforeDeleteObject or OnBeforeSaveObject), you have the option to check the previous
value of the named attribute. To check a previous value, select the Previous Value was
Changed From check box.
When Any previous value is selected, the attribute will be checked to see if the named attribute
was changed and values do not matter. If you require a more complex check, select the proper
operator from the drop-down select list and provide a Constant value or the name of the
Property against which the previous value should be compared.

OnBase 18 801
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

If you are checking the previous value, you can also request the system to provide a numerical
difference between the original and current values, and to save the resulting number in a
named property by entering the name of the property in the Save numeric difference to
property field. The property that stores this difference can be used to update any type of total
or count attribute that needs to be kept synchronized with the attribute data.

Note: Requesting a numerical difference for an attribute that does not represent a number will
produce an error, as the results are undefined.

Note: If both Against value and Previous Value was Changed From is configured, the Against
value condition is checked first. If it results to true, the Previous Value was Changed From
condition is checked. Both condition checks must evaluate true in order for the rule to evaluate
true.

Note: When checking a relationship attribute for a previous value, the relationship on the
current object is checked; the attribute on the related object itself is not checked. The rule will
evaluate true when the relationship determined by the relationship attribute on the current
object has changed. If the related object’s value that has changed, but the relationship itself
has not changed on the current object, the rule will evaluate false.

Note: When evaluating a new object, this rule will always evaluate false because the object did
not have any previous values.

Check Object Class

This rule will check the current object’s class to determine if it matches a specific class or list
of classes, or some form of extended class related to a specified class.

Option: Object class is in application

Select the application from the Object class is in application drop-down select list.

Option: Object is in a specific Class (optional)

Optionally, select a class from the Object is specific Class (optional) drop-down select list.
The class selected is the class that you wish to check the current object against. If the Object
is specific class (optional) field is left blank, the rule will check the object’s class against any
class in the specified application. It may also be left blank if you are checking against a class
name saved to a named property. If you want to clear the Object is specific class (optional)
selection, click Clear .

OnBase 18 802
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Get class name from property

If you want to check the current object’s class against the class name saved in a property,
select the Get class name from property check box and specify the name of the property to
check.

Note: Typically, the value entered will be a single class name. It is possible for a property to
contain a list of class names to check against. For example, if the named property is
propClassList and the property propClassList contains “class1\class2\class3\lastclass”, the
object’s class will be compared to each of the 4 embedded class names. If any one of the class
names is matched, this rule will return TRUE.

Option: Match any extensions of the specified class

If you select the Match any extensions of the specified class option, the rule will evaluate
TRUE if the current object matched the specified class name or any extensions of this class.

Note: This option is not supported if you include a list of classes via a named property.

Option: Match any siblings of the specified class

If you select the Match any siblings of the specified class option, the rule evaluate TRUE if the
current object matches the specified class name OR any sibling of this class. A sibling class is
defined as any class extended from the same base class as the specified class.

Note: This option is not supported if you include a list of classes via a named property.

Data Set Contains

Checks a value against the values contained in the specified dataset. If the value matches a
value from the dataset, the rule evaluates to TRUE, otherwise it results in FALSE.

Note: Calculated attributes are not supported in this rule.

Option: Application
Choose the Application of the object whose value to will be evaluated.

Option: Class
Choose the Class of the object whose value to will be evaluated.

Option: Data Set

Choose the Data Set to test against from the drop-down select list. All datasets configured in
WorkView are provided in the drop-down select list.

OnBase 18 803
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Against value

Choose the Against value option for the type of value you want to check. The following options
are available:
• Select Attribute and then select the attribute you would like to check by clicking the
ellipsis ( ... ) button and selecting the appropriate attribute for the Attribute field.
When configuring a System Task, the Previous check box is enabled. This option
allows you to get the previous value of the specified attribute from the current object.
If this option is not selected, the current value is used.
• Select Property if you will be setting the checked value in a named property. Specify
the name of the property in the field.
• select Constant if you wish to provide a constant value to check against. Provide a
value in the field.
The following is an example of how this rule could be used. Datasets are configured to divide
the 50 states into regions, where each dataset is named for the region and all the states of that
region are values in the dataset. To test an object that has a State attribute to see if it is in the
“Southwest” region, a Dataset Contains rule can be created specifying the Southwest dataset
and the object’s State attribute.

Object Is New
Note: This rule is only available when configuring System Events.

Used to check the object’s status to determine if it is a new object. This is used in
OnBeforeSaveObject and OnBeforeOpenObject events when different validations must be
applied if the object is new or pre-existing.
If the object is new, the result of this rule is TRUE. Otherwise, it is FALSE.

Related Tab
Related Tab for Unity Life Cycles
When a Unity Life Cycle is configured, the following options are available on the Related tab.

Related Tab
The Related tab is displayed when an rule requires related document to be configured. The
Related tab allows you to configure how related documents are defined.

Option: Portfolio Type

Select this option to use a portfolio type to identify related items for rule and select the
appropriate portfolio type from the drop-down list.

OnBase 18 804
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Portfolio Relation

Select this option to use a portfolio relation to identify related items for rule and select the
appropriate portfolio relation from the drop-down list.

Option: Ad Hoc Portfolio Relation

Click Configure under this option to create a portfolio relation that is specific to this rule. This
portfolio relation cannot be assigned to portfolio types or reused in another action or rule. The
content types available are specific to the item types the rule can evaluate. See Configuring
Portfolio Relations on page 873 for more information.

Option: Lock Related Item

When selected, the related item that the rule is being performed on will be locked by Workflow
and other users will not be able to modify the related item when the rule is being executed.

Related Tab for Standard Life Cycles

When a life cycle is configured to be compatible with versions 11.0 and previous, the following
settings are available on the Related tab.

Related Tab
Caution: The Related tab is displayed when an action requires related document to be
configured. The Related tab allows you to configure how related documents are defined. If the
primary document also meets the requirements of a related document, the primary document is
excluded from related documents results.

Note: When a Workflow rule evaluates related documents, as soon as the rule encounters one
related document that evaluates True for the rule’s condition, the rule evaluates as True and the
True logic is executed. If all related documents evaluate to False, then the False logic is
executed.

Option: Document Handle

This option causes the system to use the value contained in the Document Handle property as
the common denominator between the current and related document. When selected, the
Related Document Type and Common Keyword Types cannot be configured.

Option: Document Type

Select a Document Type from the Related Document Type drop-down list.

Note: If you do not configure Keyword Types, Workflow will not be able to find related
documents.

OnBase 18 805
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Common Keyword Types

After you select the related Document Type, click Common Keyword . The Related Document
Query dialog box opens. To add Keyword Types to the list, select the Keyword Type in the list
and click Add . To remove a Keyword Type from the list, select the keyword and click Remove .
The Document Types with these Keyword Types are evaluated when this action executes.

Note: If all common keywords for the current document contain null values for the common
Keyword Types, Workflow will not find any related documents.

Note: If there is at least one common Keyword Type for the current document that contains a
value, but one or more of the other common Keyword Types have null values on the current
document, the rule will evaluate true if any related document matches the existing value in the
common Keyword Type.

The Search Multiple Values Independently optional check box is used for Keyword Types that
can have multiple values on the current document. If this check box is enabled, a related
document can match any one of the values contained for that Keyword Type on the current
document (as well as the other common keywords designated) for the rule to succeed. To
enable this feature for a common keyword, click the check box to the left of the Keyword Type
name after the common keyword(s) have been added. If this option is disabled, the related
document must match all values for a given Keyword Type if it contains multiple values on a
primary document.

Tip: Common keywords should be configured for a related document rule. Without common
keywords defined, the rule will not evaluate against any documents.

Note: It is not recommended that floating point Keyword Types are used for finding related
items.

Option: Folder Type

This drop-down select list includes all dynamically populated folder types (Dynamic Document
Types/Dynamic Document Type Group folder types). The selected folder type will contain
documents, related to the currently selected document, that will be acted on in Workflow.

Note: Only folder types configured as Workflow folders will be displayed for selection in the
Folder Type drop-down select list.

Note: If there is at least one common Keyword Type for the current document that contains a
value, but one or more of the other common Keyword Types have null values on the current
document, the rule will evaluate true if any folder of the assigned folder type has a matching
value for the common Keyword Type. Common Keyword Types for Folder Types are configured
in Folder Type configuration.

OnBase 18 806
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Related documents can also be determined by document handle when using folder types. For
information about configuring folder types to relate documents by document handle, see
Relating Documents by Document Handle with Folders on page 174.
Option: Associated Primary Document

Note: This option is supported only in the Core-Based Client and Web Client interfaces. The
following message is displayed to the user and the task list is completely aborted when
attempting to execute this in an interface where it is not supported: "The current configuration
for finding related documents is not implemented"

Caution: This option only applies when a Work Folder document has been dragged-and-
dropped to an ad hoc task.

Sometimes access back to the primary document in order to obtain information, for example,
copying keywords from the primary document, is needed while the task list is executing.
The option allows users to relate back to the document that was last selected from the Inbox
when dragging and dropping a document from a Work Folder to an ad hoc task.
If a rule that is configured with this relationship option is executed in any other manner
(traditional ad hoc task execution, System Work, Timer Work, Load Balancing Work or System
Tasks), the following message is displayed in the Diagnostics Console, the rule evaluates to
"False", and the remainder of the task list continues execution: "Relationship type is only valid
for tasks executed via drag and drop from the work folder"

Option: Require All Common Keywords Present on Primary Document

Note: This option is not supported in the Classic Client Workflow interface.

Note: This option is available when searching for related documents by Document Type or by
Folder Type.

When this option is checked, the query logic requires that all configured common keyword
values must be present in order to return matching related documents. If the primary document
does not have all of the common keywords present, the query is aborted and a message is
logged to the Workflow Trace stating that "Related Document Query aborted: primary document
does NOT have all common keywords present".
The following is required for this option:
• Common Keywords must be configured.
• The primary document must have all of the configured common keywords present on
the document in order for the query to run.
• The primary document must have a value for each of the configured common
keywords in order for the query to run.
• This option is not available when searching for related documents by Document
Handle.

OnBase 18 807
©2018
Hyland Software, Inc.
 Workflow
Studio - Workflow Rules

Option: Lock Related Document

When selected, the related item that the rule is being performed on will be locked by Workflow
and other users will not be able to modify the related item when the rule is being executed.

Configuring Life Cycles Compatible with versions

11.0 and Earlier
If you are configuring a rule in a life cycle configured to be compatible with versions of OnBase
11.0 and earlier, an icon is displayed next to the rule to signify if the rule is supported in the
Classic Client interface or in the Core-Based interfaces.
If the rule is supported in the Classic Client interface, the following icon is displayed:

If the rule is supported in Core Services, the following icon is displayed:

For specific support for each interface that is Core-Based, see the description for each action.

OnBase 18 808
©2018
Hyland Software, Inc.
 S TUDIO - NOTIFICATIONS

Configuring Notifications
Notifications are configurable messages that can be sent to users whenever a configured event
or task occurs. Notifications are sent via email, through an internal email system, an external
email system, or through both. You can create general notifications or assign them to specific
items. Additionally, notifications can be configured to keep an archive of all sent notifications.

Note: In order to use notifications, you must have the Hyland Distribution Service properly
installed, configured, and running. See Configuring the Distribution Service on page 1119.

Configuration Overview
The following steps are required to properly configure a notification for use:
1. Create a new notification and configure the subject and recipients. See Creating New
Notifications on page 810.
2. Configure the content of the notification. For plain text notifications, see Creating
Content for Plain Text Notifications on page 823. For formatted notifications, see
Creating Content for Formatted Notifications on page 823.
3. Formatted notifications require testing and publishing. If you created a formatted
notification, see Generating a Test Notification on page 839 and Publishing a Formatted
Notification on page 840.

Note: Formatted notifications require the configuration and usage of a Temporary File Cache.
For more information, see the System Administration module reference guide.

OnBase 18 809
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Creating New Notifications

To create a new notification:
1. Perform one of the following tasks:
• From the Start Page , click Create Notification .
• In the Notifications ribbon, click New .
The New Notification wizard is displayed:

OnBase 18 810
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

2. Click Workflow . The What style of notification would you like to create? screen is
displayed.

3. Depending on the type of notification you want to create, choose one of the following
options:
• Formatted - Allows you to create notifications with formatted text, images, and
hyperlinks.

Note: Formatted notifications are not supported in the OnBase Client Classic Workflow
interface. Formatted notifications cannot be translated using Interface Translations.

• Plain Text - Allows you to create legacy notifications with no text formatting.

OnBase 18 811
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

4. The What do you want to name the notification? screen is displayed.

5. Enter a unique name for the notification in the Name field.

Note: Notification names are limited to 49 characters.

6. In the What life cycle should this notification be associated with? drop-down select
list, select a life cycle, or choose <None> to set this notification as a global notification
that is not scoped to a specific life cycle.
7. Click Next . The Summary is displayed. Review the details to determine if modifications
to the notification are needed. If modifications are needed, click Previous to return to
the previous screen.
Click Cancel to close the wizard without creating a new notification.

OnBase 18 812
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

8. Once the settings for the notification are correct, click Finish to create the notification.
The notification editor is displayed:

The notification editor is an editor that allows you to design a notification using the
Notifications ribbon menu. Upon creation, formatted notifications are marked with
(Draft) in the title tab of the editor. Plain text notifications will not have a (Draft) label in
the title tab.

Note: For plain text notifications, most options in the Notifications ribbon menu are disabled,
as text formatting cannot be added to plain text notifications.

Checking Notifications In and Out

Note: Only formatted notifications can be checked in and checked out.

In order to configure a formatted notification, it must be checked out. If a user does not have a
formatted notification checked out, the user cannot make changes to the configuration of the
notification. While a user has a notification checked out, other users cannot make changes to
the configuration of the notification. Upon creating a new notification, the notification is
automatically checked out.

OnBase 18 813
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Checking In
To check in a notification:
1. In the Repositories pane within the Notifications tab, select the notification you want to
check in, right-click and select Check In .
If edits were made and the repository was not saved, a message stating The
notification has been modified and must be saved before it can be checked in is
displayed.
2. Click OK .
3. On the Home tab, click Save .
4. Repeat step 1, if necessary.
After saving the repository, you can check in all notifications in a repository by right-clicking on
a notification in the Repositories pane and selecting Check In All .
In addition, when you close OnBase Studio, all notifications are automatically checked back in.

Checking Out
To check out a notification, complete one of the following tasks:
• In the Repositories pane within the Notifications tab, select the notification you want
to check out, right-click and select Check Out .
• With the notification selected in the Repositories pane, within the Notifications tab,
that you want to check out, click the check out link in the Properties pane.

Configuring the Subject

In the General tab of the notification’s Properties pane, enter the subject line you would like to
be used in the notification in the Subject field. Use the Insert button to insert symbols that
represent data in the system.

Tip: You can insert a keyword by pressing Alt + K on the keyboard or insert a property by
pressing Alt + P on the keyboard.

The following tokens are available:

Option Description

%D - Document Date Displays the Document Date. This value can be changed.

%N - Document Name Displays the name of the document.

%# - Document Handle Displays the Document Handle of the current document.

%D1 - Document Date Stored Displays the date that the document was stored. This value
cannot be changed.

OnBase 18 814
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Option Description

%I1 - Document Time Stored Displays the time that the document was stored. This value
cannot be changed.

%L - Life Cycle ID Displays the life cycle number of the current document.

%L2 - Life Cycle Name Displays the life cycle name of the current document.

%Q - Queue ID Displays the queue number of the current document.

%Q2 - Queue Name Displays the queue name of the current document.

%K - Keyword Displays a configured Keyword Value. When this is initiated, the

Insert Keyword dialog box is displayed.
Select the Keyword Type from the drop-down select list that
you want to insert.
If the keyword type has multiple values on a document, specify
the number of occurrences of the keyword value by entering a
value in keyword value by entering a value in the Repeat field.
You can choose to format Keyword Values by selecting the
appropriate option from the Formatting drop-down select list.
Options include Capitalize (capitalizes the first word of the
value), Capitalize Words (capitalizes the first letter of each
word in the value. If a word has an apostrophe in it, the letter
after the apostrophe will not be capitalized.), Uppercase (all
character in value are capitalized), or Lowercase (all characters
of value are lowercase).
Click OK when finished.

%U - User Displays the user name of the currently logged in user.

%R - User Real Name Displays the real name of the currently logged in user.

OnBase 18 815
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Option Description

%V - Property Displays the value of a configured Workflow property. When this

is initiated, the Insert Property dialog box is displayed.
Enter the Property Name in the field.
You can choose to format property values by selecting the
appropriate option from the Formatting drop-down select list.
Options include Capitalize (capitalizes the first word of the
value), Capitalize Words (capitalizes the first letter of each
word in the value. If a word has an apostrophe in it, the letter
after the apostrophe will not be capitalized.), Uppercase (all
character in value are capitalized), or Lowercase (all characters
of value are lowercase).
Click OK when finished.
In the Core-based interfaces, if a property contains an array of
values, all property values will be used.

Note: If a property name has spaces, using %V to display the

property value will not preserve the spaces, and therefore, the
property will not be correctly identified.

Archived Notifications
Notifications can be configured to automatically save a copy of the notification to a configured
Document Type once it is sent, along with any attachments, for later retrieval.
Archived notifications can be retrieved by searching for the Document Type that was
configured to archive the notifications.

OnBase 18 816
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Archived Notifications Keyword Types

Certain Keyword Types are pre-configured for use with Archived Notifications. See the table
below for more information on these System Keyword Types:

Note: If the Use Local Time for Mail Date Keywords Global Client Setting is not selected, time
and date keywords are stored in UTC (Coordinated Universal Time) format.

Keyword Type Description

MAIL Attachment This Keyword Type is used to store the number of attachments on the
Count email message.

MAIL Attachment This Keyword Type is used to store the name of the email attachment or
Name file.

Note: If the MAIL Attachment Name Keyword Type is assigned to the

Document Type used for email messages, each email message will be
indexed with each attachment name as a separate Keyword Value. If the
MAIL Attachment Name Keyword Type is assigned to the Document
Type used for attachments, each attachment will be indexed with its own
attachment name.

Note: Illegal characters in attachment names are replaced with

acceptable alternatives.

MAIL Bcc This Keyword Type is used to store the value in the Blind Carbon Copy
field of the email as it is displayed to the user.

Note: If there is not a Bcc recipient configured for the notification, the
MAIL Bcc Keyword Type will not be updated.

MAIL Cc This Keyword Type is used to store the value in the Carbon Copy field of
the email as it is displayed to the user.

Note: If there is not a Cc recipient configured for the notification, the

MAIL Cc Keyword Type will not be updated.

MAIL Cc Address This Keyword Type is used to store the email address in the Carbon Copy
field of the email.

Note: If there is not a Cc recipient configured for the notification, the

MAIL Cc Address Keyword Type will not be updated.

OnBase 18 817
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Keyword Type Description

MAIL Status This Keyword Type is used to store the status of the notification as it
moves through the archival process. The value of the MAIL Status
Keyword Type can be one of the following values:
• Archived - The task to send the notification was executed
successfully, and the notification was archived.
• Pending - The Hyland Distribution Service has received the request
and is in the process of sending the notification.
• Success - The Hyland Distribution Service has successfully sent the
notification.
• Error - The Hyland Distribution Service was unable to successfully
send the notification.
MAIL Subject This Keyword Type is used to store the value contained in the Subject
field of the email.
MAIL To This Keyword Type is used to store the value stored in the To field as it is
displayed to the user.
MAIL To Address This Keyword Type is used to store the email address in the To field of
the email.

Note: The MAIL Certified , MAIL From , MAIL From Address , MAIL Return Path , MAIL
MessageID, and MAIL State Keyword Types are not supported for use with archived
notifications. MAIL Date and MAIL DateTime are not automatically populated because the date
and datetime are stored as the value of the time of execution and not the time that the
message is sent.

Caution: System Keyword Types should not be included in Multi-Instance Keyword Type
Groups. Doing so will cause documents to be improperly indexed. Additionally, the MAIL To
Address , MAIL Cc , MAIL Cc Address , and MAIL Attachment Name Keyword Types should not
be included in Keyword Type Groups because only the last value will be indexed.

Configuring Archived Notifications

To configure archived notifications:
1. In the General tab of the notification’s Properties pane, select Archive Notifications .
2. In the Document Type drop-down select list, select the Document Type that will store
the archived notification.

Caution: The Document Type that will store the archived notification cannot be the same
Document Type as the working document.

Note: If the Archive Notifications option is selected, you must choose a Document Type. If
there is no Document Type selected, the notification will not be archived.

OnBase 18 818
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

3. If you want any attachments to be archived, select Archive Attachments .

4. If you want the archived notification Document Type to inherit Keyword Values or
property values from a work item in Workflow, click Keyword Mapping to display the
Archive Keyword Mapping dialog. Keyword Values or property values are inherited by
mapping the value of a Keyword Type or a property on a work item in Workflow to a
Keyword Type on the archived notification Document Type.
5. To add a Keyword Mapping, click Add . The Keyword Mapping dialog is displayed.
6. Select a Destination Keyword Type from the drop-down select list.
7. To select a source for the Keyword Value, select either a Keyword Type from the drop-
down select list, or enter a Property Name in the field. Click OK when finished, or Cancel
to close the dialog without saving any changes. You can modify or delete a Keyword
Mapping by selecting an item from the list and clicking Modify or Delete .
8. Save the notification.

Configuring Recipients
Recipients are the users who will be receiving the notifications, either through internal email or
to an external email address. Notification recipients are configured in the Recipients tab of the
Properties pane.
To configure recipients:
1. Different types of recipients can be configured for a notification from the Type drop-
down select list and then populating the Mail Recipient field appropriately:
• Address : Allows you to specify an external email address to be used for the
notification. Enter the email address in the Mail Recipient field.

Note: Recipients that are configured as email addresses must be unique.

Note: Spaces are removed from email addresses.

• Keyword Type : Takes the value of that Keyword Type on the current item, and uses
that as the address to send the notification. The Keyword Value could be a user or an
external mail address, if your system has external mail enabled. The Keyword Value
must contain a valid email address to send the notification via external mail. The
Keyword Value can contain multiple addresses, separated by a comma or a
semicolon. Select the Keyword Type in the Mail Recipient drop-down select list.
• Load Balancing Members : When selected, the Mail Recipient field displays a drop-
down select list containing all of the load balancing queues in the system. Adding a
queue assigns the load balancing user group(s) to the recipient list. For external
notifications, if the user that is assigned to the document (or to all members of the
user group that item is assigned to) in the Client has an e-mail address configured
(select Users | User Names/Passwords and click Settings in the Configuration
module), an email will be sent to the specified address.

Note: Queues configured as Match Keyword to User Name queues are not in the list of
available queues in the drop-down select list.

OnBase 18 819
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

• Owner: When selected, the Mail Recipient drop-down select list is populated with
queues that are configured for ownership. When this option is selected, a notification
will be sent to the owner of the current item.
• Property (Session): Takes the value of a property specified on the current item and
uses that as the address to send the notification. This is a session based property.
Enter a property name in the Mail Recipient field.

Note: The Property recipient option is not supported for the Classic OnBase Client Workflow
Interface.

• Role : When selected, a drop-down select list containing configured roles in the
system is displayed for configuration. Select a role from the Mail Recipient drop-
down select list.

Note: The Role recipient option is not supported for the Classic OnBase Client User Interface.

• User : When selected, sends the notification to specific users. Select a user from the
Mail Recipient drop-down select list.

Note: If a user is deleted in OnBase, the notification will not be sent to that user. Deactivated
users are not available for selection.

• User Group : When selected, everyone who is a member of the user group receives
the notification. Select a user group from the Mail Recipient drop-down select list.

Caution: In the Mail Recipient field, extra characters, such as '[', ']', '<', '>', will cause
notifications to not be sent properly. Using prefixes such as "mail:" and "fax:" before email
addresses will cause notifications to not be sent properly.

2. Choose whether the notification will be sent internally or externally:

• To send the notification internally, you must select the Internal mail option before
clicking Add . Only plain text notifications can be sent internally.

Note: When sending internal notifications, if no keyword on the notification is a valid OnBase
user name, the notification will not be sent. This will happen even if a valid email address is
present.

Note: Only plain text notifications can be sent internally.

Note: Internal notifications are restricted to 250 characters in length.

OnBase 18 820
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

• To send the notification externally, select the External mail option before clicking
Add .

Note: The size of formatted notifications is limited only by the mail server. Very large
notifications may affect performance.

Note: Formatted notifications can only be sent externally.

• When sending an external notification, an email address must be present for the
notification to be sent. OnBase will not attempt to match email accounts with
internal user names. However, OnBase will attempt to match internal user names
with email accounts.
• To send the notification both internally and externally, select Both .

Note: Only plain text notifications can be sent both internally and externally.

• If you have selected Both or External mail , you can select the External Type of
message to send, either To , Cc , or Bcc .
3. Once a type has been configured, click Add .

Note: The Add button is disabled if a valid type has not been selected and valid information
has not been entered or selected.

4. Multiple types of recipients can be combined, allowing the notification to be sent to

everyone in a user group, a user who is not in that group, a user name or address
specified in a Keyword Value or any combination of these by repeating steps 1 through
3 for each type required. If a recipient is a member of multiple groups on the recipient
list, only one message is sent.

Note: If an invalid email address/distribution list is included for an external notification, the
invalid addresses are ignored and the email is sent to any valid addresses/distribution lists.

You can remove one or more configured recipients by selecting one or more recipients
in the list, and clicking Remove . You can select multiple recipients by pressing the CTRL
key on the keyboard while clicking on a recipient, or you can press CTRL + A to select all
of the recipients in the list after selecting one recipient in the list.

Configuring Settings
You can configure other settings, such as how you want notifications to display multiple
Keyword Types, or how you want notifications to handle attachments. Settings for notifications
are configured in the Settings tab.

OnBase 18 821
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To configure settings:
1. Select the Settings tab.
2. If you are configuring multiple values for a Keyword Type to display, you can specify the
characters that separate the values using the Separator and Last Separator drop-down
lists. The options are a dash (-) , a comma (,) , and , and or . The Last Separator drop-
down specifies the separator displayed between the last two values. Alternately, you
can enter custom separators in the fields.
3. If you are licensed for Integration for Microsoft Outlook 2010, Integration for Microsoft
Outlook 2013, or Integration for Microsoft Outlook 2016 and you want users to be able
to perform ad hoc tasks from Outlook e-mail notifications, select Add Outlook Header .

Note: Ad hoc tasks for queues configured with the Auto-Feed or Exclusive Viewing options are
not available in Outlook e-mail notifications. Ad hoc tasks for load balancing queues are only
available when the document is assigned to the logged in user.

Note: When notifications are sent from an action within a system task, Outlook header
information is not sent.

4. If you want to send the item as a file attachment, select Document from the Send
Attachments as drop-down select list.
5. If you want to send the item attached as a Unity Pop URL and for the URL to open in a
new window, select Unity Pop Using a New Window from the Send Attachments as
drop-down select list. The notification will be sent via the Distribution Service and the
attachments will be sent as Unity Pop URLs.
6. If you want to send the item attached as a Unity Pop URL and for the URL to open in the
Workflow interface, select Display Using the Workflow Layout . The notification will be
sent via the Distribution Service and the attachments will be sent as Unity Pop URLs that
will open within the Workflow interface.
7. If you have a Secure Packaging license, you also have the option to send the attachment
as a Secure Package .

Cut, Copy, and Paste in Notifications

The clipboard can be used to cut, copy, or paste content to or from a notification.

Note: Content from formatted notifications cannot be pasted into plain text notifications.

To cut content from a notification:

1. Select content in the notification editor.
2. Click Cut in the Clipboard ribbon group of the Notifications ribbon.
To copy content in a notification:
1. Select content in the notification editor.
2. Click Copy in the Clipboard ribbon group of the Notifications ribbon.

OnBase 18 822
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To paste content in a notification:

1. Select an insertion point in the notification editor.
2. Click Paste in the Clipboard ribbon group of the Notifications ribbon.

Note: Formatted content from other editors may not display properly when pasted in the
notification editor. Review the pasted content and adjust formatting as necessary. Text and
images should be copied and pasted into the editor separately.

Creating Content for Plain Text Notifications

If you are creating a plain text notification, enter text into the notification editor and save the
repository when finished. Plain text notifications do not require publishing and are ready for
use.

Creating Content for Formatted Notifications

If you are creating a formatted notification, you can add images, formatted text styles and
numbered and bulleted lists, hyperlinks, and tables.

Note: Formatted notifications do not render HTML tags. Any HTML code used in a formatted
notification will be displayed as text. If an existing notification uses HTML formatting, it is
recommended to use a plain text notification.

Inserting an Image
Note: Plain text notifications cannot contain images.

To insert an image in a notification, complete the following steps:

1. Select an insertion point in the notification.
2. Click Insert Image in the Insert ribbon group of the Notifications ribbon menu. The
Open dialog box is displayed.

OnBase 18 823
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

3. Browse to the image you want to insert. The following image file formats are supported:
• BMP
• GIF
• JPEG
• PNG
• TIFF

Note: Resizing of images is not supported after they have been inserted into the editor.

Note: If you insert an image larger than 5 KB, a The image you’re inserting is very large and
could be a problem for some email systems. Would you like to insert it anyway? message is
displayed.

4. Click Open . The selected image is inserted into the notification.

Formatting Text
Notifications can have varied text formatting. Text font, color, weight, alignment, and size can
be modified to create custom text formatting in notifications. The following sections describe
the various ways in which text can be altered.

Font
To change the font of new text, choose a font from the drop-down select list in the Basic Text
ribbon group of the Notifications ribbon menu. The default font is Calibri.
To change the font of a selection of existing text, select the text you want to change before
choosing a new font in the drop-down select list. The new font is applied only to the selected
text.

Note: When configuring formatted notifications, you must select the font you want to use
within the editor. Copying a font from outside the editor and pasting it into the editor will not
maintain the character encoding and may result in unexpected behavior.

Size
To change the size of new text, choose a size from the drop-down select list in the Basic Text
ribbon group of the Notifications ribbon menu. The default font size is 11.
To change the size of existing text, select the text you want to change before choosing a new
size in the drop-down select list. The new size is applied only to the selected text.

Font Color
To change the color of text:
1. Select an insertion point in the notification, or select existing text you want to format.
2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.

OnBase 18 824
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

3. Click the Font Color drop-down select list:

Hover over a color to preview your selection, then select a color.

Style
The style of notification text can be altered. Font can be bolded, underlined, or italicized.
To bold, underline, or italicize font:
1. Select an insertion point in the notification, or select existing text you want to format.
2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.
3. Select one or more the following options:

Button Description

Select the Bold button to bold text.

Select the Italic button to italicize text.

Select the Underline button to underline text.

Styles can be removed from text by selecting the text, then deselecting the style buttons.

Alignment
You can change the alignment of notification text from the default left-alignment.
To change the alignment of text:
1. Select an insertion point in the notification, or select existing text you want to format.
2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.
3. Select one of the following options:

Button Description

Select the Left Alignment button to left-align text or images.

OnBase 18 825
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Button Description

Select the Center Alignment button to center-align text or images.

Select the Right Alignment button to right-align text or images.

Select the Justified Alignment button to justify text.

Indentation
Text indents can be increased or decreased incrementally. To increase or decrease the
indentation of text:
1. Select an insertion point in the notification, or select existing text you want to format.

Note: The indentation of text, table text, hyperlinks, numbered or bulleted lists, and images can
be changed.

2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.
3. Select one of the following options:

Button Description

Select the Increase Indentation toggle button to indent text. Text is indented in
increments. Click Increase Indentation again to indent text further.

Select the Decrease Indentation toggle button to reduce the indent of text. Text
indentation is decreased in increments. Click Decrease Indentation again to
decrease indentation further.

List Styles
Text can be arranged into various list styles. Bulleted lists can be created with various bullet
styles and numbered lists can be created with various number and letter styles.
To create a bulleted list:
1. Select an insertion point in the notification, or select existing text you want to format.
2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.
3. Click the Toggle Bullet Points drop-down select list:

OnBase 18 826
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

4. Select a bullet style. The following bullet styles are available:

Bullet Icon Description

Bullet

Circle

Square

To create a numbered list:

1. Select an insertion point in the notification, or select existing text you want to format.
2. Navigate to the Basic Text ribbon group of the Notifications ribbon menu.
3. Click the Toggle Numbering drop-down select list:

4. Select a numbering style. The following numbering styles are available:

• Decimal
• Lower Letter
• Lower Roman
• Upper Letter
• Upper Roman
To remove a bullet or list style, select text, then deselect the Toggle Bullet Points or Toggle
Numbering button.

Page Color
The color of the notification background can be changed. This color fills the entire rendered
page.
To change the page color in a notification:
1. Click Page Color on the Notifications ribbon menu.
2. Select a color from the menu.
The notification background changes to the selected color.

Note: The default page color is white.

OnBase 18 827
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Tables
Tables can be added to notifications for additional formatting.

Inserting a Table
To insert a table:
1. Select an insertion point in the notification.
2. In the Insert ribbon group of the Notifications ribbon menu, click the Table drop-down
select list. The following options are available:

Drawing a Table
To draw a table:
1. Drag the mouse over the number of table rows and columns you want to create. For
example, if you want to create a table with four rows and five columns, drag the mouse
until four rows and five columns are highlighted as follows:

Creating a Custom Table

To create a custom table:
1. Select Insert Custom Table . The Create a Custom Table dialog box is displayed:

OnBase 18 828
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

2. Specify the number of Rows and Columns the table will have in the fields provided.
Tables have a maximum size of 10 rows and 10 columns.
3. Choose a size option for the table:
• AutoSize To Window - Select this option to fit the table to the size of the rendered
window.
• Custom Table Width - Enter an amount in inches to set a custom table width.

Note: The maximum width for a table is 22 inches.

•Fit To Content - Select this option to create a table that is sized according to its
content and expands as content is added.
4. Click OK .

Tip: Tables of predefined sizes (1x1, 2x2, 3x3, 4x4, and 5x5) can be added by right-clicking in a
notification, selecting Insert Table... , then selecting a table size.

Resizing a Table
Once inserted, tables can be adjusted in several ways.
To adjust the height of a row:
1. Hover over the table row divider until the cursor displays vertical arrows:

2. Click and drag the table row divider to the desired position.
3. Release the mouse.
To adjust the width of a column:
1. Hover over the table column divider until the cursor displays horizontal arrows:

OnBase 18 829
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

2. Click and drag the table column divider to the desired position.
3. Release the mouse.
To adjust the entire table size:
1. Hover over the lower-right corner of the table until the cursor displays diagonal arrows:

2. Click and drag the table to the desired size.

3. Release the mouse. All columns and rows are adjusted accordingly.

Deleting Table Content

To delete content from within a table:
1. Select the table cell, row, or column from inside the table cell, row, or column.
2. Press Backspace or Delete on the keyboard.

Deleting Tables
To delete table rows or entire tables:
1. Select the table or table row from outside the table.
2. Press Backspace or Delete on the keyboard

Hyperlinks
Inserting a Hyperlink
Formatted hyperlinks can be added to notifications to include seamless links with custom
display text. Images can also be configured as hyperlinks.

OnBase 18 830
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To insert a hyperlink:
1. Select an insertion point in the notification.
2. In the Insert ribbon group of the Notifications ribbon menu, click Insert Hyperlink .
The Insert Hyperlink dialog box is displayed:

3. Enter display text in the Content field. This is the clickable text that will appear in the
notification.
You can select an image as the clickable content instead of entering text. To create an
image hyperlink, click Image . The Open dialog box is displayed. Browse to the image
you want to use for the link, then click Open .
4. Enter a valid URI in the Address field.
5. Click OK .
Existing text or images can be used to create a hyperlink. The selected text becomes the
clickable display text of the hyperlink. When using existing text to create a hyperlink, create the
hyperlink before formatting the text. Creating a hyperlink automatically formats text in a
specific way, and existing formatting is overridden.
To create a hyperlink from existing text or an existing image:
1. Select the text or image you want to use for the hyperlink.
2. In the Insert ribbon group of the Notifications ribbon menu, click Insert Hyperlink .
The Insert Hyperlink dialog box is displayed:

The selected text or image is displayed in the Content field.

3. Enter a valid URI in the Address field.
4. Click OK .

OnBase 18 831
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Once a hyperlink has been created, you can test it in the notification editor. To view the address
of a hyperlink, hover over an existing hyperlink. To test the hyperlink, hold CTRL and click the
hyperlink.

Editing a Hyperlink
Existing hyperlinks can be modified, corrected, or removed as needed.
To edit an existing hyperlink:
1. Select an existing hyperlink in the notification.
2. In the Insert ribbon group of the Notifications ribbon menu, click Insert Hyperlink .
The Insert Hyperlink dialog box is displayed:

The current display text is shown in the Content field and the URI is shown in the
Address field.
3. Edit the Content and Address fields as needed.
4. Click OK .
To remove a hyperlink:
1. Select an existing hyperlink in the notification.
2. In the Insert ribbon group of the Notifications ribbon menu, click Insert Hyperlink .
The Insert Hyperlink dialog box is displayed:

3. Click Remove Link . The display text remains in the notification content, but the
hyperlink is removed.

OnBase 18 832
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Configuring Tokens
Tokens can be inserted into plain text and formatted notifications. These tokens will display
document, queue, or life cycle properties when they are sent.
To insert tokens:
1. Select an insertion point in the notification
2. In the Insert ribbon group of the Notifications ribbon menu, click the Tokens drop-down
select list.
3. Select a token to insert. The following tokens can be used:
• %D - Document Date
• %N - Document Name
• %# - Document Handle
• %D1 - Document Date Stored
• %I1 - Document Type Stored
• %L - Life Cycle ID
• %L2 - Life Cycle Name
• %Q - Queue ID
• %Q2 - Queue Name
• %K - Keyword
The Insert Keyword dialog is displayed.

Select the Keyword Type, enter the number of repetitions, and select the
formatting. Click OK when finished, or click Cancel to cancel.
The following formats are available: <None> , Capitalize , Capitalize Words ,
Lowercase , and Uppercase .
• %U - User
• %R - User Real Name

OnBase 18 833
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

• %V - Property
The Insert Property dialog is displayed.

Enter the Property Name and select the formatting. Click OK when finished, or
click Cancel to cancel.
The following formats are available: <None> , Capitalize , Capitalize Words ,
Lowercase , and Uppercase .
• WorkflowPop
The WorkflowPop Configuration dialog box is displayed.

Select a protocol, either HTTP or HTTPS, and enter the Server Name and the
Virtual Root . Click OK when finished, or click Cancel to cancel.
• DocPop
The DocPop Configuration dialog is displayed.

OnBase 18 834
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Select a protocol, either HTTP or HTTPS, and enter the Server Name and the
Virtual Root . Click OK when finished, or Cancel to cancel.
• Upop
The Upop configuration dialog is displayed.

Select a type from the Type drop-down select list, either Workflow or WorkView.
If you selected Workflow, chose one of the following options from the Mode drop-
down select list:
• Queue - Creates a Upop link to a queue.
• Work Item in Queue - Creates a Upop link to a work item in a queue.

Note: If you selected WorkView, the Upop link will automatically link to a WorkView object by
its ID.

For more information about configuring Upop links, see Formatting Upop Links on
page 836.

OnBase 18 835
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

• EMBED
%EMBED() is inserted into the notification. You can insert a URL inside the
parentheses that will function like a standard DocPop link.

Note: EMBED tokens cannot be inserted within another EMBED token.

Note: Text inserted into the EMBED token cannot contain parentheses or line breaks.

Formatting Upop Links

Customized Upop URI links can be configured to open a specific life cycle, queue, or work item
when they are clicked. A customized Upop URI link contains parameters for the life cycle ID,
queue ID, content type of the desired work item, as well as the work item’s item ID and class ID.
The parameters are formatted to create a custom Upop URI link, as shown here:
onbase://wf/lc/?LifeCycleID=106&QueueID=113&WorkItem=Document_2555_0
When creating a custom Upop URI link, you must configure the parameters listed in the
following table.

Parameter Description

LifeCycleID= The ID of the life cycle.

Example: ?LifeCycleID=106

QueueID= The ID of the queue.

Example: &QueueID=113

WorkItem= The content type, item ID, and class ID of the work item.
Example: &WorkItem=Document_1234_0
The following list describes the possible content types:
• Document - Document Type
• Folder - Folder Type
• WorkviewItem - WorkView Object
• MedicalChart - Medical Chart Work Item
• EntityItem - Entity Item Type
• EISMessageItem - EIS Messaging Item Type

Splitting the Editor Pane

When creating longer notifications that require scrolling, it may be useful to split the editor
pane so that multiple sections of the notification can be viewed at the same time.

OnBase 18 836
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To use the splitter, with a notification open in the editor, click and drag the splitter button in the
top right corner of the editor pane.

OnBase 18 837
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

As you drag the button down, it will become a bar that splits the editor pane into two mirror
images.

Any content in the notification will be mirrored between the two panes, and any changes made
in one pane will be made in the other.

Reverting Changes to Notifications

If you change the configuration of a notification, you can revert the changes before you save
the repository. Upon change of a notification, OnBase Studio will display this in the Properties
pane.

Click the here link to revert the changes before saving the repository.

Converting Plain Text Notifications to Formatted

Notifications
Note: You cannot convert a plain text notification if it is being used by Workflow. Ensure that
the notification is not used by any actions or rules, and then the plain text notification can be
converted to a formatted notification.

OnBase 18 838
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

You can convert existing plain text notifications to formatted notifications.

Note: Formatted notifications cannot be converted to plain text notifications.

To convert a plain text notification to a formatted notification:

1. With a plain text notification opened, click Convert to Formatted in the Options ribbon
group of the Notifications ribbon.
2. A message is displayed with the following statement: The conversion to a formatted
notification is permanent. Any changes will need to be saved after conversion.

Caution: Converting a plain text notification to a formatted notification is permanent. Once you
have made any changes to the formatted notification and save the repository, you will not be
able to convert it back to a plain text notification.

3. Click OK to continue with the conversion. The converted formatted notification is

displayed in the notification editor.
4. To finish the conversion, save the repository.
5. After converting a plain text notification, the new formatted notification needs to be
published.

Editing an Existing Notification

To open or edit an existing notification:
1. Navigate to the Notifications tab in the Repositories pane.
2. In the tree view, double-click the notification you want to edit.
The notification is opened in the notification editor.

Renaming a Notification
Existing notifications can be renamed. To rename a notification:
1. In the tree view, select the notification you want to rename.
2. Right-click the notification, then click Rename .
The notification name becomes an editable text field.
3. Enter a new name for the notification, then press Enter .

Note: The notification name must be unique within the life cycle.

Generating a Test Notification

Note: Generating a test notification and sending it to a recipient requires a properly installed,
configured, and running instance of the Hyland Distribution Service. For more information, see
Configuring the Distribution Service on page 1119.

OnBase 18 839
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Before publishing and implementing a formatted notification in a life cycle, it is recommended

to test the notification to determine if it sends and displays as intended.
Any tokens configured in the notification will not be expanded in the test notification.

Note: You cannot generate a test for a plain text notification.

To generate a test of a notification:

1. With the draft version of a formatted notification open and checked out, click Generate
Test , located in the ribbon of the Notifications tab.
The Generate Test Notification dialog is displayed.

2. Enter the recipient e-mail address in the field.

If you want the current published version of the notification to send instead of the draft,
select Send Published Version .
3. Click OK . If the notification sent successfully, a message is displayed: Test notification
successfully sent to <e-mail address> .

Publishing a Formatted Notification

Formatted notifications are initially created as draft versions and prior to use must be
published.

Note: Unpublished formatted notifications cannot be used by Workflow actions and rules.

Note: Published versions of notifications are read-only and cannot be edited.

OnBase 18 840
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To publish a formatted notification:

Note: The notification needs to be saved prior to publishing a notification. If the notification
has not been saved, a message is displayed: The notification cannot be published until the
repository has been saved. Do you want to save the repository? Click to Yes to save the
repository, or click No to cancel publishing the notification.

1. With a formatted notification opened and checked out, in the ribbon of the Notifications
tab, click Publish .
2. The Comments dialog is displayed.

Note: Comments are limited to 250 characters. The following characters are not permitted in
the Comments field: ? , : , \ , / , * , " , " , < , > , | , = , and # .

3. Enter a description of the notification or any comments relating to it.

Note: The field cannot be left blank.

Click OK to publish the notification.

4. Click Cancel to close the dialog and cancel publishing the notification.
5. A Notification published message is displayed.

Using Versions of a Formatted Notification

You can have multiple versions of the same notification in order to track any changes made or
to revert to previous versions. After a formatted notification has been published for the first
time, there are always at least two versions: a (Draft) version and a (Published) version. After a
new version of a formatted notification is published, the previous version is marked as
(Inactive) . Versions of formatted notifications are found in the Versions dialog.

OnBase 18 841
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

To view the Versions dialog:

1. In the Notifications tab of the Repositories pane, right-click a formatted notification to
access the right-click context menu. Click Versions .

OnBase 18 842
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

2. The Versions dialog is displayed.

3. To open a previous version of the notification, select it from the list and click OK .
Click Cancel to close the dialog without selecting a different version.
4. The selected version is opened and displayed in the notification editor with the label
(Inactive) in the title bar.

Note: The inactive version of the notification is read-only and cannot be edited.

You can promote the current published or an older inactive version of a notification to the draft
version in order to publish it as the active version or to make changes and then publish it.
To promote a published or inactive version to the draft version:
1. With a published or an inactive version of a notification open and checked out, in the
ribbon of the Notifications tab, click Promote to Draft .
2. A message is displayed with the text The current draft for this notification will be
replaced with this version. Are you sure you want to continue?

Caution: The current draft will be replaced with the new version.

3. Click Yes to replace the current draft with the inactive version.
Click No to cancel the promotion.
4. The published or inactive version of the notification will be displayed as a draft in the
notification editor.

OnBase 18 843
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

Spell Check
You can check the spelling of plain text notifications. Spell checking is enabled in Studio
Options . For more information on enabling spell checking, see Spell Check on page 928.

Note: Spell checking is not available for formatted notifications.

To spell check plain text notifications:

1. With a plain text notification open in the notification editor, in the Options ribbon group
of the Notifications tab, click Spell Check .
2. The Spell Check dialog is displayed.

3. Evaluate the highlighted word to determine if it is misspelled.

4. If the word is not misspelled, click Ignore to accept that instance of the word, or Ignore
All to accept all instances of the word in the notification.
5. If it is misspelled, you can choose one of the suggestions listed.
Click Change to change the single instance of the misspelled word.
Click Change All to change every instance of the misspelled word to the selected
choice.
6. If the desired word is not listed in the suggestions, you can enter your own text in the
Use this instead: field.
7. Once you are finished checking the notification, click OK to close the dialog.

Supported Dictionaries
The following localized dictionaries are available for Spell Checking:
• US - English
• UK - English

OnBase 18 844
©2018
Hyland Software, Inc.
 Workflow
Studio - Notifications

• Canada - English
• Australia - English
• Portugal - Portuguese
• Brazil - Portuguese
• Germany - German
• France - French
• Netherlands - Dutch
• Spain - Spanish

Notification Shortcuts
The following keyboard shortcuts can be used in the Notification editor:

Shortcut Description

Ctrl + C Copies selected content in the editor.

Ctrl + V Pastes copied content in the editor.

Ctrl + X Cuts selected content in the editor.

Ctrl + B Bolds text.

Ctrl + U Underlines text.

Ctrl + I Italicizes text.

Tab Indents text.

Shift + Tab Decreases text indent.

Ctrl + L Left-aligns text or images.

Ctrl + E Center-aligns text or images.

Ctrl + R Right-aligns text or images.

Ctrl + J Justifies text or images.

Alt + K Displays the Insert Keyword dialog box.

Alt + P Displays the Insert Property dialog box.

OnBase 18 845
©2018
Hyland Software, Inc.
 S TUDIO A DMINISTRATION

Overview
This chapter contains general administrative tasks within OnBase Studio, such as connecting
to repositories, the creation of Unity Projects, and the configuration of OnBase Studio Options,
which allow you to configure an environment that is best suited to your needs.

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

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

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

OnBase 18 846
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

To open a database connection repository:

1. Database connection repositories are opened via the Connect dialog box. Open the
Connect dialog box in one of two ways:
• Launch OnBase Studio. The Connect dialog box is displayed on startup.
• If OnBase Studio is already connected to a repository, click Connect in the Home
ribbon menu to open another repository.
The Connect dialog box is displayed.

OnBase 18 847
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

• Via a direct local connection to the database - Select Local if you want to connect
to the database directly without the use of an Application Server. If your solution
does not include an Application Server, select Local as your connection type. The
Local connection type also allows you to work in a repository while Application
Servers are offline. A Local connection requires the configuration of connection
strings for OnBase Studio. For more information on configuring connection
strings, see Connection Strings in Web.config on page 7.
• Via an Application Server - Enter or select an Application Server URL in the
Connection Type drop-down select list to connect to the database via an
Application Server. Connect via an Application Server if you do not have direct
access to the database.

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

Note: Studio does not support remoting as a communication method for the Application
Server. SOAP must be used. Ensure that the full Application Server URL to the service page
uses Service.asmx .

3. Enter a Data Source or select one from the drop-down select list. When Local is
selected as the connection type, the Data Source list is populated with all available data
sources. When connecting via an Application Server, the data source entered is saved
as an option in the Data Source drop-down select list for future selection once you have
connected successfully.

OnBase 18 848
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

4. Select an Authentication Type from the drop-down select list. The following options are
available:
• Active Director Federation Services (AD FS) - Select this option to use Active
Director Federation Services authentication. To use this option, you must have the
Application Server configured for AD FS, and you must modify the Studio
configuration file. For information on how to modify the Studio configuration file
to enable AD FS, see the Authentication module reference guide.

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

• Identity Provider (IdP) - Select this option to use Identity Provider authentication.
To use this option, you must have the OnBase IdP Server configured. If Identity
Provider (IdP) is selected, enter the IdP URL in the field. For more information,
see the Authentication module reference guide.

Note: If an IdP server is pre-configured for use with OnBase Studio, select the name of the IdP
server from the Type drop-down select list. The IdP URL for the server selected is automatically
populated and cannot be changed.

•NT Authentication - Select this option to use Active Directory authentication. To

use this option, your system must be configured for Active Directory - Basic or
Active Directory - Enhanced authentication. For more information, see the
Authentication module reference guide.
• NT Authentication (Interactive) - Select this option to enter credentials for Active
Directory authentication. The User Name must include a domain. To use this
option, your system must be configured for Active Directory - Basic or Active
Directory - Enhanced authentication. For more information, see the Authentication
module reference guide.
• Standard Authentication - Select this option to use standard OnBase credentials.
5. If you are prompted, enter a User Name and Password .
Select Remember password if you want OnBase to remember your password.
6. Click Connect .

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

OnBase 18 849
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Expanding and Collapsing Items in the Repository Pane

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

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

Viewing Items in the Designer Pane

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

OnBase 18 850
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

For shortcut keys, see Shortcuts on page 916.

Unity Projects
Unity projects are created in order to use Unity Scripts. You can create either a script or a
library. When a user creates a Unity script or library, that user always has rights to view and
modify that Unity script or library.

Note: The Unity Automation API license is required to configure Unity scripts in a database.

See the following sections:

• Creating a Unity Script Project on page 851
• Creating a Unity Library Project on page 856
• Opening an Existing Unity Project on page 858
• Managing Unity Projects on page 859
Additional information about Unity Scripting is found in the Hyland SDK.

Creating a Unity Script Project

To create a Unity Script project:
1. Select the Unity Scripts tab.
2. Click the Script button. The Create Unity Script wizard is displayed:

OnBase 18 851
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Enter a Name for the script.

4. Enter a Description for the script.
5. Select a Language . You can specify C# or Visual Basic .
6. Click Next .

OnBase 18 852
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

The following screen is displayed:

7. Select the type of script you want to create. The list can be filtered by typing in the Find
field. Descriptions of each option are displayed in the dialog box upon selection.

Note: Client Unity Workflow Scripts can only be configured in OnBase Studio and executed in
the Unity Client interface.

8. Click Next . The following screen is displayed:

OnBase 18 853
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

9. Select the user group you would like to grant rights to the project from the drop-down
select list.
10. Click Add .
11. Next to the user group, select View to grant view rights and select Modify to grant
editing rights.
12. Repeat the previous steps for each user group.
13. Click Next .
The Summary screen is displayed. This screen shows the current configuration for the
new Unity Script Project. To make changes to the configuration, click Previous .
14. Click Finish . A tab opens for the project. You can enter the appropriate script.
15. When you are finished, do one of the following:
• To save the project, click the Save button.
• To save and publish the project, click the Save & Publish button.
• To build the project, click the Build button.

Note: For more information on configuration, troubleshooting, and the various types of Unity
Scripts, refer to the Unity Scripting section of the OnBase SDK.

OnBase 18 854
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Unity Script Project Properties

The Properties pane for Unity Script projects contains four tabs: References , Properties ,
Versions , and Permissions .

References Tab
The References tab contains a list of assemblies that can be referenced by the script.

Properties Tab
The Properties tab displays script performance statistics for the currently opened version of
the script. If there are multiple versions of the script, statistics for the most recent version of
the script are shown.
To show script performance statistics for all versions, click Show Stats for All Versions .

Versions Tab
The Versions tab lists the versions of the project that exist. You can also set a version to be the
active version in this tab.

Permissions Tab
The Permissions tab allows you to grant View or Modify rights to user groups.

OnBase 18 855
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Creating a Unity Library Project

To create a Unity Library project:
1. Select the Unity Scripts tab.
2. Click the Library button. The Create Unity Library wizard is displayed:

3. Enter a Name for the project.

4. Enter a Description for the project.
5. Select a Language . You can specify C# or Visual Basic .

OnBase 18 856
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

6. Click Next . The following screen is displayed:

7. Select the user group you would like to grant rights to the project from the drop-down
select list.
8. Click Add .
9. Next to the user group, select View to grant view rights and select Modify to grant
editing rights.
10. Repeat steps 7 to 9 for each user group.
11. Click Next .
The Summary screen is displayed. This screen shows the current configuration for the
new Unity Library Project. To make changes to the configuration, click Previous .
12. Click Finish . A tab opens for the project. You can enter the appropriate script.
13. When you are finished, do one of the following:
• To save the project, click the Save button.
• To save and publish the project, click the Save & Publish button.
• To build the project, click the Build button.

Unity Library Project Properties

The Properties pane for Unity Library projects contains three tabs: References , Versions , and
Permissions .

OnBase 18 857
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

References Tab
The References tab contains a list of assemblies that can be referenced by the script.

Versions Tab
The Versions tab lists the versions of the project that exist. You can also set a version to be the
active version in this tab.

Permissions Tab
The Permissions tab allows you to grant View or Modify rights to user groups.

Opening an Existing Unity Project

To open an existing Unity project, do the following:
1. Select the Unity Scripts tab.
2. Click the Projects button.
The Unity Projects window is displayed:

3. Select the Repository containing the project you want to open.

4. Select the Project to open from the list of available projects. You can also use the drop-
down select list to filter the list of available projects.

OnBase 18 858
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

5. Click Open .

Tip: To open a specific version of a project, click the arrow on the right side of the Open button,
and select Specific version...

The project is displayed.

Managing Unity Projects

You can manage Unity Projects from the Manage Unity Projects window. To access the
Manage Unity Projects window, do the following:
1. Select the Unity Scripts tab.
2. Click the Manage Unity Projects button.
The Manage Unity Projects window displays:

Note: Unity Developers can only view the scripts that they themselves have created. Unity
Administrators can view all scripts.

See the following topics for information on the functionality available when working with Unity
Projects:
• Configuring the Default Diagnostic Level for a Unity Script on page 860
• Monitoring Unity Project Usage on page 860
• Monitoring Unity Script Performance Statistics on page 862
• Clearing Script Performance Statistics on page 862
• Deleting Unity Projects on page 863

OnBase 18 859
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

• Recovering a Deleted Unity Project on page 863

• Exporting a Unity Script or Unity Library on page 863
• Exporting an Assembly on page 865

Configuring the Default Diagnostic Level for a Unity Script

You can configure the default diagnostics level for a Unity Script. The configured diagnostics
level controls the diagnostics level of the application object used by the Unity Script at runtime.

Note: A Unity Script with diagnostic levels set within the Unity Script itself or a referenced Unity
Library Script will override this setting. In order for the Unity Script to respect this setting, the
setting within the Unity Script or referenced Unity Library Script should be removed.

To configure the diagnostic level:

1. From the Manage Unity Projects window, select the Repository containing the project.
2. Select the Unity Script for which you want to configure the default diagnostics level.
3. Click Update Diagnostics . The Update Diagnostics dialog displays:

4. In the drop-down select list, select the default diagnostics level.

5. Click OK .

Monitoring Unity Project Usage

You can view where configured Unity Scripts, Unity Libraries, and imported assemblies are
being used across OnBase.

Note: You must be a Unity Administrator in order to view project usage.

1. From the Manage Unity Projects window, select the Repository containing the project.
2. Select a Unity Script, Unity Library, or an Imported Assembly for which you want to view
usage.
• To view usage of a Unity Script or a Unity Library, select the Projects tab. On the
Projects tab, select the script or library for which you want to view usage.
By default, all projects are shown. To show only unpublished projects, click the drop-
down select list and select Unpublished . To show deleted projects, select the Show
Deleted Projects check box.

OnBase 18 860
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

• To view usage of an imported assembly, select the Imported Assemblies tab. On the
Imported Assemblies tab, select the imported assembly for which you want to view
usage.
By default, only the most recent versions of assemblies are shown. To show all
versions, deselect the Show Active Assemblies Only check box.
3. Click the Script Usage button. The Script Usage window displays:

The Script Usage window allows you to locate where in OnBase a selected Unity Script,
Unity Library, or imported assembly is currently used.
• For a Unity Script , the dialog displays the locations where the selected script is used.
If the script is not used, None is displayed.
• For a Unity Library , the dialog displays the Unity Scripts that reference the selected
library. If the library is not referenced, None is displayed.
• For an Imported Assembly , the dialog displays the Unity Scripts and Unity Libraries
that reference the assembly. If the assembly is referenced in a library, scripts that
reference the library are displayed in a tree structure below the library. If the
assembly is not used, None is displayed.

OnBase 18 861
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Monitoring Unity Script Performance Statistics

You can view performance statistics for Unity Script projects in OnBase Studio.

Note: You must be a Unity Administrator or a Unity Developer in order to view performance
statistics.

1. Open a Unity Script project. See Opening an Existing Unity Project on page 858.
2. In the Properties pane, click the Properties tab.
3. The following performance statistics are displayed for the selected script:

Performance Statistic Description

Number of Times Executed The number of times the selected script has been executed.

Exceptions Thrown The number of exceptions thrown while the script was being
executed.

Last Executed The last date and time that the script was executed.

Average Execution Time The average execution time for the script. This is calculated based
on the number of times the script executed and the average time it
takes to run the script.

By default, the Properties tab only shows statistics for the currently opened version of
the script.
4. To show combined statistics for all versions of the script, click the Show Stats for All
Versions button.

Clearing Script Performance Statistics

If necessary, you can reset the performance statistics that have been recorded for a Unity
Script.

Caution: This action clears the statistics for all versions of the script and cannot be undone.

1. From the Manage Unity Projects window, select the Repository containing the project.
2. On the Projects tab, select the Unity Script for which you want to clear the performance
statistics.
3. Click the Clear Performance Stats button.
The message “ Performance statistics for all versions of the script will be deleted. Are
you sure you wish to clear these statistics? ” displays.
4. To clear the performance statistics for the script, click Yes . To cancel, click No .

OnBase 18 862
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Deleting Unity Projects

If necessary, you can delete an unused Unity Project from the Manage Unity Projects window.
Deleting a Unity Project does not delete it from the system; deleted projects can be restored if
needed.

Tip: Viewing the usage of a Unity Project can help you determine where a script is being used.
See Monitoring Unity Project Usage on page 860 for information.

Note: Client and Global Client scripts cannot be deleted.

1. From the Manage Unity Projects window, select the Repository containing the project.
2. On the Projects tab, select the Unity Project you want to delete.
3. Click the Delete Project button.
4. The project is deleted and removed from the list of projects.

Recovering a Deleted Unity Project

If necessary, you can recover a deleted Unity Project.
1. From the Manage Unity Projects window, select the Repository containing the project.
2. On the Projects tab, select the Show Deleted Projects check box.
Previously deleted Unity Projects are displayed in the list. Deleted projects are indicated
by a status of Deleted in the Interface column.
3. Select the project you want to recover and click the Recover Deleted Project button.
4. If multiple versions of the project exist, you are prompted to select which version of the
project should be recovered. Double-click the version you want to recover.

Note: If you recover a published version of the project, the published version becomes the
active version.

Exporting a Unity Script or Unity Library

If necessary, you can export Unity Scripts or Unity Libraries and their associated assemblies.
1. From the Manage Unity Projects window, select the Repository containing the script or
library you want to export.
2. On the Projects tab, Select a Unity Script or Unity Library to export. Press and hold Ctrl
while selecting a script or library to make multiple selections.

OnBase 18 863
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Click the Export button. The Export wizard displays:

4. Choose how to export the Unity Script or Unity Library.

• To export the script or library as a code file, select Code File .
• To export the script or library as an assembly, select Assembly .
• To export the script or library as a code file with the assembly of the active version,
select Code File and Assembly .
5. Click Next .
6. Specify the location where the files should be exported.
• If you selected Code File , specify the Folder Name where the code file should be
exported. Select which version of the code file to export from the Code File Version
drop-down select list.
• If you selected Assembly , specify the Folder Name where the assembly should be
exported.
• If you selected Code File and Assembly , specify the Folder Name where the
assembly should be exported. When exporting a code file and assembly together,
only the active code file version is exported.
7. To include reference assemblies when exporting, select the Include reference
assemblies check box. The reference assemblies are exported as assembly files to the
location specified in step 6.

OnBase 18 864
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

8. Click Next . You are prompted to review the export configuration:

9. Verify the information displayed in the Details text box is correct. To make any
configuration changes, click the Previous button.
10. To automatically open the export folder when the export is complete, select the Open
the export folder when completed check box.
11. When you are finished reviewing the export configuration, click Finish .

Exporting an Assembly
You can export previously imported assemblies separately from Unity Scripts and Unity
Libraries.
1. From the Manage Unity Projects window, select the Repository containing the
assembly or assemblies to export.
2. On the Imported Assemblies tab, Select one or more assemblies to export. Press and
hold Ctrl while selecting an assembly to make multiple selections.
By default, only the most recent versions of assemblies are shown. To show all
versions, deselect the Show Active Assemblies Only check box.

OnBase 18 865
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Click the Export button. The following screen displays:

4. Specify the location where your selection should be exported.

5. To include reference assemblies when exporting, select the Include reference
assemblies check box. The reference assemblies are exported as assembly files to the
location specified in step 4.

OnBase 18 866
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

6. Click Next . You are prompted to review the export configuration:

7. Verify the information displayed in the Details text box is correct. To make any
configuration changes, click the Previous button.
8. To automatically open the export folder when the export is complete, select the Open
the export folder when completed check box.
9. When you are finished reviewing the export configuration, click Finish .

Unity Integrations
You can create Unity Integrations in OnBase Studio to manage which external Unity API
applications have access to connect to the Unity API.

Note: A Unity Integration Toolkit license is required to use this feature.

Note: You must be a Unity Administrator in order to work with Unity Integrations.

See the following sections:

• Creating a New Integration on page 868
• Renaming an Integration on page 870

OnBase 18 867
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

• Deleting an Integration on page 870

• Reactivating a Deleted Integration on page 871

Creating a New Integration

To create a new Unity Integration:
1. Select the Unity Integrations tab.
2. Click Integration . The Create New Integration wizard is displayed:

3. Enter a Name for the integration.

4. Enter a Description for the integration.

OnBase 18 868
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

5. Click Next . The following screen is displayed:

6. Enter the Identity string that should be used to associate the external application with
the Unity Integration.
You can enter your own identity value, or you can click the Generate GUID button to
generate a unique identity.
7. By default, the integration is enabled after it is created. To disable the integration,
deselect the Enable this Integration upon creation check box.
8. Click Next .
The Summary screen is displayed. This screen shows the current configuration for the
new Unity Integration. To make changes to the configuration, click Previous .
9. Click Finish . The integration is created. The integration will be saved the next time that
the repository is saved.

OnBase 18 869
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Unity Integration Properties

The following information is displayed in the General tab of the Properties pane for a Unity
Integration:

Option Description

Description The description for the Unity Integration. If necessary, you can modify the
description text.

Note: Description text is limited to 255 characters.

Owner The owner of the Unity Integration. By default, the OnBase user that created
the integration is assigned as the owner.
To change ownership of the integration, select the integration owner from the
drop-down select list. The ownership change will be saved the next time that
the repository is saved.

Identity The identity of the Unity Integration. If necessary, you can update the value or
generate a new GUID by clicking the Generate GUID button.

Enabled The Enabled check box controls whether or not the selected integration is
enabled.
To enable the integration, select the check box. To disable the integration,
deselect the check box.

Note: Changes made in the properties pane will be saved the next time that the repository is
saved.

Renaming an Integration
To rename an integration:
1. In the Repositories pane, select the Unity Integrations tab.
2. Right-click the integration to rename and select Rename .
3. Enter the new name for the integration and press Enter . The change will be saved the
next time that the repository is saved.

Deleting an Integration
To delete an integration:
1. In the Repositories pane, select the Unity Integrations tab.
2. Right-click the integration to delete and select Delete .
The integration is removed from the list and is deleted the next time that the repository
is saved.

OnBase 18 870
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Reactivating a Deleted Integration

To reactivate a deleted integration:
1. In the toolbar, select the Unity Integrations tab.
2. Click Reactivate Integrations . The Reactivate Integrations dialog box is displayed:

3. Select the integration that you want to reactivate. You can select more than one
integration at a time.
4. Click OK . The integration is reactivated and added to the list of Unity Integrations in the
Repositories pane. This change will be saved the next time that the repository is saved.

OnBase 18 871
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Configuring Portfolio Types

Note: Workflow or Document Packets licensing is required for configuring Portfolios.

Note: Portfolio types apply only to Unity Life Cycles.

A portfolio type consists of one or more portfolio relations. Portfolio types are assigned at the
queue level to determine what items are displayed in the Related Items pane when a primary
item is selected. In addition, portfolio types and portfolio relationships can be used in rules and
actions configured with a Target of Related Item to determine what related item the rule or
action will process.
Portfolio relations allow you to specify how:
• Documents relate to other documents, WorkView objects or entity items.
• WorkView Objects relate to other WorkView objects or documents.
• Entity Items relate to documents or WorkView objects.
• Message items relate to documents or WorkView objects.

Caution: If you are finding documents by Document Type and Keyword Type mapping, or by
document handle, users must have rights to view the Document Type in order to view related
items. If you are finding documents by folder type, users must have rights to the folder type in
order to view related items. Users do not need rights to the Document Types configured for the
folder type.

OnBase 18 872
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Configuring Portfolio Relations

To configure portfolio relations:
1. In the Home ribbon within the Portfolios ribbon group, click Portfolio Relations .

2. Select the Repository from the drop-down select list in which you would like to
configure the portfolio relation.

OnBase 18 873
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Click Add . The Portfolio Relation Wizard is displayed.

4. Enter a Name for the portfolio relation.

5. Select the Content Type from the drop-down select list. This is the type of item that is
the primary item in the life cycle. You can either select Documents , Entity Items ,
Message Items , or WorkView Objects .
6. Select the Related Content Type from the drop-down select list. This is the type of item
that the related items will be. You can either select Documents, Entity Items, Message
Items, or WorkView Objects.
7. Click Next . Depending on the options you selected, the wizard will vary. For more
information on options, see Wizard Options on page 875.
8. Click Next .
9. Click Next .
10. Click Finish .
You can locate a specific, existing portfolio relation by entering text that will identify the
portfolio relation in the Find field. The portfolio relations displayed will be narrowed down to
the portfolio relations that contain the characters entered.
You can modify an existing portfolio relation by selecting it and clicking Modify .

OnBase 18 874
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Wizard Options
Depending on the types of items you are relating, the wizard options available vary. The
following relationship types are available:
• Relating Documents to Documents on page 875
• Relating Documents to Entity Items on page 882
• Relating Documents to WorkView Objects on page 883
• Relating Entity Item to Documents on page 888
• Relating Message Items to Documents on page 892
• Relating Message Items to WorkView Objects on page 895
• Relating WorkView Objects to Documents on page 897
• Relating WorkView Objects to WorkView Objects on page 901

Relating Documents to Documents

The following pertains to relating documents to each other.
When the Content Type is set to Documents , the following page is displayed.

Select the Document Type that you want to create a relationship for from the Document Type
drop-down select list. This is the Document Type the primary document belongs to.

OnBase 18 875
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

If you want to exclude the primary document from any actions executed on the related
document(s), select Exclude Primary Item .
When Related Content Type is set to Documents , the following page is displayed:

The following options are available for selection:

Option Description

Document This option causes the system to use the value contained in the
Handle Document Handle property as the common denominator between the
current and related document.

Document Type This option causes the system to use a Document Type to find related
documents. For information about configuring a Document Type
relationship, see Configuring a Document Type Relationship on page 877.

Folder Type This option uses a Folder Type to find related documents. If you want to
relate documents by a folder type, select Folder Type and select the
appropriate folder type from the drop-down select list.

Child Work Items This option causes the system find related documents using a parent/
child relationship. If you want to relate a parent document to its child
work items, select Child Work Items .

OnBase 18 876
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

Workflow Filter This option uses a Workflow filter to find related documents. For
information about configuring a Workflow filter relationship, see
Configuring a Workflow Filter Relationship on page 880.

If you would like all common values to exist on the primary item, select Require All Common
Values on Primary Item . This option is only available for Document Type, Folder Type , and
Workflow Filter relations.

Note: The Require All Common Values on Primary Item option is not respected when mapping
Keyword Types to properties.

Configuring a Document Type Relationship

To configure a Document Type relationship:
1. Select Document Type and select the appropriate Document Type from the drop-down
select list. This is the Document Type the related document(s) belong to.
2. Click Keyword Mappings . The Mappings dialog box is displayed.

OnBase 18 877
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Double-click on a Keyword Type you would like to map or select the Keyword Type and
click Map . The Relation Mapping dialog box is displayed.

4. Select one of the following options to configure a mapping:

• Keyword Type - Select a Keyword Type from the Keyword Type drop-down select list.
• Property - Enter a property in the Property field. If you select Property , you can
select Use Scoped Property Bag to use a scoped property. A session property
persists throughout a user’s session. A scoped property persists only for the
duration of a task’s execution.
• Constant - Enter a value in the Constant field.
5. Select the Search Multiple Values Independently option if you want to allow the
mapped Keyword Type to have multiple values on the current item. If this option is
selected, a relationship can be established for any of the values contained for that
Keyword Type on the current item. When this option is selected, there will be a check
mark next to the mapping in the Mappings dialog box.
6. Click OK .
7. Repeat the previous configuration steps for each Keyword Type mapping you want to
establish.
8. When finished, click OK .
When mapping Keyword Types to other Keyword Types, the following applies when using
different data types:

Option Description

Alphanumeric Data from an alphanumeric Keyword Type can be copied to any other
data type as long as the value in the alphanumeric Keyword Type is a
valid value for the target Keyword Type.

OnBase 18 878
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

Numeric (Up to Numeric Keyword Types cannot be copied to date or date/time Keyword
9 Digits) Types.
When a numeric Keyword Type is copied to a currency Keyword Type, the
default currency symbol is used and whole dollar amounts are the
assumed value.

Numeric (Up to Numeric Keyword Types cannot be copied to date or date/time Keyword
20 Digits) Types.
When a numeric Keyword Type is copied to a currency Keyword Type, the
default currency symbol is used and whole dollar amounts are the
assumed value.
Numeric (Up to 20 Digits) Keyword Types can be copied to Numeric
(Up to 9 Digits) Keyword Types if the value does not exceed 9 digits.

Date Date Keyword Types can be copied to alphanumeric Keyword Types,

other date Keyword Types, and date/time Keyword Types.
When copying to a date/time Keyword Type, the default is used for the
time portion of the value.

Date & Time Date/time Keyword Types can be copied to alphanumeric Keyword Types,
other date/time Keyword Types, and date Keyword Types.
When copying to a date Keyword Type, the time portion of the value is not
copied to or stored in the new Keyword Type.

Currency Currency Keyword Types can be copied to alphanumeric Keyword Types

or other currency Keyword Types.

Floating Point Floating point Keyword Types can be copied to alphanumeric Keyword
Types or other floating point Keyword Types.

OnBase 18 879
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Configuring a Workflow Filter Relationship

To configure a Workflow filter relationship:
1. Select Workflow Filter and select the appropriate Workflow filter from the drop-down
select list. This is the Workflow filter the related document(s) belong to.
2. Click Keyword Mappings . The Mappings dialog box is displayed.

3. Double-click on a Keyword Type you would like to map or select the Keyword Type and
click Map . The Relation Mapping dialog box is displayed.

OnBase 18 880
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

4. Select one of the following options to configure a mapping:

• Keyword Type - Select a Keyword Type from the Keyword Type drop-down select list.
• Property - Enter a property in the Property field. If you select Property , you can
select Use Scoped Property Bag to use a scoped property. A session property
persists throughout a user’s session. A scoped property persists only for the
duration of a task’s execution.
• Constant - Enter a value in the Constant field.
5. Select the Search Multiple Values Independently option if you want to allow the
mapped Keyword Type to have multiple values on the current item. If this option is
selected, a relationship can be established for any of the values contained for that
Keyword Type on the current item. When this option is selected, there will be a check
mark next to the mapping in the Mappings dialog box.
6. Click OK .
7. Repeat the previous configuration steps for each Keyword Type mapping you want to
establish.
8. When finished, click OK .
When mapping Keyword Types to other Keyword Types, the following applies when using
different data types:

Option Description

Alphanumeric Data from an alphanumeric Keyword Type can be copied to any other
data type as long as the value in the alphanumeric Keyword Type is a
valid value for the target Keyword Type.

Numeric (Up to Numeric Keyword Types cannot be copied to date or date/time Keyword
9 Digits) Types.
When a numeric Keyword Type is copied to a currency Keyword Type, the
default currency symbol is used and whole dollar amounts are the
assumed value.

Numeric (Up to Numeric Keyword Types cannot be copied to date or date/time Keyword
20 Digits) Types.
When a numeric Keyword Type is copied to a currency Keyword Type, the
default currency symbol is used and whole dollar amounts are the
assumed value.
Numeric (Up to 20 Digits) Keyword Types can be copied to Numeric
(Up to 9 Digits) Keyword Types if the value does not exceed 9 digits.

Date Date Keyword Types can be copied to alphanumeric Keyword Types,

other date Keyword Types, and date/time Keyword Types.
When copying to a date/time Keyword Type, the default is used for the
time portion of the value.

OnBase 18 881
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

Date & Time Date/time Keyword Types can be copied to alphanumeric Keyword Types,
other date/time Keyword Types, and date Keyword Types.
When copying to a date Keyword Type, the time portion of the value is not
copied to or stored in the new Keyword Type.

Currency Currency Keyword Types can be copied to alphanumeric Keyword Types

or other currency Keyword Types.

Floating Point Floating point Keyword Types can be copied to alphanumeric Keyword
Types or other floating point Keyword Types.

Relating Documents to Entity Items

The following pertains to relating documents to entity items.
When the Content Type is set to Documents , the wizard will prompt with the following screen.

Select the Document Type that you want to create a relationship for from the drop-down select
list. This is the Document Type the primary document belongs to.

OnBase 18 882
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Related Content Type is set to Entity Items , the following options are available:

Select the Entity Type and Field that you want to use to define a relationship for from the drop-
down select lists.

Note: If you are licensed for Agenda, Agenda selections are available from these drop-down
select lists. If you are licensed for Electronic Plan Review, Plan Review Project selections are
available from these drop-down select lists.

Relating Documents to WorkView Objects

The following pertains to relating documents to WorkView objects.

Note: Calculated attributes are not supported in this portfolio type.

OnBase 18 883
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to Documents , the wizard will prompt with the following screen.

Select the Document Type that you want to create a relationship for from the drop-down select
list. This is the Document Type the primary document belongs to.

OnBase 18 884
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Related Content Type is set to WorkView Objects , the following options are
available:

Document Type Association

OnBase 18 885
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When you click Document Type Association , the following screen is displayed.

Select the Application and Class that contains the Document Type Association you want to use
from the drop-down select lists.
Select the Document Type Association that will successfully map the Document Type you
previously configured for the primary document with objects of the Class you selected.

Note: Document Type Associations are configured in WorkView.

OnBase 18 886
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Custom Keyword Type Mapping

When you click Custom Keyword Type Mapping , the following screen is displayed.

1. Select the Application and Class that contains the attribute you want to use from the
drop-down select lists.
2. Click Add . The Relation Mapping dialog box is displayed.

OnBase 18 887
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. You can choose to map from an Attribute or get the Attribute Name from Property .
Click the ellipsis button next to the Attribute field and select the attribute or system
property you want to map to determine a relationship.
If you select Attribute Name from Property , you can select Use Scoped Property Bag to
use a scoped property.
4. Select the Operator you want to use to evaluate whether or not a relationship between a
document and an objects exists from the drop-down select list.
5. You can map to a specific Keyword Type , Property , or Constant value. Select a Keyword
Type from the drop-down select list or enter a Property or Constant value.
If you select Property , you can select Use Scoped Property Bag to use a scoped
property. A session property persists throughout a user’s session. A scoped property
persists only for the duration of a task’s execution.
6. Click OK .
7. Map all appropriate attributes necessary to determine a relationship.

Relating Entity Item to Documents

The following pertains to relating entity items to documents.

OnBase 18 888
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to Entity Items , the wizard will prompt with the following screen.

Select the Entity Type that you want to create a relationship for from the drop-down select list.
This is the entity type the primary item belongs to.

OnBase 18 889
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to Entity Items and Related Content Type is set to Documents ,
the following options are available:

Document ID
Select Document ID if you want to map the value of item selected in the drop-down select list to
the document’s ID.
Document Type

OnBase 18 890
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

To configure a Document Type relationship:

1. Select Document Type and select the appropriate Document Type from the drop-down
select list. This is the Document Type the related document(s) belong to.
2. Click Keyword Mappings . The <Document Type> Mappings dialog box is displayed.

3. Double-click on a Keyword Type you would like to map or the select the Keyword Type
and click Map . The Relation Mapping dialog box is displayed.

OnBase 18 891
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

4. You can map to a specific Field , Property , or Constant value. Select a Field from the
drop-down select list or enter a Property or Constant value.
If you select Property , you can select Use Scoped Property Bag to use a scoped
property. A session property persists throughout a user’s session. A scoped property
persists only for the duration of a task’s execution.
5. Click OK .
6. Repeat 3 to 5 for each mapping you want to establish.
7. When finished, click OK .

Relating Message Items to Documents

The following pertains to relating message items to documents.
When the Content Type is set to Message Items and the Related Document Type is set to
Documents , the wizard will prompt with the following screen.

Select the Message Item Type that you want to create a relationship for from the drop-down
select list. This is the message item type the message belongs to.

OnBase 18 892
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to Message Items and Related Content Type is set to
Documents , the following options are available:

Document Handle
This option causes the system to use the value contained in the Document Handle property as
the common denominator between the current and related document. Type the name of the
property that contains the ID of the related document in the Property Name field. You must
also select the Property Bag that contains the property you want to use from the drop-down
select list at the bottom of the dialog.
Document Type
This option causes the system to use specified Keyword Values as the common denominator
between the current and related document.

OnBase 18 893
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

To configure a Document Type relationship:

1. Select Document Type and select the appropriate Document Type from the drop-down
select list. This is the Document Type the related document(s) belong to.
2. Click Add . The Relation Mapping dialog box is displayed.

3. Type the name of the property that contains the value of the related document to be
mapped to a Keyword Type in the Property Name field.
4. Select the Keyword Type to be mapped to the selected property name from the Keyword
Type drop-down select list.
5. The Search Multiple Values Independently option is used for mapping Keyword Types
that can have multiple values on the current item. If this check box is enabled, a
relationship can be established for any of the values contained for that Keyword Type
on the current item. When this option is selected, there will be an X next to the mapping
in the Document Type Mapping field.
6. Click OK .
7. Repeat the mapping process for each mapping you want to establish.
8. Select the Property Bag that contains the property you want to use from the drop-down
select list at the bottom of the dialog.
9. Click Next .

OnBase 18 894
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Relating Message Items to WorkView Objects

The following pertains to relating message items to WorkView objects.
When the Content Type is set to Message Items and the Related Content Type is set to
WorkView Objects , the wizard will prompt with the following screen.

Select the Message Item Type that you want to create a relationship for from the drop-down
select list. This is the message item type the message belongs to.

OnBase 18 895
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to Message Items and Related Content Type is set to WorkView
Objects , the wizard will prompt with the following screen.

OnBase 18 896
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

To configure a WorkView object relationship:

1. Select the Application and Class that contains the attribute you want to use from the
drop-down select lists.
2. Click Add . The Relation Mapping dialog is displayed.

3. Enter the name of the property that contains the ID of the message item that will be
mapped to the related attribute in the Property Name field.
4. Click the ellipsis button next to the Attribute field and select the attribute or system
property you want to map to determine a relationship.
5. Click OK .
6. Repeat the mapping process for each mapping you want to establish.
7. Select the Property Bag that contains the property you want to use from the drop-down
select list at the bottom of the dialog.
8. Click Next .

Relating WorkView Objects to Documents

The following pertains to relating WorkView objects to documents.

Note: Calculated attributes are not supported in this portfolio type.

OnBase 18 897
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to WorkView Objects and the Related Content Type is set to
Documents , the wizard will prompt with the following screen.

Select the Application and Class that you want to create a relationship for from the drop-down
select lists. This is the application and class the primary object belongs to.
When <All> is selected in the Application drop-down select list, any class can be selected,
though a specified class is not required.

OnBase 18 898
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the Content Type is set to WorkView Objects and Related Content Type is set to
Documents , the following options are available:

Attached/Static Document(s)
Select Attached/Static Document(s) to make any document attached statically to a WorkView
object within the Documents tab a related document.
Dynamic Folder
Select a Dynamic Folder to make any document attached dynamically to a WorkView object
within the Documents tab, using a dynamic WorkView folder, a related document. Dynamic
folders are configured in WorkView.
Document Attribute
Select Document Attribute if you want to make the document attached to a WorkView object
through a document attribute a related document. Select the appropriate document attribute by
clicking the ellipsis button and selecting the attribute.
Document ID from Property
Select Document ID from Property to specify the property in the field that contains the related
document’s ID to identify it as a related document. Properties can be single values or values in
an array.

OnBase 18 899
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

You can select Use Scoped Property Bag to use a scoped property. A session property persists
throughout a user’s session. A scoped property persists only for the duration of a task’s
execution.
Document Type
To configure a Document Type relationship:
1. Select Document Type and select the appropriate Document Type from the drop-down
select list. This is the Document Type the related document(s) belong to.
2. Click Keyword Mappings . The <Document Type> Mappings dialog box is displayed.

OnBase 18 900
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Double-click on a Keyword Type you would like to map or the select the Keyword Type
and click Map . The Relation Mapping dialog box is displayed.

4. You can map to a specific Attribute , Property , or Constant value. Select an Attribute
from the drop-down select list or enter a Property or Constant value.
If you select Property , you can select Use Scoped Property Bag to use a scoped
property. A session property persists throughout a user’s session. A scoped property
persists only for the duration of a task’s execution.
5. Click OK .
6. Repeat 3 to 5 for each mapping you want to establish.
7. When finished, click OK .

Relating WorkView Objects to WorkView Objects

The following pertains to relating WorkView objects to WorkView Objects.

Note: Calculated attributes are not supported in this portfolio type.

OnBase 18 901
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When both the Content Type and Related Content Type is set to WorkView Objects , the
following screen is displayed:

By Filter

OnBase 18 902
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When By Filter is selected, the following screen is displayed.

1. Select the Application and Class that contains the objects you want to use for the
relationship from the drop-down select lists. Click Next .

OnBase 18 903
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

2. If you want to use an existing filter, select Existing Filter to select a filter already
configured in WorkView for the relationship.
3. If you want to create a filter for use in the portfolio relationship, select Dynamic Filter .

OnBase 18 904
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

4. Click Add . The Relation Mapping dialog box is displayed.

5. Use the Open Grouping , Close Grouping , and Connector options to group and link
multiple mappings to create appropriate filter constraints.
6. You can choose to map from an Attribute or get the Attribute Name from Property .
Click the ellipsis button next to the Attribute field and select the attribute or system
property you want to map to determine a relationship.
If you select Attribute Name from Property , you can select Use Scoped Property Bag to
use a scoped property.
7. Select the appropriate Operator from the drop-down select list.
8. Select Property and enter a property name that will contain the value you want to
compare to the attribute or select Constant and enter the static value you will evaluate
on.
If you select Property , you can select Use Scoped Property Bag to use a scoped
property. A session property persists throughout a user’s session. A scoped property
persists only for the duration of a task’s execution.

OnBase 18 905
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

9. Click OK .
10. Configure as many attribute mappings as appropriate.
11. If you want the filter results to be constrained to the current object, select
Automatically constrain to current work object . When this option is checked, objects
that both meet the constraints of the filter and share a relationship attribute value with
the current object are returned. If this option is not selected, all objects that meet the
criteria of the filter will be returned regardless of their relationship with the current
object.
By Related Object

OnBase 18 906
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When By Related Object is selected, the following screen is displayed.

1. Select the Application and Class that contains the objects you want to use for the
relationship from the drop-down select lists.
2. If you want to use a related attribute associated with the class selected, select Related
Attribute Name . Click the ellipsis button and select the appropriate relationship
attribute.
If you want to specify a property that will contain the name of the relationship attribute
you want to use to create the relationship, select Related Attribute Name from
Property: and enter the name of the property in the field.
If you select Property , you can select Use Scoped Property Bag to use a scoped
property. A session property persists throughout a user’s session. A scoped property
persists only for the duration of a task’s execution.
By Object ID

OnBase 18 907
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When By Object ID is selected, the following screen is displayed.

Enter the property name that will hold the object ID you want to base the relationship on in the
Get Object ID from Property field.
Optionally, you can specify a specific Application and Class to limit the evaluation to only the
application and class specified. If an application and a class are not specified, the relationship
will be evaluated for any object with the id within the system, regardless of the application or
class they belong to. Both an application and a class must be specified to limit the objects
evaluated.

OnBase 18 908
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Creating Portfolio Types

To configure a portfolio type:
1. In the Home ribbon within the Portfolios ribbon group, click Portfolio Types . The
Portfolio Types dialog box is displayed.

2. Select the Repository from the drop-down select list in which you would like to
configure the portfolio type.

OnBase 18 909
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

3. Click Add . The Portfolio Type Configuration dialog box is displayed.

4. Enter Name for the portfolio type.

5. Select the Content Type from the drop-down select list that you want to associate with
the portfolio type. Available options are Documents , Entity Items , and WorkView
Objects .

OnBase 18 910
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

6. Click Add . The Add Portfolio Relation dialog box is displayed.

7. Select the appropriate relation.

8. Click OK .
9. Repeat steps 6 to 8 for each portfolio relationship you want to associate with the
portfolio type.
10. Click OK when finished.
You can locate a specific, existing portfolio type by entering text that will identify the portfolio
type in the Find field. The portfolio types displayed will be narrowed down to the portfolio types
that contain the characters entered.
You can modify an existing portfolio type by selecting it and clicking Modify .

OnBase 18 911
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

Note: If the Find dialog box is opened when there is no repository open, the fields are disabled.
Once a repository is opened, the fields are enabled.

OnBase 18 912
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Enter search options and click Find All . Results are displayed in a tab at the bottom left
windows of OnBase Studio.

Search Options

Option Description

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

Find Type Choose one of the following ways to search:

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

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

OnBase 18 913
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

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

Look at these types (Find • Workflow

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

OnBase 18 914
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

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

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

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

Note: Only valid regular expressions can be used to search.

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

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

The following columns of information are display:

• Type : Displays the type of item.
• Name : Displays the name of the item.

OnBase 18 915
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

• Location : Displays the exact location of the configuration reported.

• Action/Rule Type : Displays the Action or Rule type of the item, if applicable.
You can sort on a column by clicking on it. Columns can also be reordered by clicking on a
column and dragging it to a new position.
Results can also be filtered by right-clicking in the Find Results window and selecting Allow
Filtering in the context menu. Once enabled, click in the filter drop-down select list to filter the
results.
You can double-click on an item in the results list to open it in the Properties pane.

Exporting Search Results

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

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

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

Shortcuts
The Repositories pane can be navigated using the left and right arrow keyboard keys. These
keys can be used to navigate and expand items in the pane.
You can also use the * key on the number pad or Shift + the right arrow key to expand a tree
item and its children in the Repositories pane. These shortcuts do not work on the repository
top level item or on the Life Cycles folder.
You can also use the Shift + the left arrow key to collapse a tree item and its children in the
Repositories pane. These shortcuts do not work on the repository top level item or on the Life
Cycles folder.

OnBase 18 916
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Press F2 to rename a selected item.

Click Esc while renaming an item to cancel renaming it and revert to its previous name. Click
Esc while creating an item to cancel the creation.
Press F5 to refresh the repository in which you have an item selected.
Press Y to select a Yes button.
Press N to select a No button.
If a dialog box contains a Cancel button, you can use the Esc keyboard key to cancel out of the
dialog box.

The Reset Server Cache Button

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

Caution: Using the Reset Cache option in OnBase Configuration or the Reset Server Cache
option in OnBase Studio may have a negative impact on system performance. Requests to the
Application Server will be forced to wait until the cache is rebuilt before they can be processed.
Depending on the size of the OnBase system, as well as the current server load, the
performance impact of resetting the cache may be severe.

To avoid performance issues, only reset the cache of the Application Server during off-peak
hours. For more information about the Reset Cache option in OnBase Configuration, see the
System Administration documentation. For more information about the Reset Server Cache
option in OnBase Studio, see the Studio documentation.

In order for the Reset Server Cache button to be enabled, the user must belong to a user group
that has been granted rights to the Application Server Administrative Processing Privilege
product right and the System Configuration configuration right. See the System Administration
module reference guide or the Configuration help files for more information about product
rights.

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

OnBase 18 917
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

General
The following options are configured in the General screen:

Option Description

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

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

Retrieve all items when the When this option is selected, all items are retrieved when a
repository is opened repository is opened.

Note: If a repository is large, this setting can increase the time

it takes to open the repository.

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

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

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

Option Description

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

Validate when the repository Select this option if you want a repository to be evaluated by the
is opened Workflow Doctor upon opening a repository in the OnBase
Studio.

Note: If a repository is large, this setting can increase the time

it takes to open the repository.

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

OnBase 18 918
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

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

Underline repository tree When this option is selected, life cycle items that have warnings
items that contain warnings identified by the Workflow Doctor will be underlined in blue and
and error (requires restart) life cycle items that have errors identified by the Workflow
Doctor will be underlined in red. If both errors and warnings
exist, the life cycle item will be underlined in red.

Note: After changing this option, the OnBase Studio must be

restarted.

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

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

Note: After changing this option, the OnBase Studio must be

restarted.

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

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

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

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

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

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

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

OnBase 18 919
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Option Description

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

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

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

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

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

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

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

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

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

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

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

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

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

Workflow

Display the graphical editor When this option is selected, the graphical layout is displayed
when a new life cycle is upon creating a life cycle.
created

OnBase 18 920
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Display life cycle graphical When this option is selected, when you hover over a life cycle in
layout as tooltip in the the Repositories pane, a thumbnail of the graphical layout is
repository tree (requires displayed.
restart)
Note: After changing this option, the OnBase Studio must be
restarted.

Allow navigation to other life When this option is selected, if a queue has an action that
cycles in the graphical editor allows an item to be added to another life cycle, for example it
(requires restart) has the Add Document to Other Life Cycle action configured,
OnBase Studio will display a plus sign on the queue within the
design layout window. Clicking on the plus sign opens the life
cycle the queue is capable of added items to in a design layout
window.

Note: After changing this option, the OnBase Studio must be

restarted.

Display user work queue When this option is selected, a user work folder is always
folder (requires restart) displayed in a life cycle, even if user work is not configured

Note: Ad hoc tasks are the preferred method to configure work

initiated by the a user.

Note: After changing this option, the OnBase Studio must be

restarted.

Enable pre and post transition When this option is selected, new pre- and post-transition task
task list creation lists can be created.

Note: This option is disabled by default.

Enable pre-transition and When this option is selected, new pre-transition test rules and
action test rule creation pre-action test rules can be created.

Note: This option is disabled by default.

Allow configuration of By default, only action and rule types that are licensed appear in
unlicensed action/rule types Studio when configuring actions and rules.
When this option is selected, all action and rule types, including
those that are unlicensed, are listed in the Action Type and
Rule Type drop-down select lists when configuring actions and
rules.

Note: Although unlicensed action and rule types are displayed

for configuration when this option is selected, unlicensed
actions and rules cannot be executed.

OnBase 18 921
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Default to Unity Scheduler When this option is selected, when a new timer is created it will
Timer type for new timers default to the Unity Scheduler Timer type.

Display action/rule type name When this option is selected, the name of the rule type or action
type is displayed directly below the rule/action in the
Repositories pane.

Display overview When this option is selected, overview information is displayed

documentation in the Repositories window for life cycles.

Action/Rule Categories
The Action/Rule Categories screen allows you to define what special action/rule categories are
displayed. Studio must be restarted for changes to these selections to go into effect.

Option Description

Agenda Manager Select this option to display actions and rules related to the
Agenda module.

Application Automator Select this option to display actions and rules relation to the
Application Automator module.

Approvals Select this option to display actions and rules related to the
Workflow Approval Management module.

EIS Messaging Select this option to display actions and rules related to the
Enterprise Application Integrations with external applications.

Electronic Plan Review Select this option to display actions and rules related to the
ePlan Review module.

External Access Select this option to display actions and rules related to the
External Access Client module.

Foldering Select this option to display actions and rules related to

managed folders.

MarketPlace Select this option to display actions and rules related to the
MarketPlace module.

Notifications Select this option to display actions and rules related to

tracking submitted notifications.

SharePoint Select this option to display actions and rules related to

SharePoint integrations.

Workview Select this option to display actions and rules related to

WorkView objects.

OnBase 18 922
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

WorkView

Option Description

Display Class and Attribute IDs Select this to display class IDs and attribute IDs in the Design
(requires restart) Class Layout mode.

Display Item Description Select this to display the configured descriptions for Actions
and Views within the Repositories pane. Descriptions are
displayed in green text under the item in the tree.

Script Editors
The Script Editors screen lets you define options for the Unity script editor within the Studio

Option Description

Show line numbers Select this option if you want the line numbers displayed in the
editor. You can also select a font and font size from drop-down
select lists.

Default language You can select C# or Visual Basic for the default scripting
language used in the Unity script editor.

Code Analysis Select this option if you want to run code analysis when a script
is built. For more information about Code Analysis Rules, see
the Hyland SDK

OnBase 18 923
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

In addition to OnBase related locks, locks related to OnBase Studio are listed. If you want to
only see OnBase Studio related locks, select the Display only life cycle locks check box. All
locks not directly related to OnBase Studio are hidden from view.

Each row on the Locks tab contains the following information:

Column Description

User Displays the name of the user that placed the lock.

Note: Depending on your system configuration, the real name of the user may be
displayed.

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

OnBase 18 924
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

Column Description

Type Displays one of the following types of locks:

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

Details Displays additional information about the lock.

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

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

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

Output Window
Note: In order to use the Output window, OnBase Studio must have been configured for logging
during installation.

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

Controlling the Interface Display

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

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

OnBase 18 925
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

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

Using the Quick Access Toolbar

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

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

Option Description

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

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

Minimize the Ribbon Toggles the display of the ribbon.

OnBase 18 926
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

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

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

Note: Enabling or disabling the spell check option requires a refresh of the repository to take
effect.

The spell check option also allows you to add words to the custom dictionary file. This file is
referenced by the spell check option when looking for misspellings or when populating
suggestions for corrected spelling. To add words to the custom dictionary file:
8. Select File and click the Studio Options button. The Studio Options window is
displayed.
9. In the General Options section, Locate the Custom Dictionary option under the Enable
spell checking check box.
10. Click the Open in Notepad button to open the custom dictionary file in the Notepad
application.
11. Add a word to the document.
12. Save and close the file.
13. Click the OK button to exit the Studio Options window.

Note: Each word that is added to the custom dictionary file must be placed on a separate line
within the document.

OnBase 18 927
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

When the spell check option is enabled, misspelled words are automatically underlined by a
wavy red line.

OnBase 18 928
©2018
Hyland Software, Inc.
 Workflow
Studio Administration

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

OnBase 18 929
©2018
Hyland Software, Inc.
 S TUDIO - I TEM G ENERATORS

Configuring Item Generators

In order to test life cycles or other processes, you may want to generate test items within
OnBase Studio. You can configure a generator to generate specific items for testing.

OnBase 18 930
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Creating Generators
Generators can be configured to create specific items and a specific number of items. You can
configure multiple generators. To create a generator:
1. In the Home ribbon, within the Item Generation ribbon group, click Item Generators .

Note: You can locate a specific, existing generator item by entering text that will identify the
generator item in the Find field. The generator items displayed will be narrowed down to the
generator items that contain the characters entered.

Note: You can modify an existing item generator by selecting it and clicking Modify . To delete
an item generator, select it and click Delete . Item generators associated with batches cannot
be deleted. You can copy an existing item generator by selecting it and clicking Copy . The Item
Generator Wizard is displayed. The copied item generator must have a unique name in order to
be created.

2. Select the Repository from the drop-down select list for which you want to create a
generator.

OnBase 18 931
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

3. Click Add .

4. Enter the Name and the Description for the generator.

5. Click Next .

OnBase 18 932
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Note: When generating documents, Document Types that are configured as Image File Format
or Text File Format can be generated. If a Document Type is selected that does not have one of
these file formats configured, the documents will be generated as text documents. Document
Types that have E-Form Templates assigned will be generated as E-Forms even if the
Document Type is not configured with an E-Form Default File Format.

6. Select the Document Type from the drop-down select list.

7. Enter the number of documents you want to generate in the Number of documents to
create field.

Note: Up to 999,999 items can be generated.

OnBase 18 933
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

8. Click Next .

OnBase 18 934
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

9. Specify what the item generator should use for document contents. Select one of the
following:
• Specific Text: Select this option to enter specific text as content for the
document. If Specific Text is selected, click Next , then skip to step 14.

Note: This option is not available when generating E-Forms.

• Use Existing Document: Select this option if you want to select a file to be used
as document content.
10. Click Next .

11. Click Browse to select the file you want to use for document contents.
12. Select a Document Type for the file. The selected document is imported into OnBase
using the selected Document Type.

OnBase 18 935
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

13. If the selected Document Type uses a Description Keyword, the Description field is
available. Enter a Keyword Value for the Description Keyword.

Note: The Description field only allows the maximum number of characters that the
Description Keyword is configured to use.

Skip to step 17.

14. Enter the information you want to include in the documents in the The document should
contain the following text field. This information will be viewable in the document
viewer when the document is open.

OnBase 18 936
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

15. You can insert Keywords that are on the Document Type into the text field. To insert
Keywords, click Insert Keyword . The Insert Keyword dialog is displayed.

16. In the Keyword Type drop-down select list, select the desired Keyword Type to add. In
the Repeat field, enter the value for the number of times the Keyword Type should be
repeated. In the Formatting drop-down select list, select the type of formatting to apply
to the Keyword:
• <None> - Apply no formatting to the Keywords.
• Capitalize - Capitalize the first letter of the Keyword.
• Capitalize Words - Capitalize the first letter of every word.
• Uppercase - Capitalize every letter of the Keyword.
• Lowercase - Do not capitalize any letters of the Keyword.
17. Click Next .

OnBase 18 937
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

OnBase 18 938
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

18. Click Add . The Keyword Configuration dialog box is displayed.

19. Select the Keyword Type you would like to map to a value.

Note: If the value configured for the Keyword Type exceeds the configured maximum length for
the Keyword Type, the generated value will be truncated when the generator is executed.

Note: If the Keyword Type you selected is configured as a specific currency, you can specify
the currency format in the Currency Format drop-down select list.

20. Select the appropriate mapping option:

Constant This option allows you to add a constant value that will be added to all
Value generated documents for the selected Keyword Type.

OnBase 18 939
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Increment This option allows you to enter a Starting Value and a value to increment
Range that number by in the Increment By field. Each generated document
keyword value is incremented by the number specified.

Note: If the Keyword Type is configured for masking, the value is limited to
nine characters.

Note: This option is not available for currency or date Keyword Types.

Increment This option allows you to enter a Starting Date and a value to increment that
Date Range date by in the Increment By (Days) field. Each generated Keyword value is
incremented by the number of days specified.

Random This option allows you to add randomly generated value to the Keyword Type
Value selected for generated documents. Enter the range of values you want the
Between randomly generated values to fall in the fields.

Note: If the Keyword Type is configured for masking, the value is limited to
nine characters.

Note: This option is not available for currency or date Keyword Types.

Random Date This option allows you to add a random date between the specified range.
Between Select a start and end date for the date range. Select Include Time to
include a time.

Random Select this option to add a random value from the Keyword’s configured data
Value from set.
Data Set
Note: This option is only supported for Keywords with data sets configured.

Add the If you want to add a prefix to the value you configured in one of the above
following options. Select this check box and enter the value you want to use as a
prefix prefix.

Note: Leading and trailing spaces are removed from the prefix when it is
affixed to the keyword value.

Note: This option is available only when an alphanumeric Keyword Type is

selected.

21. Click OK .
22. Repeat the steps to add a Keyword Type for each Keyword Type and value combination
you want to map.
23. Click Next .

OnBase 18 940
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Note: The following screen is only available if you are licensed for Workflow.

24. You can determine whether the items that are generated are added to Workflow. The
following options are available:

Do not add the items to If you want to generate items, but you do not want to add them to
Workflow Workflow life cycles, select this option.

Add the items to all Life If you want generated items to be added to all life cycles that the
Cycles associated with them Document Type is associated with, select this option.

Add the items to the If you want to select a specific life cycle and queue to add the
specified Life Cycle items to, select this option and select the appropriate life cycle
from the first drop-down select list and the Queue from the
second drop-down select list.

Execute System Work If you want to execute system work on the items, select this
option.

OnBase 18 941
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

25. Click Next .

26. Determine how the items should be assigned a queue entry date. The following options
are available:

Option Description

Use the current date Uses the current date as the entry to queue date.

Use the following queue entry Select a specific date to use as the entry to queue date.
date

Use a random date between Uses a random date in a specified date range as the entry to
two dates queue date. Select a Start Date and End Date to specify the
date range that should be used. The End Date must be after the
Start Date .

27. Click Next .

28. Click Finish .

OnBase 18 942
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Creating Generator Sets

Generators can be grouped together in generator sets. Generator sets allow you to execute
multiple generators at one time. To create a generator set:
1. In the Home ribbon, within the Item Generation ribbon group, click Item Generator Sets .

2. Select the Repository from the drop-down select list that contains the generators for
which you want to create a generator set.

OnBase 18 943
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

3. Click Add .

4. On the General tab, enter a Name and Description for the generator set.

OnBase 18 944
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

5. Select the Item Generators tab.

6. From the Available Item Generators drop-down select list, select a generator that you
want to include in the set.
7. Click Add .
8. Repeat steps 6 and 7 until all the generators you want to include in the set are added
9. Click OK .
You can locate a specific, existing generator set by entering text that will identify the generator
set in the Find field. The generator sets displayed will be narrowed down to the generator sets
that contain the characters entered.

Note: You can modify an existing item generator set by selecting it and clicking Modify . To
delete an item generator set, select it and click Delete . Item generator sets associated with
batches cannot be deleted.

OnBase 18 945
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

Executing Generators and Generator Sets

You can execute generators and generator sets by selecting what you want to generate and
clicking the Execute button in either the Item Generators dialog box or the Item Generator Sets
dialog box. Upon executing a generator or generator set, the documents generated will be
added to the appropriate life cycle as configured during generator configuration.
If the execution of a generator or generator set is canceled, some items may have been created
in OnBase before the cancellation.

Administrating Generator Batches

You can view the list of generated batches and remove batches that are no longer needed.
When batches are removed, the generated documents and objects are also removed from
OnBase.
To remove a batch:
1. In the Workflow ribbon, within the Item Generation ribbon group, click Item Generator
Batch Administration .

2. Select the Repository from the drop-down select list that contains the generators for
which you want to create a generator set.
3. Select the batch you want to remove.

OnBase 18 946
©2018
Hyland Software, Inc.
 Workflow
Studio - Item Generators

4. Click Remove Selected .

To see new batches that have been generated, click Refresh .

OnBase 18 947
©2018
Hyland Software, Inc.
 E XPORTING AND IMPORTING CONFIGURATIONS

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

Note: Depending on your system’s licensing and your user rights and privileges, only certain
configuration items may be available for export.

The following configuration types can be exported in OnBase Studio:

• Business Process Folders
• Capture Processes
• Document Composition ODBC Inputs
• Document Composition Templates
• Document Types (if there are multiple revisions of a Document Type, the latest
revision is exported)
• EIS Message Broker Types
• EIS On-Ramp
• EIS Workflow XML Messaging
• Folder Templates
• Folder Types
• Form Templates
• Item Generator Sets
• Item Generators
• Notifications
• Packet Templates
• Portfolio Relations
• Portfolio Types
• Print Formats
• Reading Groups
• Scan Queues
• Storyboards
• Unity Form Themes
• Unity Scripts
• Web Service Publishing
• Workflow Approval Processes
• Workflow Life Cycles
• Workflow System Events

OnBase 18 948
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

• Workflow System Tasks

• Workflow User Forms
• WorkView Applications
• WorkView Classes
• WorkView Mobile Apps

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

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

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

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

OnBase 18 949
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

The Export Wizard is displayed:

2. Verify that the information listed for the Application Server and Data Source is correct.
3. Click Next . The Export dialog box is displayed:

OnBase 18 950
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

4. From the Available list, select a configuration item type to display all available items for
that configuration item type in the database:

Note: Depending on your licensing and the context from which you access the Export Wizard,
the configuration items listed in the Available list may differ from what is displayed in the
screen shots.

5. Select one or more of the configuration items displayed in the second list and click the
add button:

The items are moved to the Selected list.

OnBase 18 951
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

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

To remove one or more items, select them from the Selected list and click the remove
button:

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

7. Click Next when you have selected the items you would like to include in the export
package.

OnBase 18 952
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

8. The Summary dialog box is displayed:

Review the list of items you are exporting. Click Back to modify the items you are
exporting.

Note: Only items you explicitly selected are displayed in the Summary dialog box; however,
associated required configuration items are implicitly included in the export package. For
example, if you select an AutoFill Keyword Set without selecting the associated Keyword Types,
those Keyword Types are automatically exported since the set depends on them, even though
they are not displayed in this list.

9. Do one of the following to specify the encryption of the export package:

• To encrypt and require a password for the export package, select the Encrypt Export
File option. Enter a password in the Password field, and reenter it in the Confirm
field.
Keep this password in a safe place. It is required when uploading the package in the
Import wizard. If the password is lost, it cannot be retrieved.

Note: Passwords must adhere to any displayed requirements. All passwords must be at least
14 characters in length. If a password policy is being used and it requires fewer than 14
characters, the export cannot be completed.

OnBase 18 953
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

• To export the package without encryption and password protection, deselect the
Encrypt Export File option.

Note: Depending on system settings, the Encrypt Export File option may be enabled or
disabled. If the option is enabled, entering a password for the package is optional. If the option
is disabled, entering a password for the package is required.

10. Click Start Export . The Export Results dialog box is displayed, and you are notified
whether the export was successful.
The Export Results dialog box lists any warnings or errors for the export. Warnings
cause the export to be partially successful, allowing you to still download and save the
export package. Errors cause the export to fail, preventing you from downloading and
saving the export package. An example of an error is that a required document, such as
a template, could not be exported.

11. Click Download and Save Export Package .

12. In the Windows Save dialog box, specify a location and enter a file name for the export
package. Ensure that Export package files (*.expk) is selected as the Save as type .
13. Click Save .
14. From the Results dialog box, click Finish .

OnBase 18 954
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

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

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

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

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

OnBase 18 955
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

• When importing Folder Types, understand the parent/child relationship between

folders and how import actions can affect the relationship. For example, if you select
Create to create the parent folder in the destination database but select Map to map
a child folder to another folder in the destination database, the relationship between
the two folders is broken. The child folder becomes either a parent or a child of
another folder, depending on how it was mapped.

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

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

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

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

OnBase 18 956
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

The Import wizard is displayed:

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

Note: You are notified if a previous import was left incomplete. You cannot perform a new
import until the previous import is completed. To resolve the previous import, evaluate and
complete it in Import Management, or contact your first line of support. For more information
on Import Management, see the section Viewing Import History and Resolving Incomplete
Imports in the System Administration module reference guide.

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

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

OnBase 18 957
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

4. If the package is encrypted, you must enter the password for the package and click
Decrypt :

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

OnBase 18 958
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

5. The import layout is displayed:

Item Description

A Navigation bar

B Configuration Items pane

C Properties pane

D Errors and Warnings pane

If change management settings have not been configured, continue to step 6.

Otherwise, skip to step 10.
6. Configure change management settings by clicking the gear icon on the Navigation bar
and select Change Management Settings .

OnBase 18 959
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

The Change Management Settings dialog box is displayed:

7. Before performing an import, a Change Management File Directory must be specified.

Enter a directory path in the Change Management File Directory field, or click Select
Directory to browse for and select a directory.
When specifying a directory, consider the following:
• The Change Management File Directory is used during the import process to store
external files associated with configuration items that are imported. After import, the
imported external files are stored in a subdirectory of the specified directory.
• An Import folder is created in the specified directory if one does not already exist.
• The specified directory must be accessible to all Application Servers and clients.
• The specified directory must be writable by all Application Servers.
8. Select from the following options:

Option Description

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

Package encryption Enforces a password policy to encrypted export packages. When the
password policy administrator enters a password for an export package, the password
must adhere to the selected password policy before the package is
exported.
Select None to allow the administrator to enter any password without
adhering to a password policy.
For more information on password policies, see Enforcing User
Password Security on page 602.

OnBase 18 960
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

Option Description

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

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

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

9. Click Save .

OnBase 18 961
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

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

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

OnBase 18 962
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

11. The columns on the Configuration Items pane can be customized in the following ways:
• To sort configuration items alphabetically by Type , Name , Status , or Target Name ,
click the corresponding column header.
• To reorder columns, click and drag a column header to the edge of another column
header:

• To filter configuration items, use the filter controls at the top of each column. For
more information, see Filtering Import Configuration Item Columns on page 29.
• To search for a specific value in a column, enter the value in the filter control for that
column. For example, enter the name of a configuration item in the Name field to
search for that item by name. The configuration item list is filtered as you type.

Tip: Click and drag the borders of the columns in the Configuration Items panel to resize them.

12. Each configuration item must be configured with a decision option. To decision
configuration items, see the following:
• To manually decision configuration items, continue to step 13.
• To automatically decision configuration items, see Auto Resolution on page 971.
• To load decisions previously saved to an XML file, see Load Decisions on page 972.

Note: By default, all configuration items included in the export package are configured to not
be imported, and the decision status No Action is displayed in the Status column.

13. One or more configuration items can be decisioned at a time. To decision configuration
items, see the following:
• To decision a single configuration item, continue to step 14.
• To decision multiple configuration items simultaneously, skip to step 15.

OnBase 18 963
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

14. To decision a single configuration item:

a. Select a configuration item in the Configuration Items pane. The available decision
options are displayed in the Properties pane:

b. Select one of the following decision options:

Decision Option Description

No Action The selected item will not be imported into the destination database.

Create The selected item will be created in the destination database.

After selecting Create , the New Name field is displayed. If necessary, enter a
different name for the item to be created in the destination database. The
New Name field respects the maximum number of characters allowed for
names belonging to the configuration item type.

OnBase 18 964
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

Decision Option Description

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

Replace The selected item will replace a specified configuration item in the
destination database.
After selecting Replace , the New Name field is displayed, along with a list of
available configuration items in the destination database. Select the
appropriate item to replace. If necessary, enter a different name for the item
in the destination database. The New Name field respects the maximum
number of characters allowed for names belonging to the item type you are
updating.

Note: When Replace is selected, an item in the destination database is

automatically selected if it matches the name of the item being imported.

If the configuration item selected in the Configuration Items pane has

associated children configuration items, Apply Decision To Children is
enabled. Click Apply Decision To Children to use the decision options
selected for the parent configuration item for all its children configuration
items.

OnBase 18 965
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

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

For each overlay listed, select No Action , Create , or Map . If Map is selected, select an
overlay to map to from the list that is then displayed.
d. Continue to step 16.

OnBase 18 966
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

15. To select the same decision options for multiple configuration items simultaneously:
a. Select multiple configuration items in the Configuration Items pane using one of the
following methods:
• Hold Ctrl and click multiple configuration items.
• Press Shift + Down Arrow to select the configuration item below the selected
configuration item in addition to the selected configuration item.
• Press Shift + Up Arrow to select the configuration item above the selected
configuration item in addition to the selected configuration item.
• Press Ctrl + Shift + End to select all configuration items below the selected
configuration item, including the selected configuration item.
• Press Ctrl + Shift + Home to select all configuration items above the selected
configuration item, including the selected configuration item.
• Hold Shift and click two configuration items to select them and all configuration
items between them.
The available decision options are displayed in the Properties pane:

b. Select one of the following decision options:

Decision Option Description

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

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

OnBase 18 967
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

Decision Option Description

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

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

c. Click Apply Action to Selected Items .

16. After all configuration items have been decisioned, click Run Verification .
17. If errors or warnings result from verification, they are listed in the Errors and Warnings
pane:

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

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

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

After resolving errors and warnings, click Run Verification .

18. Click Proceed to Import .

OnBase 18 968
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

19. The Pre-Import Report page is displayed:

The following sections are displayed:

Section Description

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

during the import process.

OnBase 18 969
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

Section Description

Statistics Displays the number of configuration items

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

Items Created Lists the configuration items decisioned as Create ,

organized by configuration item type.

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

To return to the previous page and edit decisions, click Back to Decisions .
To verify the information displayed in the Pre-Import Report and begin import, click
Start Import .

OnBase 18 970
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

20. Once the import is complete, the Post-Import Report is displayed and indicates whether
the import was successful:

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

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

21. Click Finish .

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

2. Select Create Unmatched Items to assign the Create decision option to any
configuration items for which a matching item cannot be found to map to. Without this
option selected, any configuration items that do not have a match will not have their
decision option changed. This option is selected by default.

OnBase 18 971
©2018
Hyland Software, Inc.
 Workflow
Exporting and Importing Configurations

3. Select Override Existing Actions to allow automatic resolution to override and reassign
any decision options that have already been selected by the user.
4. Click Automatically Resolve All Items .

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

Save and Load Decisions

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

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

Load Decisions
To load previously saved decisions:
1. Click Load Decisions . The Open dialog box is displayed.
2. Navigate to and select a previously saved decisions XML file.
3. Click Open . The decision options of the configuration items in the Configuration Items
pane are updated.

OnBase 18 972
©2018
Hyland Software, Inc.
 O RG CHARTS AND C ALENDARS

When Workflow is configured to use Org Charts and Calendars, it gains the ability to more
efficiently route documents to users. The capability of the Calendar allows Workflow to
determine business holidays as well as individual employee vacation days. When joined with an
Org Chart, the capability expands to route documents automatically according to both
employee hierarchy and availability.

Org Chart Concepts

An Org Chart is a hierarchical display of an organization’s employees. Each employee, save the
topmost-ranked one, has a manager and zero or more reports; other employees who report to
that particular employee.

Roles- A role is a label for a function that an employee serves in an organization. For example,
employee Team Lead can serve in a “proofreader” role. Your organization may not have an
actual “proofreader” position; the role is filled by an existing employee. It is possible for one
employee to serve several roles. Multiple employees may also share one role. A role is a title
that unifies a group of individual users without any security implications. Privileges and rights
are still maintained by the user group that the user belongs to, regardless of his or her role.

Peers- Peers are employees who share a common role.

Note: Peer employees do not necessarily share a common manager.

Assistants- This type of employee has a special relationship to a manager. When an employee
is assigned the “assistant” role, it signifies that this employee will occasionally perform certain
managerial duties when the manager is unavailable. These duties are controlled by the
Workflow configuration.

Note: An assistant cannot have any reports configured for them.

Note: An employee does not need to directly report to the manager that s/he is an assistant to.
An employee may serve in the role of assistant for several other managers in an organization.

Manager - A manager is a user that is configured with reports within the Org Chart hierarchy.
Ad Hoc Managers- When a Queue is configured for Manager coverage, if an Ad Hoc Manager is
assigned to a user and the user is unavailable, the Ad Hoc Manager will see the documents for
that user in the coverage Queue, instead of the Manager in the configured tree structure of the
Org Chart. The Ad Hoc Manager may be anyone within the Org Chart; not necessarily someone
in the reporting hierarchy.

OnBase 18 973
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Product Rights
The Org Chart product right is required to access the Org Chart | Org Charts menu in the
Configuration module.
The Calendar product right is required to access the Org Chart | Calendars menu in the
Configuration module.

Configuring an Org Chart

Before configuring an Org Chart, extensive consultation should be done to determine the exact
hierarchy of an organization’s employees. To configure an Org Chart:
1. In the Configuration module, select Org Chart | Org Charts . This displays the Org Charts
dialog box. Type the name of the Org Chart.

2. You will be prompted to select a root user, or topmost-ranking employee, from the
Choose Root menu.

Note: If working in an Institutional Database, you will be prompted to assign the Org Chart to an
Institution.

OnBase 18 974
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

3. After selecting the root employee, click Settings on the Org Charts dialog box. This
displays the Org Chart Configuration dialog box. The employee selected as root user is
displayed at the top of the chart.

Note: If a user has a real name configured, it will be displayed in parenthesis next to the user
name. If there is no real name configured, only the user name is displayed.

OnBase 18 975
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

4. Right-click on the employee’s name to display the right-click menu for that employee.

Right-Click Option Description

Add Reports When this option is selected, the Add Reports dialog box is displayed.
Select the user(s) to report to the selected employee from the
Available Users field. Double-click the user name or select the Add>>
button to add the user as a report. For example, one might choose
employees MANAGER and ASSOCIATE MANAGER to report to
employee VICE PRESIDENT. There is no limit to the amount of
subordinate reports an employee may have.
You can click the Display User Names or Display Real Names button
to toggle the way the users are displayed within the dialog box.

Note: If real names are displayed, but a user does not have a real
name, the dialog box will display the user name in double square
brackets, for example [[MANAGER]]. These names will be placed at the
end of the users list.

Note: Once a user has been configured as a report, the user name
cannot be removed via the Add Reports dialog box. It must be removed
using the Delete User right click option.

Note: Both the root employee and reports will have icons to the
left of the user name.

Note: When no more eligible reports are left, the Add Reports dialog
box will be disabled as well as the Replace User menu option.

Add Assistant When this option is selected, the chosen user will act as assistant to
the selected employee. An employee who is an assistant has

a icon to the left of his/her name. An assistant performs certain

duties when the employee s/he reports to is unavailable.

Note: An assistant can have no reports.

OnBase 18 976
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Right-Click Option Description

Add Ad Hoc Manager

Caution: This option is not supported in the Classic Client Workflow
interface.

When the Sys - Assign to User and Sys - Assign Related to User
actions are configured to assign documents to a Manager, if there is an
Ad Hoc Manager assigned to a user, the Ad Hoc Manager is the user
that will be assigned to the document, instead of the Manager in the
configured tree structure of the Org Chart.
When a Queue is configured for Manager coverage, if an Ad Hoc
Manager is assigned to a user and the user is unavailable, the Ad Hoc
Manager will see the documents for that user in the coverage Queue,
instead of the Manager in the configured tree structure of the Org
Chart.

Note: The Ad Hoc Manager may be anyone within the Org Chart; not
necessarily someone in the reporting hierarchy.

When an Ad Hoc Manager is added, it is denoted with a red icon next to

the username.
The requirements and limitations of this option are as follows:
• The Ad Hoc Manager must have rights to the queue in order to see
documents for users they are providing coverage for.
• The Ad Hoc Manager must be a Load Balancing member in order
for documents to be assigned to them.
• Neither the root user or an Assistant can have an Ad Hoc Manager
assigned to them.
• Each user can only have one Ad Hoc Manager assigned; however, a
user can be assigned as an Ad Hoc Manager to multiple users.
• Once an Ad Hoc Manager is assigned to a user, the Manager in the
hierarchy no longer will be able to provide Manager Coverage or
have documents assigned to them as the Manager of the user.

Delete User This option deletes the selected user from the Org Chart. If an assistant
is selected, the assistant will be deleted. If you select to delete an
employee with reports, two options will be displayed:
• Report to Manager - employees will report to the next higher-
ranking manager on the Org Chart
• Remove from Org Chart - the selected employee, plus all
subordinate reports, will be removed from the Org Chart.

OnBase 18 977
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Right-Click Option Description

Locate User This option allows you to locate any user configured in the Org Chart.
When this option is selected, the Locate User dialog box is displayed.
Select the user you wish to locate in the Org Chart from the Available
User(s) drop-down select list and click OK .

Note: Only those users configured for the particular Org Chart are
available for selection.

The selected user’s name will be selected and display in boldface in the
Org Chart. In the case of multiple instances of a user name, the Org
Chart will be expanded to display all of them. The last instance of the
user name will be selected.

Replace User This option will replace the selected user with another employee.

Note: This option will be disabled if no eligible reports are available.

Assign Roles Selecting this option allows you to assign roles to a particular
employee. Employees may have no roles, one role, or multiple roles
assigned.

Note: Roles will not appear in the Org Chart diagram. In order to view a
user’s assigned roles, you must right-click on the user name.

Expand Tree Selecting this option expands the Org Chart configuration tree diagram.

Collapse Tree Selecting this option collapses the Org Chart configuration tree
diagram.

OnBase 18 978
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

A configured Org Chart for a small department might look like this:

Note: The user names shown do not reflect assigned roles. User “Vice President” could be
named “Stan Smith” and still be assigned a role of “Vice President.”

Creating Roles
A role is a specific function an employee will perform. For example, an employee who is at the
Manager level in the hierarchy of the Org Chart may be assigned a role of “Human Resources
Manager” or “Project Approval.”
Before a role can be assigned to an employee, it must be created.

OnBase 18 979
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Within OnBase Studio, you can configure roles that can be used in load balancing queues and
rule queues. A role is a specific function an employee will perform. In order to assign users to
roles, you must create defined roles. To configure roles:
1. In the Home ribbon within the System ribbon group, click Roles .

OnBase 18 980
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

2. Click Add .The Role Configuration dialog is displayed.

3. Enter a Name for the role.

OnBase 18 981
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

4. To add users to the role, click Add . The Users dialog is displayed.

5. Select the user or users you want to associate with the role. Click OK when finished.
6. If you want to remove a user from the role, select the user from the list and click
Remove .
7. If you want any changes to users in a role to update any load balanced queues with
which the role is associated, select the Update load balanced queues with added/
removed users option.
8. Click OK .
You can locate a specific, existing role by entering text that will identify the role in the Find
field. The roles displayed will be narrowed down to the roles that contain the characters
entered.
You can modify a role by selecting it and clicking Modify .
You can delete a role by selecting it and clicking Delete .

OnBase 18 982
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Assigning a Role to an Employee

To assign a role:
1. In the Configuration module, navigate to Org Chart | Org Charts . Select an Org Chart,
then click Settings .
2. In the Org Chart Configuration dialog box, right-click on the user whom you wish to
assign a role.
3. Select Assign Roles .
4. Select the role and click the > arrow button to designate the role for that particular user.
You may assign multiple roles through this dialog box.

Note: You may also choose a role by double-clicking it.

5. Click OK to save the role assignments.

Note: If a user is deactivated, the user will be removed from any roles s/he is configured for.

6. Click Save . Upon clicking Save , a message asking There is at least one user having
been added or removed for each of the role(s) <Name of Role>. The role(s) might have
been assigned to one or more load balancing queues. Do you want to update the load
balancing member for those queues if that is the case? is displayed. If you want these
user(s) whose role assignment(s) have changed to reflect those changes in Load
Balancing Administration, click Yes . Otherwise, click No . If users were removed,
documents assigned to the removed users will be moved to <Unassigned> in Load
Balancing Administration. This selection does not impact user rights to a queue.
The rest of the Org Chart configuration takes place through Workflow configuration.

Calendar Concepts
Without Calendar functionality, the main purpose of Org Charts exists in load balancing. Org
Charts, even without Calendars, enable Workflow to balance queues based upon user
organization chart hierarchy. When Calendars are also configured to work with the Org Charts,
Workflow can sort through documents based on employee availability, in addition to role.

Business Calendars
Business calendars can be configured for the business days of a company and be used by
timers and check date rules. Shift Calendars can be configured to utilize Workflow’s Coverage
queue feature. This calendar would be configured to account only for holidays and shutdowns
that apply to the entire business.
All Calendar usage is based off of Business Calendars. Calendars can be configured for
different purposes.

OnBase 18 983
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Shift Calendars
A calendar can also be configured as a Shift Calendar. This Shift Calendar can be applied to a
Coverage queue, which is explained in greater detail below. To account for variances in
individual users’ schedules, lists of days off can be configured for each user and applied to a
Shift Calendar. This can further refine load-balancing through Coverage queues.

Coverage Queue
A Coverage queue will work exactly like any other queue in Workflow, but adds the previously-
discussed coverage support. When a user opens a Coverage queue, s/he will see any
documents assigned to her/him as well as any documents from unavailable employees that s/
he is covering for. For example, if User A is configured to cover for User B in case of absence,
User A will see any documents of User B’s when User B is unavailable. In Coverage queues, the
document count takes into account both traditionally assigned and covered documents.

Business Days
It is important to have a thorough understanding of how the system counts business days
before configuring any calendars. The following points apply to business days:
• When counting the number of business days between two dates or times (such as
when using Rules involving dates), the system counts only full work days between
those times. For example, if the Calendar is configured for a 9am to 5pm work day,
and a document arrives in-system at noon on Monday, the document will have spent
one full business day in queue at 5:01 Tuesday evening. Although the document
spent time in the queue on Monday, only Tuesday was a full work day. Any timers
configured to fire off at 5:01 will take that document under consideration. Therefore
the document is processed after the first full work day.

Note: Coverage settings are only available for load-balanced queues in which users are
configured as Members. However, a user does not have to be a load balancing member in order
to be a coverage user. The only requirements for using coverage are: user group rights to view
the queue, assignment to the Org Chart associated with the queue, and having a role that
allows for coverage.

Note: Coverage is not supported for load-balanced queues configured with the rule Match
Keyword to Username assignment type.

Note: In the Client, the Load Balancing Administration screen does not display coverage. It
only displays the documents directly assigned to users.

OnBase 18 984
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Configuring Calendars
Calendars can be configured for many intended uses. A Business Calendar is the set of
workdays applicable to the entire business. This Calendar would be used by Workflow timers
and date rules. Business Calendars can be modified for each user by applying the original
Calendar and adding a configurable list of days off. In this way, a system can have a basic
Business Calendar configured, as well as specific User Calendars for each user. Business
Calendars can also be configured as Shift Calendars, applicable to Coverage queues. This is
useful for organizations where different departments are on different shift schedules. A
different Calendar could be configured for each shift schedule needed.

Note: It is recommended that a single Business Calendar be used for the sole purpose of
timers and rules in Workflow. This Calendar will be applied to a life cycle.

Configuring the Business Calendar

To configure a Business Calendar:
1. In the Configuration module, select Org Chart | Calendars . The Business Calendars
dialog box is displayed.

2. Type a name for the Calendar and click Create .

OnBase 18 985
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

3. Click Settings . The Business Calendar Configuration dialog box is displayed with the
Calendar tab selected. The Calendar tab lets you configure weekly hours of operation
for your organization.

4. Select the first day of your business week from the Work Week Start drop-down select
list in the upper-right corner.
5. From the drop-down select list under the Work Period Start column, select the first day
of your business week.
6. In the adjacent time field, select or type the time when operating hours begin.
7. In the time field under the Work Period Finish column, select or type the time when
operating hours end. By default, the work period ends on the same day it begins. If you
are configuring a work period that extends into the next day, click the time field’s up
arrow button until the next day is displayed in the adjacent drop-down select list.
8. Click Add .
9. Repeat steps 5 through 8 for each day of the business week. If you need to remove a
work period, select it and click Remove .

OnBase 18 986
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Configuring Holidays
Business Calendars let you configure business holidays and half days, which are days with
shortened periods of operation.

Note: Holidays that recur must be re-configured every year.

To configure a holiday:
1. In the Configuration module, select Org Chart | Calendars .
2. Select a Business Calendar and click Settings to display the Business Calendar
Configuration dialog box.
3. Click the Holidays tab.

4. Optionally, type a name for the holiday you want to configure in the Name field under
Holiday Configuration .

OnBase 18 987
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

5. From the drop-down select list under Holiday Start , select the start date of the holiday
you want to add.

6. Select All Day if the holiday lasts all day.

7. If the holiday spans multiple days, select the last day of the holiday from the drop-down
select list under Holiday End .
8. Select All Day if the last day of the holiday lasts all day.
9. If the holiday lasts for only part of the day, select the appropriate start and end times
from the time fields under Holiday Start and Holiday End . This period will be excluded
from the normal working hours configured on the Calendar tab.
10. Click Add to add the holiday.
11. Repeat for each holiday you want to configure.
12. Click OK when you are finished.

Configuring User Calendars

User Calendars, or employee Calendars, are Business Calendars that have been modified to
accommodate specific user schedules. While the basic Business Calendar is mainly used by
Workflow for timers and date rules, User Calendars are used to determine coverage ability.

Note: Any changes to employee Shift or Time Off Calendars do not require a Client restart.

OnBase 18 988
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

To configure a User Calendar:

1. In the Configuration module, select Users | User Names/Passwords .
2. Select the user you wish to configure a Calendar for. Click Calendar .

OnBase 18 989
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

3. The Calendar Configuration dialog box displays. Select the Business Calendar tab.

4. Select the appropriate Business Calendar from the drop-down list. This will be the
Calendar that the user’s configured time off will be added to. In many cases, the
Calendar chosen will be a Shift Calendar configured for a Coverage queue. In some
cases where shifts are not applicable, the Calendar selected may be the basic Business
Calendar.
5. After selecting the appropriate Business Calendar, select the Time Off tab. Configure
the time off for the user in the same method outlined for configuring the Holiday tab.
For more information, see Configuring Holidays on page 987.

Note: The holidays configured for the selected Business Calendar will display in the user’s
Time Off tab.

6. To reset holidays for a particular user, click Reset Holidays .

In some instances it will be desirable for a user to work during a holiday configured for
the Business Calendar. To remove the holiday from the user’s time off, select the
holiday and click Remove .
7. When all parameters are satisfactory for the User Calendar, click OK .
8. Configure User Calendars for as many users as is appropriate.

OnBase 18 990
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Configuring Users to Modify Calendars

User Calendars can be adjusted by other users to efficiently keep calendars up-to-date. This is
achieved by configuring certain users to be able to change user calendars based on roles. This
enables easy changing of time off and scheduled vacations in the Client module. To configure
a user to have the ability to change other users’ calendars:
1. In the Configuration module, select Users | User Names and Passwords | Calendar .
2. In the User Calendar Configuration dialog box, select the Roles tab.

3. Choose roles that this user will be able to modify calendars for. Use the Add>> and
<<Remove buttons to move the selected roles between the two fields. The user will be
able to modify calendars for all users who are configured as these roles.
4. When finished, click OK .

Copying Calendars
Copying Business Calendars can assist in efficient configuration of Calendars for a system.
Should many Calendars be required, it may be simplest to create one Calendar and copy it,
changing the name and required settings as appropriate.
To copy a Calendar:
1. In the Configuration module, select Org Chart | Calendars . The Business Calendars
dialog box displays.
2. Select the desired Calendar.

OnBase 18 991
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

3. Click the Copy button. The [Calendar] Copy Configuration dialog box displays.
4. Enter the name for the new Calendar and click Save .

Org Charts and Calendars in Studio Workflow

Configuration
After configuring the Org Chart and appropriate Calendars, Workflow needs to be configured to
use them. This is accomplished in two steps:
1. The Org Chart and Calendar must be assigned to an appropriate life cycle. Each life
cycle may have one Org Chart and one Calendar assigned to it.
2. Queues within the life cycle must be assigned coverage. An Org Chart and User
Calendars are required for coverage.

Note: A Business Calendar is required for timers or date rules.

Assigning an Org Chart

1. Launch OnBase Studio and connect to a repository.
2. Select the appropriate life cycle in the Repositories pane.

OnBase 18 992
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

3. In the life cycle’s Properties pane, select the appropriate Organizational Chart and
Calendar from the drop-down select lists.

Note: Institutional databases may have one Org Chart and one Calendar per life cycle per
institution.

Assigning Queue Coverage

Note: If a life cycle has no Org Chart assigned to it, coverage options will not be active. You
must assign an Org Chart before configuring coverage.

Note: Options on the Coverage tab are only active if a queue is load-balanced with Users as
Members. If the queue is configured as Match Keyword to Username, the options will not be
active.

1. Select the appropriate queue.

2. In the queue’s Properties pane, select the Coverage tab.
3. Select the appropriate Coverage: Workday or Shift .

Workday will only check the Business calendar to see if a user is available.
Shift will check the Business calendar as well as the Shift calendar assigned to the user
to see if the user is available.

OnBase 18 993
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

4. In the check boxes, select whom employees are going to be covered by when
unavailable.

Coverage Option Description

Manager When this option is selected, Workflow will traverse the associated Org
Chart to find a Manager to cover for the absent employee. The first
Manager Workflow finds relative to the employee will cover the
absentee.

Assistant When this option is selected, the employee designated as “assistant”

will cover for an absent employee.

Note: In order for this option to take effect, an assistant must be

configured in the Org Chart for the unavailable user.

Peer When this option is selected, Workflow will traverse the associated Org
Chart to find a peer to cover for the absent employee. Any employee
within the Org Chart who shares the same role will cover the absentee.

Required Role This option is available when Peer is selected. When configured, all
employees with rights to the queue will be able to view the documents
of unavailable users who have this role.

Note: Although this option is made available by selection of Peer , the

users who share a required role do not necessarily have to be peers in
the Org Chart.

5. Click Save to save these settings.

Note: All users that meet coverage configuration terms will be able to see documents of
absent employees.

Document coverage is not transitive. For example, when using the See Other User’s
Documents option, if Employee 1 covers for Employee 2, but Employee 2 is also covering for
Employee 3, Employee 1 will not see Employee 3’s documents.

Note: When using coverage, documents are not reassigned to available users. The assignment
to the original user is maintained, but other users are able to view the documents.

OnBase 18 994
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

Configuring Calendars and Org Charts in Institutional

Databases
The implementation of coverage, Calendars, and Org Charts in institutional databases is
identical to that in a standard database, with the following notes:
• Upon creation of the Org Chart, the user will be prompted to assign the Org Chart to a
particular institution.
• Users can assign one Calendar and one Org Chart to a life cycle, per configured
institution, when a queue is marked for institutional settings. This allows separate
institutions that have identical business processes to share the same life cycles and
queues.
• Only Super Users are permitted to see user names and documents across
institutional boundaries. Workflow Administrators are only able to administer to
users within their own institutions unless they are also designated as Super Users.
Workflow Administrators fall under any of the following categories:
• Users in an Administrator group
• Those users granted the Workflow Administrative Processing Product Right
• Queue-based Administrators

Calendar Usage in the Client

Users can change their own calendar, or, if they are appropriately configured, others’ calendars
in the Client module. To change a User Calendar:
1. In the Client module, select User | Change User Calendar . The Choose User Calendar
dialog box displays all the calendars the logged-in user has rights to.

OnBase 18 995
©2018
Hyland Software, Inc.
 Workflow
Org Charts and Calendars

2. Select the desired calendar and click OK . The User Calendar Configuration dialog box
displays.

3. Adjustments to the user calendar can then be made. For more information on
configuring Time Off, please see Configuring Holidays on page 987. Time Off is
configured in the same manner as Holidays.
4. When finished, click OK .

OnBase 18 996
©2018
Hyland Software, Inc.
 WORKFLOW I NSTALLATION

Requirements
The following sections list requirements for using Workflow with the OnBase Client.
If you will be using Workflow with the Web Client, refer to the Web Server documentation for
current Web Server requirements.
If you will be using Workflow with the Unity Client, refer to the Unity Client documentation for
current Unity Client requirements.
Refer to the respective documentation for current requirements if you will be using Workflow
with any of the following modules:
• Integration for Microsoft Outlook 2007
• Integration for Microsoft Outlook 2010
• Integration for Microsoft Outlook 2013
• Integration for Microsoft Outlook 2016
• Mobile Access for Android
• Mobile Access for iPad
• Mobile Access for iPhone
• Mobile Access for Windows
• Office Business Application for 2007
• Office Business Application for 2010
• Office Business Application for 2013

Client Module 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 (1607 Anniversary Update, 1703 Creators Update, or 1709 Fall Creators
Update)
• 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 18 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 Technical Requirements Overview for New Installations and
Upgrades document.

OnBase 18 997
©2018
Hyland Software, Inc.
 Workflow
Workflow 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
server, these packages are installed when the setup.exe installer is used to install the OnBase
Web or Application Servers.

Note: The following packages must also be installed on the workstations of any modules that
connect to the corresponding Web Server or Application Server.

The 32-bit Application Server requires the following:

• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2012 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)
The Web Server and the 64-bit Application Server require the following:
• Microsoft Visual C++ 2010 Redistributable Package (x64)
• Microsoft Visual C++ 2012 Redistributable Package (x64)
• Microsoft Visual C++ 2013 Redistributable Package (x64)
• Microsoft Visual C++ 2015 Redistributable Package (x64)
The Unity Client requires the following:
• Microsoft Visual C++ 2005 Redistributable Package (x86)
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2012 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)

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.

Client Retrieval Workstation Hardware Requirements

Hardware Minimum Recommended

CPU 1 GHz 2 GHz or faster

OnBase 18 998
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Hardware Minimum Recommended

Memory (RAM) • 32-bit OS: 1 GB 4 GB

• 64-bit OS: 2 GB

Free Hard Disk Space 2 GB 2 GB or greater

(total for installation
itself and post-
installation files)

Screen Resolution 1024 x 768 (1280 x 800) 1280 x 1024 (1440 x 900 widescreen)

Note: Using a lower

resolution may result in a loss
of functionality.

Databases Supported
The following sections list the databases supported in OnBase 18.

Microsoft SQL Server

The following versions of Microsoft SQL Server™ are supported:
• Microsoft SQL Server 2008 (RTM, SP1, SP2, SP3, or SP4)
• Microsoft SQL Server 2008 R2 (RTM, SP1, SP2, or SP3)
• Microsoft SQL Server 2012 (RTM, SP1, SP2, SP3, or SP4)
• Microsoft SQL Server 2014 (RTM, SP1, or SP2)
• Microsoft SQL Server 2016 (RTM or SP1)
• Microsoft SQL Server 2017 (for Windows or Linux)

OnBase 18 999
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

When using Microsoft SQL Server databases, also note the following:
• Microsoft SQL Server 2008 and Microsoft SQL Server 2008 R2 are being deprecated
for eventual removal from the OnBase product suite. SQL Server 2008 and 2008 R2
are supported in OnBase 18; however, they will not be available in OnBase 19 and
subsequent versions of OnBase. If you are currently using either Microsoft SQL
Server 2008 or Microsoft SQL Server 2008 R2, Hyland Software recommends using
Microsoft SQL Server 2012 or later to fulfill your needs.
• In April 2016, Microsoft discontinued technical support for Microsoft SQL Server
2005. As of release 17, Hyland Software no longer supports SQL Server 2005.
• If you are using an ODBC data source to connect to the database, you must ensure
that your SQL Server database client software version matches or exceeds the
database server version. For example, if your database server is SQL Server 2012,
verify that the database client is SQL Server 2012 (or later). Running a previous client
version, such as SQL Server 2008, will result in system instability and memory issues.
For instructions on determining your server and client versions, see Database Client /
Server Version Compatibility.

Oracle
The following versions of Oracle ® are supported:
• Oracle 11g (R2)
• Oracle 12c (R1 or R2)

Note: All Oracle 11g and 12c drivers can be used.

Note: If you are using an Oracle database, it is strongly recommended that you have a certified
Oracle Database Administrator on staff.

SAP SQL Anywhere

Support for SAP SQL Anywhere™ databases is being deprecated for eventual removal from the
OnBase product suite. Beginning in OnBase 18, new customers are required to use a supported
version of a Microsoft SQL Server or Oracle database. However, the following versions of SAP
SQL Anywhere are still supported for existing customers:
• SAP SQL Anywhere 16
• SAP SQL Anywhere 17
Beginning in OnBase 19, SAP SQL Anywhere databases will no longer be supported.

Note: On December 31, 2016, SAP retired engineering support for SQL Anywhere versions 12.x
and lower. As of OnBase 17, Hyland Software no longer supports SQL Anywhere versions 12.x
and lower.

OnBase 18 1000
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

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

Database Client / Server Version Compatibility

Due to critical issues that have been reported, Hyland Software strongly recommends the
following:
• Ensure that your database client software version matches or exceeds the database
server version.
• Ensure that 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 most-
recent 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.

OnBase 18 1001
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

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 Hyland Community (https://www.onbase.com/
community).

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.

OnBase 18 1002
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

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 Internet
Explorer from a Remote Desktop 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 4 for licensing requirements.

Pre-Installation
You must have a functioning OnBase database licensed for Workflow.

OnBase 18 1003
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Installation
The Professional Services Group (PSG) at Hyland Software, Inc. (HSI) is exclusively responsible
for technical involvement with all OnBase Workflow implementations. OnBase Solution
Providers can engage the PSG in either an advisory role, or as the primary provider of the
design, installation, and integration or support of OnBase Workflow solutions. Prior to
engagement, OnBase Solution Providers must sign an integration services agreement, provide
a detailed statement of work, and issue a purchase order for PSG services.
Hyland Software’s PSG must play the role of primary provider in any case where the OnBase
Solution Provider is not an HSI-certified OnBase Workflow installer.

Sending Notifications using Outlook 2003

If you are using Outlook 2003 to send notifications for Workflow, complete the following steps:
1. Select Start | Control Panel .
2. Double-click on Mail .
3. Click Show Profiles...
4. Select the appropriate Outlook profile and click Copy...
5. Enter a new name.
6. Click OK .
7. Click Close .
8. Restart the IIS Admin service.
9. Login to the ASP.NET Client, select the Workflow icon and execute the action to send an
external notification

Sending Notifications Using the Hyland Distribution

Service
If you have the Hyland Distribution Service installed on your system, you can use it to send
notifications.
In order for notifications to be sent using the Hyland Distribution Service, the Use E-mail
Distribution Service for automated e-mails global client setting must be selected. If you are
using the web Workflow interface, you must restart the web services before the setting will take
effect. To set this setting:
1. In the Configuration module, select Users | Global Client Settings .
2. Select the Email tab.
3. Select the Use E-mail Distribution Service for automated e-mails option.
4. Click Save .

OnBase 18 1004
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Using the Core-Based OnBase Client Interface

The Core-based OnBase Client interface is based off of a service. The Core-based interface
constructs XML data and passes it to a web service to be executed. In order to install the Core-
based interface, you must complete the following:
• Configure an Application Server.
• Select the Core-based interface type. See Specifying the OnBase Client Interface
Type on page 202 for more information.
• The following files must be in the same directory as the OnBase Client and
Configuration executables: Hyland.Client.Workflow.dll , Hyland.Common.Core.dll ,
Hyland.Common.dll , Hyland.Services.Client.dll , Hyland.Services.Client.Legacy.dll ,
and Hyland.Types.dll .

Application Server Overview

The Application Server is required to allow certain modules to communicate with OnBase. This
is required to ensure consistent functionality across all interfaces so that there is no difference
when accessing OnBase using the OnBase Client or Web Client.

Note: You do not need a separate license to use the Application Server.

Defining the Application Server

Certain modules and functionalities found within the OnBase Client and Configuration module
require the use of the Application Server. To use these modules and functionalities within
OnBase Client and Configuration module, you must define the Application Server.
To configure the Application Server:
1. In the Configuration module, select Utils | Application Server . The Application Server
Configuration dialog box is displayed:

2. Enter the Application Server Path .

For a typical installation, the path will be like the following: http://hostname/AppServer/
Service.asmx. The path can be up to 255 characters.

OnBase 18 1005
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

3. Enter the appropriate Datasource name that the Application Server will use.
4. Click Save .

Caution: When the Application Server is reset, all currently running Clients on a single
workstation that is connected to the Application Server must be reset. If the Clients are not
reset, any further attempted connections made to the Application Server will fail.

Workflow Web.config Settings

There are several Web Server web.config settings that influence the Workflow module.
If you want to open a specific queue within Workflow by default, set defaultContext to
Workflow , leave the defaultControlBar blank , and set defaultContextID to the queue number.
The queue number is displayed in the Studio when a queue is selected during configuration.
DefaultContextInfo — <DefaultContextInfo>
<defaultContext>Workflow</defaultContext>
<defaultControlBar>Lifecycles</defaultControlBar>
<defaultContextID>253</defaultContextID>
</DefaultContextInfo>
When you login to the Web Client, the Workflow queue with ID 253, should be opened by
default.
If there is no queue with that ID, the Workflow will still be opened by default, but no queue
should be opened.

Note: If an Auto-Open Queue is specified in the OnBase Client’s Workstation Options dialog
box, it will override the queue specified to open by default in the web.config file.

Note: When Workflow is opened by default, when you click the Back button, the Retrieval
context is available when you click the Retrieve button.

showQueueCounts — Queue counts do not display by default. In web.config the

showQueueCounts is set to false by default. This means that in Workflow, once the life cycle is
expanded, there is no count of how many documents are in each queue.
If the showQueueCounts is set to true, the core runs a query to count the documents in the
Workflow queues and displays this number.
WorkflowMaxResults — This option specifies the maximum number of results displayed in a
Workflow filter results list. The default value is 2000.
ShowCombinedInbox — This option controls whether or not the Combined Inbox is available.
The Combined Inbox is enabled by default. Set ShowCombinedInbox to false to disable the
Combined Inbox.
WorkflowLayout — This setting allows the layout of Workflow to be specified.

OnBase 18 1006
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

When the value of this setting equals "selectable" , a Workflow Layout Options button is
displayed in the Web Client that allows users to define the layout of Workflow. Within the Web
Client, users can select from Horizontal Layout , Vertical Layout , or Separate Viewer Layout .
When the value of this setting equals "horizontal" , users will receive the layout that has the
document viewer horizontally spanning the Workflow interface.
When the value of this setting equals "vertical" , users will receive the layout that has the
document viewer vertically spanning the Workflow interface.
When the value of this setting equals "separateviewer" , users will receive the layout that has
the document viewer in a separate window from the Workflow interface.
QueueAnnotationMap — You can configure a specific default annotation for a specific queue.
When you configure this, the Toggle Annotation button is toggled on by default in the client and
the annotation type defined is selected by default when a document is accessed from the
queue specified. To define this, the following setting must be added to the web.config file
within the <appSettings> node; this setting is not in the web.config file by default:
<add key="QueueAnnotationMap" value="<queue ID#>=<Annotation Type ID#>,..."
/>
Specify the ID number for the queue you want to associate with a specific annotation type
where <queue ID#> is. Do not enclose the value in carets (<>). Specify the ID number for the
annotation you want to associate with the specified queue where <Annotation Type ID#> is. Do
not enclose the value in carets (<>).

Viewer Vars
WORKFLOWMENU — When workflowMenu is set to true , the Workflow right-click option is
available from the open document right-click menu.
W ORKFLOW RELATED D OCUMENTS — The DisplayRelatedDocuments setting controls tab
focus. If this is set to always , the focus will always be on the Work Folder tab upon document
selection in a queue. If this is set to never , the focus will always be in the Documents tab upon
document selection in a queue. If this is set to document , the focus will be on the Work Folder
tab when related documents exist for the selected document in a queue. Otherwise, focus will
remain on the Documents tab.
WINDOW SIZE — The WorkflowUserInteractionHeight setting controls the size of the top half
of the Workflow window. This setting is measured in pixels. The minimum value is 150. The
default value is 375.

OnBase 18 1007
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Workflow Unity Client Configuration File Settings

The following Workflow settings are contained in the Unity Client configuration file:

Setting Description

allowMultipleWorkflowLayouts This setting overrides the Allow multiple instances of

the Workflow layout Workflow user option. When set
to true or false , this user option cannot be set by users.
This setting is not present in the Unity Client
configuration file by default. To use this setting, you
must manually add it to the Unity Client configuration
file’s <appsettings> section, in the following format:
<add key="allowMultipleWorkflowLayouts"
value="true"/>

alwaysOpenWorkflowInNewWindow This setting overrides the Always display Workflow in

a new window Workflow user option. When set to true
or false , this user option cannot be set by users.
This setting is not present in the Unity Client
configuration file by default. To use this setting, you
must manually add it to the Unity Client configuration
file’s <appsettings> section, in the following format:
<add key="alwaysOpenWorkflowInNewWindow"
value="true"/>

enableWorkflowDebugTrace For more information on this setting, see Debug

Breakpoints on page 390.

enableWfQueueCountService This setting controls whether the Unity Client respects

the configured Inbox Refresh Rate for Workflow
queues. When set to true , the configured Inbox
Refresh Rate for all Workflow queues is used. When
set to false , the configured Inbox Refresh Rate for all
Workflow queues is not used.
This setting is not present in the Unity Client
configuration file by default. When this setting is not
present in the Unity Client configuration file, it is treated
as true . To configure this setting, you must manually
add it to the Unity Client configuration file’s
<appsettings> section, in the following format:
<add key="enableWfQueueCountService"
value="true"/>

Tip: Use this setting to limit which users are using the
configured Inbox Refresh Rate.

OnBase 18 1008
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Setting Description

RequestTimeoutSeconds This setting allows the default client execution timeout

to be overridden by the specified number of seconds.
This setting is not present in the Unity Client
configuration file by default. When this setting is not
present in the Unity Client configuration file, the timeout
is 100 seconds by default. To configure this setting, you
must manually add it to the Unity Client configuration
file’s <Hyland.Services.Client> section, in the
following format:
<RequestTimeoutSeconds Value="[# of
seconds]" />

startupWorkflowLayout This setting controls the OnBase User Group layout that
is displayed by default when a user opens the Unity
Client’s Workflow interface.
When set to a numeric ID of a layout that was created by
an administrator for a user group, the configured layout
is used.

Note: This numeric ID is displayed next to the name of

the layout in the Manage user group layout settings
dialog box’s drop-down select list.

This setting is not present in the Unity Client

configuration file by default. To configure this setting,
you must manually add it to the Unity Client
configuration file’s <appsettings> section, in the
following format:
<add key="startupWorkflowLayout"
value="[layout ID]"/>
In place of a specific layout ID, the following values can
also be used to set the default layout:
• -1 sets the default to the Simple layout
• -2 sets the default to the Classic layout
• -3 sets the default to the user’s default layout if one
is configured
• -4 sets the default to the most recent layout used
before the setting was added.

For more information on the Unity Client configuration file, including location and additional
settings, see the Unity Client documentation.

OnBase 18 1009
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Command Line Switches and .ini Settings

Command Line Switches
These command line switches affect the Workflow module:
-WFSRVR - when applied to the command line of the Client module, starts the Client
workstations in server mode. Used for monitoring timers.
-WFSRVR,C - when applied to the command line of the Client module, Workflow Server Queues
can be assigned without allowing timers to be executed. The Workflow System Monitor does
not run with this switch applied.
-WFTRACE - appended to the command line of the Client module, activating the Trace Window,
Trace to File and Step Debug buttons, which are useful troubleshooting tools.
-LT - indicates the log off time of the Client module. Be aware of timers that may be running
when using the auto logoff switch because they will not trigger unless the Client workstation is
logged in to OnBase.

INI File
INI files (initialization files) are plain-text files that contain configuration information. These
files are used by Windows and Windows-based applications to save and access information
about your preferences and operating environment. OnBase uses an initialization file named
onbase32.ini. If a user does not have rights to access the onbase32.ini file, that user will be
unable to use the Client or Configuration modules.
The onbase32.ini file is primarily used to store settings specified in the Client or Configuration
module. For example, when a user selects a default data source in the OnBase Client’s
Workstation Options dialog box, this selection is saved to the onbase32.ini file. The
onbase32.ini file is also used to make modifications to OnBase modules that cannot be made
through the module’s interface.

Previous File Location/File Name

Every version of the OnBase Client prior to 8.2.0 used an INI file named OnBase.ini. In OnBase
8.2.0 and subsequent versions, the INI file was moved to a new location to be consistent with
changes Microsoft has made to Windows. Since the location has changed, the name of the file
has also been changed to alleviate some confusion between the needs of OnBase 8.2.0 and
installations of older executables. The new file name is onbase32.ini.

OnBase 18 1010
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Location
For all currently supported operating systems (i.e., Windows 7 SP1 or later), the default location
of the onbase32.ini file is C:\ProgramData\Hyland Software . For previous versions of OnBase
running on older operating systems, the default location of the onbase32.ini file may have been
different (e.g., C:\Documents and Settings\All Users\Application Data\Hyland Software ).

Note: To maintain backwards compatibility with previous versions of OnBase, OnBase will
check the workstation’s C:\Windows folder for the OnBase INI file if it is not found in the folder
specified above. If the OnBase INI file is found in the C:\Windows folder, OnBase will copy the
file to the new location. The previously existing version of the OnBase INI file will remain in the
C:\Windows folder, but will no longer be used by OnBase.

Your onbase32.ini file may reside in a different location, if that location is specified by the
following command line switch on the OnBase Client shortcut target:
-INIFILE= "full path\filename" , where full path and filename are replaced by the specific path
and file name.
If this command line switch is not used and you move or rename your onbase32.ini file, OnBase
will recreate the file in the default folder and ignore the newly created file.

INI Considerations in a Citrix and Microsoft Windows Remote

Desktop Environment
In Remote Desktop environments, a remote session is established in which the user is running
applications that are not installed locally. This presents a challenge when an application, such
as OnBase, requires a user-specific INI file to establish unique settings. In a Remote Desktop
environment, you must ensure that each user has a single, unique INI file to make sure any
user-specific settings are consistent for that user.

Note: The default location of the OnBase INI file is not unique in a Remote Desktop
environment.

To ensure that the INI file is accessible by OnBase and unique to each user in a Remote
Desktop environment, the -INIFILE command line switch must be applied to the OnBase Client
and Configuration shortcuts and be set to a unique location for the INI file.

Note: Additional details regarding the deployment of OnBase in a remote desktop environment
is discussed in detail in the Citrix and Microsoft Windows Remote Desktop Environment
Deployment Guide , available from your first line of support.

OnBase 18 1011
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Editing the INI File

Users with the Configuration Product Right can open the onbase32.ini file from the OnBase
Client by selecting Admin | Utilities | Edit INI File . When multiple onbase32.ini files exist,
opening the onbase32.ini file from the OnBase Client ensures that a user is editing the correct
onbase32.ini file instance. In most cases, this will be the onbase32.ini file residing in the
default directory described above. If an alternate location for the onbase32.ini file is specified
by the -INIFILE command line switch, the file in the specified location will be opened.

OnBase 18 1012
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

INI File Settings

The settings that the system administrator should not adjust are symbolized by an asterisk (*).
Settings Description

[System] section

ForceWorkflowRefresh Causes the Workflow inbox to refresh at the document List

Refresh Rate under the User Options menu.

[Workflow] section

RuleExitCallDLLName* Not used.

RuleExitCallFunctionName* Not used.

ActionExitCallDLLName* Not used.

ActionExitCallFunctionName* Not used.

GraphicUpdate Indicates the number of pixels the document icon moves

with each step during a transition. The higher the number,
the faster the movement.

WriteTimeStamp Causes the debug window to display an execution time

stamp next to each action.

DefaultHTMLBackground Defines the image used for the background of the inbox
and the graphical view. The background image used must
be a valid bitmap (.bmp) image file.

HTMLTextColor Defines the text color for auto-generated HTML forms.

This entry is Red, Green, Blue (RGB) format with values in
the range of 1-255.

PercentWorkflow Indicates the amount of window height to be used for the

Life cycle View in the default window layout

PercentMessage Indicates the amount of window height to be used for the

User Interaction window in the default window layout

PercentInbox Indicates the amount of window height to be used for the

Document window in the default window layout

PercentFolder Indicates the amount of window height to be used for the

Folder window in the default window layout

InitGraphicZoom Indicates the initial zoom level for the graphic view. Valid
values are 1-20.

GridColor Indicates the grid color in the graphic view. This entry is
RGB format. Valid values range from 1-255.

OnBase 18 1013
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Settings Description

ShowHandleInInbox Adds a Document Handle column to the Document

window.

Terminal Left* Specifies the coordinates for a new terminal window.

Terminal Top*
Terminal Right*
Terminal Bottom*

Terminal Bar* Used internally by OnBase to indicate the ID of the last

control bar on which the terminal window was docked

SubmitFlag* Indicates the hot key used to answer 'Yes' to a message

SubmitKey* box or submit forms

NoFlag* Indicates the hot key used to answer 'No' to a message

NoKey* box.

CancelFlag* Indicates the hot key used to answer 'Cancel' to a message

CancelKey* box or to cancel a form

LCWindowFlag* Indicates the hot key used to set focus to the Life cycle
LCWindowKey* window

DocumentWindowFlag* Indicates the hot key used to set focus to the Document
DocumentWindowKey* window

UIWindowFlag Indicates the hot key used to set focus to the User
UIWindowKey Interaction window

FolderWindowFlag* Indicates the hot key used to set focus to the Folder
FolderWindowKey* window

ScrollToWorkDocumentAfterChange When used in conjunction with ReselectWindowSize the

inbox automatically scrolls to and selects a document that
is resorted as the result of task execution. The document
must be within the configured reselect document range, as
configured for ReselectWindowSize , in order for the
scroll settings to apply.
ScrollToWorkDocumentAfterChange must be set to '1'
to take effect. This feature is currently only available
through the OnBase Client.

Last Life Cycle* Indicates the number of the life cycle opened during the
previous Workflow session; this life cycle opens by default
on the next session.

ExtraWFThreads* Not in use.

OnBase 18 1014
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Settings Description

[Workflow-Bar11] to [Workflow-Bar- Used internally by OnBase to store the Workflow window

N]* layout between sessions. These cannot be modified by
hand without adverse effects.

RecycleTopLevelWindow Applies to the Use Top Level Window check box in Display
Document actions. If set to 1 (default), when a new
document is displayed, it reuses the window, if it exists.
This allows you to position the top-level window in a
second monitor. All displayed documents will appear in
that window. If 0 (zero), each display action opens a new
window at the Windows default location.

ShowQueueCounts If set to 1, the queue counts are displayed in parentheses

in the tree view.

ShowTerminal* Indicates persisting window location information between

sessions.

TerminalType* Enables or disables the Terminal Session button. When

equal to -1, the button is disabled. When equal to 0 or any
positive value, the button is enabled.

StatusPaneOrder Specifies the order if panes of the status bar for the
Workflow Inbox window. Panes should be comma
separated. Example: StatusPaneOrder=1,2,3, 4

StatusPaneSize_1 Specifies the size of the Queue Name pane. Value

measured in pixels. Default value:
StatusPaneSize_1=200

StatusPaneSize_2 Specifies the size of the User Name pane. Value

measured in pixels. Default value:
StatusPaneSize_2=150

StatusPaneSize_3 Specifies the size of the Document Count pane. Value

measured in pixels. Default value: StatusPaneSize_3=75

StatusPaneSize_4 Specifies the size of the Filter pane. Value measured in

pixels. Default value: StatusPaneSize_4=200

GraphicView* Indicates persistent window location information between

sessions.

ReselectWindowSize When a document is acted upon, the Workflow inbox is

refreshed. OnBase searches the entire inbox for that
document and if it remains in the queue, it is selected
again. This parameter indicates the number of documents
above and below the active document to search for the
document last acted upon. The default is 70, yielding a
141-document window.

OnBase 18 1015
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Settings Description

ExternalLeft* Indicate persistent window location information between

ExternalTop* sessions.
ExternalRight*
ExternalBottom*
ExternalMaxizimed*

PersistentFilters Defines whether OnBase is persisting filter information.

Parent Window Zoomed Defines whether the Workflow parent window is

maximized or not.

SplitPaneSize Defines the location for the split in the Workflow window.

WFServiceTimeOutSec Defines the amount of time in seconds that the OnBase

Client will wait for a response from the Application Server
during ad hoc task execution.

Note: It is not recommended to set this option for more

time than the necessary to execute ad hoc tasks.

PercentFolder Indicates the amount of window height to be used for the

Folder window in the default window layout.

DocsPerPage Defines the number of documents to show per page in a

Workflow queue.

ShowButtonText Displays text under the 3 buttons directly under the

Document List in Workflow. The 3 buttons are Previous
Results , Next Results, and Options .

ShowRelInSeparateWindow Saves the Display in Separate Window setting for future

sessions. This is only supported for the Core-Based
interface in the OnBase Client.

GetDocFromListForSysTask If set to 1, then a System Task can execute against

multiple documents selected in a Folder Document list. If
this setting is not present or the value is not set to 1, then
the System Task will only execute against the current
document.

[Colors] section

WFDefaultTransition* Not used.

WFManualTransition Indicates the color of transition lines in the graphic view.

This entry is RGB format with values in the range of 1-255.

WFSystemTransition* Not used.

WFTimedTransition* Not used.

OnBase 18 1016
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Settings Description

WfDisabledStations* Not used.

WfEnabledStations* Not used.

[Customer] section

Workflow Log Report* Not used.

[Workflow Summary] section

ZoomXFactor The zoom factor of the window (adjusted by the zoom

buttons in the Client or the Initial Graphic Zoom setting in
Client User | Workstation Options | Workflow Display
Options . Valid values are 1-20.

ZoomYFactor The zoom factor of the window (adjusted by the zoom

buttons in the client or the Initial Graphic Zoom setting in
Client User | Workstation Options | Workflow Display
Options ). Valid values range from 1-20.

ShowGrippers Controls whether grippers are shown on the windows in

Workflow. Adjusted via the toolbar button or context menu
in the Workflow interface.

LockWindows Indicates window location information.

Bars* Indicates window location information.

ScreenCX* Indicates window location information.

ScreenCY* Indicates window location information.

[WorkflowInboxColumnWidths] section

Handle Sets the width of the Handle inbox column in pixels.

Document Name Sets the width of the Document Name inbox column in
pixels.

Arrival Time Sets the width of the Arrival Time inbox column in pixels.

These .INI settings are used to store the layout of the Workflow display and cannot be edited
manually:

[Workflow-Bar1]

BarID=59419 Cannot be edited.

OLBarXSize=0 Cannot be edited.

OnBase 18 1017
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

[Workflow-Bar1]

OLBarYSize=0 Cannot be edited.

SizeXHorz=0 Cannot be edited.

SizeYHorz=0 Cannot be edited.

SizeXVert=0 Cannot be edited.

SizeYVert=0 Cannot be edited.

Bars=8 Cannot be edited.

Bar#0=0 Cannot be edited.

Bar#1=401 Cannot be edited.

Bar#2=0 Cannot be edited.

Bar#3=59442 Cannot be edited.

Bar#4=0 Cannot be edited.

Bar#5=124962 Cannot be edited.

Bar#6=124964 Cannot be edited.

Bar#7=0 Cannot be edited.

The following INI settings control the display of the Core-based OnBase Client user interface.
These .INI settings are used to store the layout of the Workflow display and cannot be edited
manually:

[WorkflowWindowPosition-Summary]

BarCount=5 Cannot be edited.

ScreenCX=1280 Cannot be edited.

ScreenCY=1024 Cannot be edited.

RowX-YWidth=272 Cannot be edited.

[WorkflowWindowPosition-
BarX]

ControlCount=1 Cannot be edited.

ID=103 Cannot be edited.

OnBase 18 1018
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

[WorkflowWindowPosition-
BarX]

Name=Work Folder Cannot be edited.

PinBarID=59645 Cannot be edited.

Pinned=1 Cannot be edited.

Collapsed=0 Cannot be edited.

Hidden=0 Cannot be edited.

Docked=1 Cannot be edited.

DockRow=0 Cannot be edited.

DockIndex=0 Cannot be edited.

Extent=396 Cannot be edited.

FloatLeft=0 Cannot be edited.

FloatTop=0 Cannot be edited.

FloatRight=396 Cannot be edited.

FloatBottom=272 Cannot be edited.

CXDesired=396 Cannot be edited.

CYDesired=272 Cannot be edited.

Active=1 Cannot be edited.

Backup/Recovery
Backup
Configuration
The configuration of Workflow is stored in the database. A proper backup of the database will
contain all Workflow configuration information.
It is important that the System Disk Group is backed up along with other Disk Groups.
Before changing the configuration of an existing Workflow life cycle, the Workflow Export
feature can be used to backup Workflow life cycles. This can function as an incremental
backup of your configured life cycles.

OnBase 18 1019
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Registry Settings
If you are using the Hyland Distribution Service and/or you are using notification actions in
conjunction with Windows XP SP2, you must back up your registry.

External Files
It is necessary to backup the onbase32.ini file.
It is necessary to backup the Web Server’s web.config file if using Workflow in the Web Client.

Recovery
Configuration
Restoring all Disk Groups and restoring the database from backup will recover Workflow data.
The Workflow Import feature can be used to recover Workflow life cycles.

External Files
Restore the onbase32.ini file.

Module related .INI Options

The onbase32.ini file can be restored from the backup if the recovery machine is intended to be
used for exactly the same purpose as the original machine. If this machine will be used for
other modules, only the listed onbase32.ini settings specific to the module will need to be
recovered.

Web.config
Restore the web.config file for the Web Server installation.

Troubleshooting
There are several tools for troubleshooting life cycles.

Queue Logging
The Workflow log is a report of the activities in Workflow. The information is contained in a
database table that tracks changes made to documents within the Workflow. Privileges to view
this log are limited to the system administrator; however, users may be given authority to purge
all, or a selection, of the log file.

OnBase 18 1020
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Workflow log entries consume database space and add overhead to processing time. Use
logging only when necessary.

Note: The Workflow Log menu option is visible only if your user group has been granted
appropriate rights.

Purge
Users granted permission to purge the Workflow log could do so in the Client module by
selecting the Admin | Workflow Log |Purge All Entries . A Confirmation message box opens. To
proceed with the purge, click Yes . Clicking No closes the message box and cancels the purge.

Restricted Purge
To open the Workflow Log Restricted Purge dialog box, select Admin | Workflow Log |
Restricted Purge .

A restricted purge enables you to focus purging entries based on one or more specific life
cycles and/or queues, or a document handle or a range of entry dates.

Caution: Once you delete information from the Workflow log, it is permanently removed from
the database.

Timers
You need the -WFSRVR command line switch applied to the Client workstation monitoring
timers in the Classic Client using the Workflow System Monitor.

OnBase 18 1021
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

For all other interfaces, the Workflow Timer Service should be used to monitor timers. See the
Workflow Timer Service documentation for more information.

Unavailable Application Server

If Workflow is configured to use the Application Server and the Application Server is not
available or there has been an error in configuring the Application Server, the following dialog
box is displayed during standard document retrieval:

If the Application Server is not configured correctly and running, the following message is
displayed: Unable to initialize Workflow. Failed to connect to application server. Check that
the application server is running and that the application server URL is correct.

User Interaction Window

If you get a message stating The page cannot be displayed when using the User Interaction
window, ensure that the DefaultHTMLBackground ini file setting is set to a valid path.

Diagnostics Console
You can log Workflow trace information to the Workflow Trace tab of the Diagnostics Console
by completing the following steps:
1. Enable Workflow logging in the Application Server’s Web.config. To enable Workflow
logging, set enableMailSlot to true for the workflow-profile log. This value is set to true
by default.
2. Ensure the Hyland Diagnostics Service is running on the Application Server.
3. Ensure the OnBase Client from which you are accessing Workflow has the -WFTRACE
command line switch applied:
4. Ensure the OnBase Client from which you are accessing Workflow has the User
Interface display option set to Core-based .
You can check Workflow display options in the OnBase Client by selecting User |
Workstation Options and clicking the Workflow Display Options tab. The User Interface
option may be unavailable, depending on how Workflow options are configured in
OnBase Configuration.

OnBase 18 1022
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

5. Start the Diagnostics Console in remote mode on the client workstation and connect to
the Application Server.
The Diagnostics Console can also log Workflow trace information by running in local
mode on the Application Server itself. In this case, the Hyland Diagnostics Service (step
2) is not required.
After completing these steps, you can log Workflow trace information to the Diagnostics
Console by accessing Workflow in the OnBase Client and clicking the Trace button from the
Workflow toolbar.

For more information about configuring the Diagnostics Console, see the Diagnostics Console
Help files.

On Demand Diagnostics (ODD)

Within the Unity Client, you can see diagnostic logging for the single user’s session by
accessing the On Demand Diagnostics (ODD) feature. ODD allows you to obtain diagnostics
without disrupting the server to turn on diagnostic mail slots. Administrators with the On
Demand Diagnostics user group privilege, set in the Configuration module, should have access
to ODD.

OnBase 18 1023
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

ODD is accessed in the Unity Client by selecting File | Troubleshooting | On Demand

Diagnostics . The ODD console is displayed. The following is an example:

Configuring Message Sources

The Message Source pane allows you to configure the Workflow features for which you want to
log messages. This will allow you to customize the messages logged based on the sources you
have configured in your solution or those sources that you are troubleshooting specifically.
Each Source has a Level drop-down select list that allows you to specify the amount of logging
you want to see from 0 to 4 . A 0 setting will not log any information for the corresponding
source. Logging increases as the Level number increases. It is recommended to start at Level
1 and increase the Level number if you require more information.

Viewing Troubleshooting Messages

The Troubleshooting Messages pane will display logged messages based on the Message
Sources you have configured to log.

OnBase 18 1024
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Messages can be printed or exported to Microsoft Excel from the ribbon buttons. These
features allow you to archive the log or send the logs to other people while troubleshooting an
issue.

Note: Icons are not exported when exporting messages to Microsoft Excel.

You can click Refresh to manually refresh the messages displayed in the pane.
You can click Clear to clear the Troubleshooting Messages displayed.

Setting the Log to Refresh Automatically

You can set the Troubleshooting Messages pane to automatically refresh the pane to display
new messages logged by the system. By default this option is selected, but can be disabled.
To enable auto refresh:
1. In the Settings pane, select Enable auto refreshing of the log .
2. Upon selecting Enable auto refreshing of the log , the Auto refresh interval (in seconds)
setting is enabled. Enter the number of seconds you would like to wait between
refreshing the log. 2 is the minimum number of seconds allowed.
To disable auto refresh, In the Settings pane, select Enable auto refreshing of the log .

Assigning Access for Users

If you have rights to configure users and user groups, you can assign ODD access, for a 30
minutes duration, to specific users that are currently logged in to the system. Users belonging
to user groups granted the User Configuration | User Account Admin right within
Configuration Rights in the Configuration module. In addition, the user assigning access must
be granted the On Demand Diagnostics user group privilege.
To grant ODD access:
1. Ensure you have at least one Source configured for logging at a Level 1 or greater that
you want to grant a user rights to view within the ODD console.
2. Click Enable On Demand Diagnostics for User from the On Demand Diagnostics ribbon.
The Enable On Demand Diagnostics for User dialog box is displayed.

3. Select the user from the Select a User drop-down list.

OnBase 18 1025
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

Click OK . Upon accessing the ODD, the selected user will be able to access the ODD console to
see the Troubleshooting Messages for the sources that the user was granted to view by the
administrator.

Firefox and the Separate Viewer Layout

When using Firefox and the Separate Viewer Layout option, the user interaction window may
not obtain focus when it should. If you are experiencing this behavior, a Firefox setting must be
edited. To resolve the issue:
1. In Firefox, select Firefox | Options | Options .
2. Select the Content tab.
3. Next to the Enable JavaScript option, click Advanced .
4. Ensure that Raise or Lower Windows option is selected.

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 Hyland Community at:
https://www.onbase.com/community.

Workflow Upgrade Considerations

The following information should be considered or noted when upgrading Workflow
deployments. Read this information prior to upgrading your version of OnBase.
As of OnBase 18, the Call Web Service using MS SOAP Toolkit action is no longer supported
and has been removed from the Workflow module. If you are using this action and upgrading to
OnBase 18, you will be required to use the Call Web Service action to fulfill your needs.

As of OnBase 18, the Display Chart Pop action is no longer supported and has been removed
from the Workflow module. If you are using this action and upgrading to OnBase 18, you will
need to use the OnBase Patient Viewer to fulfill your needs.

As of OnBase 18, the DLL Exit Call action has been deprecated and can no longer be
configured. If you are using a Core-based Workflow interface, existing solutions using this
action will no longer execute. If you are upgrading to OnBase 18, you will need to use Unity
Scripts to fulfill your needs.

OnBase 18 1026
©2018
Hyland Software, Inc.
 Workflow
Workflow Installation

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: 18.0.0.10).
• 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.
• 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.

OnBase 18 1027
©2018
Hyland Software, Inc.
 STUDIO I NSTALLATION

Requirements
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 (1607 Anniversary Update, 1703 Creators Update, or 1709 Fall Creators
Update)
• 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 18 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 Technical Requirements Overview for New Installations and
Upgrades document.

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
server, these packages are installed when the setup.exe installer is used to install the OnBase
Web or Application Servers.

Note: The following packages must also be installed on the workstations of any modules that
connect to the corresponding Web Server or Application Server.

The 32-bit Application Server requires the following:

• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2012 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)
The Web Server and the 64-bit Application Server require the following:
• Microsoft Visual C++ 2010 Redistributable Package (x64)
• Microsoft Visual C++ 2012 Redistributable Package (x64)

OnBase 18 1028
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

• Microsoft Visual C++ 2013 Redistributable Package (x64)

• Microsoft Visual C++ 2015 Redistributable Package (x64)
The Unity Client requires the following:
• Microsoft Visual C++ 2005 Redistributable Package (x86)
• Microsoft Visual C++ 2010 Redistributable Package (x86)
• Microsoft Visual C++ 2012 Redistributable Package (x86)
• Microsoft Visual C++ 2013 Redistributable Package (x86)
• Microsoft Visual C++ 2015 Redistributable Package (x86)

OnBase Studio requires the Microsoft Visual Redistributable Packages listed below. If not
already present on your server, these packages are installed when the setup.exe installer is
used to install OnBase Studio.
The 32-bit version of OnBase Studio requires the following:
• Microsoft Visual C++ 2013 Redistributable Package (x86)
The 64-bit version of OnBase Studio requires the following:
• Microsoft Visual C++ 2013 Redistributable Package (x64)

Unity Client Platform Hardware Requirements

Component Minimum Recommended

CPU 1.6 GHz dual-core 2.4 GHz dual-core

Memory (RAM) 2 GB 4 GB

Free Hard Disk Space (for 650 MB

installing and running the
Unity Client)

Screen Resolution 1024 x 768 (1280 x 800) 1280 x 1024 (1440 x 900
widescreen)
Note: Using a lower
resolution may result in a
loss of functionality.

Graphics Card 128 MB 256 MB with hardware

acceleration support

Email Platform Lotus Notes 8.5.x

IBM Notes 9.0.x
Microsoft Outlook 2010,
2013, or 2016
Novell GroupWise 2012 or
2014

OnBase 18 1029
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Component Minimum Recommended

Media Player Windows Media Player 10

64-Bit Studio Hardware Requirements

The following requirements apply to the 64-bit OnBase Studio only.
For the 32-bit OnBase Studio hardware requirements, see the Unity Client hardware
requirements.

Component Minimum Recommended

CPU 1.6 GHz dual-core 2.4 GHz dual-core

Memory (RAM) 4 GB 8 GB

Free Hard Disk Space (for 2 GB

installing and running the
Unity Client)

Screen Resolution 1024 x 768 (1280 x 800) 1280 x 1024 (1440 x 900
widescreen)
Note: Using a lower
resolution may result in a
loss of functionality.

Graphics Card 128 MB 256 MB with hardware

acceleration support

Email Platform Lotus Notes 8.5.x

IBM Notes 9.0.x
Microsoft Outlook 2010,
2013, or 2016
Novell GroupWise 2012 or
2014

Media Player Windows Media Player 10

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.

OnBase 18 1030
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Databases Supported
The following sections list the databases supported in OnBase 18.

Microsoft SQL Server

The following versions of Microsoft SQL Server™ are supported:
• Microsoft SQL Server 2008 (RTM, SP1, SP2, SP3, or SP4)
• Microsoft SQL Server 2008 R2 (RTM, SP1, SP2, or SP3)
• Microsoft SQL Server 2012 (RTM, SP1, SP2, SP3, or SP4)
• Microsoft SQL Server 2014 (RTM, SP1, or SP2)
• Microsoft SQL Server 2016 (RTM or SP1)
• Microsoft SQL Server 2017 (for Windows or Linux)
When using Microsoft SQL Server databases, also note the following:
• Microsoft SQL Server 2008 and Microsoft SQL Server 2008 R2 are being deprecated
for eventual removal from the OnBase product suite. SQL Server 2008 and 2008 R2
are supported in OnBase 18; however, they will not be available in OnBase 19 and
subsequent versions of OnBase. If you are currently using either Microsoft SQL
Server 2008 or Microsoft SQL Server 2008 R2, Hyland Software recommends using
Microsoft SQL Server 2012 or later to fulfill your needs.
• In April 2016, Microsoft discontinued technical support for Microsoft SQL Server
2005. As of release 17, Hyland Software no longer supports SQL Server 2005.
• If you are using an ODBC data source to connect to the database, you must ensure
that your SQL Server database client software version matches or exceeds the
database server version. For example, if your database server is SQL Server 2012,
verify that the database client is SQL Server 2012 (or later). Running a previous client
version, such as SQL Server 2008, will result in system instability and memory issues.
For instructions on determining your server and client versions, see Database Client /
Server Version Compatibility.

Oracle
The following versions of Oracle ® are supported:
• Oracle 11g (R2)
• Oracle 12c (R1 or R2)

Note: All Oracle 11g and 12c drivers can be used.

Note: If you are using an Oracle database, it is strongly recommended that you have a certified
Oracle Database Administrator on staff.

OnBase 18 1031
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

SAP SQL Anywhere

Support for SAP SQL Anywhere™ databases is being deprecated for eventual removal from the
OnBase product suite. Beginning in OnBase 18, new customers are required to use a supported
version of a Microsoft SQL Server or Oracle database. However, the following versions of SAP
SQL Anywhere are still supported for existing customers:
• SAP SQL Anywhere 16
• SAP SQL Anywhere 17
Beginning in OnBase 19, SAP SQL Anywhere databases will no longer be supported.

Note: On December 31, 2016, SAP retired engineering support for SQL Anywhere versions 12.x
and lower. As of OnBase 17, Hyland Software no longer supports SQL Anywhere versions 12.x
and lower.

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

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.

OnBase 18 1032
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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 Hyland Community (https://www.onbase.com/
community).

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.

OnBase 18 1033
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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 Internet
Explorer from a Remote Desktop 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.

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

Installation
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.
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.

OnBase 18 1034
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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.

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.

OnBase 18 1035
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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

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

Installing OnBase Studio

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

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

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

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

OnBase 18 1036
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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.

OnBase 18 1037
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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

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

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

OnBase 18 1038
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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

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

Caution: It is strongly recommended to encrypt the connection strings. If they are not
encrypted, all data source connection information is visible in the .config file and could expose
sensitive data, including any entered database user names and passwords.

9. Click Add to start creating a new connection string. The fields on the right become
available for interaction.
10. If you are configuring Reporting Dashboards with a secondary connection string with a
read-only database user account, select Options | Populate Read-Only User . This
optional feature populates the User ID and Password fields with the credentials for the
read-only user. See the Reporting Dashboards documentation for more information.
If you are creating a connection string for any other purpose, skip this step.

OnBase 18 1039
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

11. Enter the connection string information in the fields on the right. The following table
explains each field:

Option Description

Data Source Name A unique name that you create to identify the data source connection
string. This name must be different from the names of any other
ADO.NET or ODBC data source connections configured in your system.

Note: This identifying name may be different from the name of the
actual database, which is specified in the Data Source and Database
fields.

Data Provider The data provider type used for the database. Select one of the
following:
• System.Data.SqlClient : Select this for a SQL Server database.
• Oracle.ManagedDataAccess.Client : Select this for an Oracle
database.

Note: Only SQL Server and Oracle data providers can be used to connect
to the OnBase database.

Data Source The value of this element depends on the type of data provider used:
• SQL Server : Enter the server\instance name of the SQL Server
instance hosting the database.
• Oracle : Enter the TNS name or connect descriptor of the database.

Database The name of the database, if using SQL Server. This element is not used
for Oracle databases.

Integrated Security Select this option to use Windows Authentication to connect to the
database.

Caution: It is strongly recommended to use integrated security instead

of a database account for authentication. To use integrated security, the
Windows user connecting to the database must be the same user that is
running the connecting server or service (such as the Application
Server). This user must also be configured with the configgp role in the
database.

User ID The user name of the database user account accessing the database.

Note: This user name is for a database user account, not a user account
for OnBase.

OnBase 18 1040
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Option Description

Password The password of the database user account accessing the database.

Note: This password is for a database user account, not a user account
for OnBase.

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

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

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

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

OnBase 18 1041
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Connection Strings in Web.config

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

Note: ADO.NET and connection strings are Microsoft .NET Framework concepts, but each
database provider (such as SQL Server or Oracle) has its own implementation of ADO.NET. For
more information on building a valid connection string or using additional options, see your
database provider’s documentation on connection strings.

It is important to note the following considerations for connection strings:

• It is strongly recommended to use integrated security instead of a database account
for authentication. To use integrated security, the Windows user connecting to the
database must be the same user that is running the connecting server or service
(such as the Application Server). This user must also be configured with the
configgp role in the database.
• It is strongly recommended to encrypt the connection strings. If they are not
encrypted, all data source connection information is visible in the .config file,
including the database user names and passwords in the connection strings.
Encryption can be performed using the aspnet_regiis command line utility for IIS or
using Web Application Management Console. See the documentation from Microsoft
for more information on using the ASP.NET IIS Registration Tool. See the Web
Application Management Console module reference guide for more information on
encrypting connection strings using the OnBase Web Application Management
Console.
Connection strings must contain the following components:

Element Description

name A unique name that you create to identify the data source connection
string. This name must be different from the names of any other
ADO.NET or ODBC data source connections configured in your system.

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

Example:
name="DataSourceName"

OnBase 18 1042
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Element Description

connectionString The element containing connection information for the database. The
Data Source , database , User Id , and Password attributes are all
contained within the connectionString element.
• Data Source : The value of this attribute depends on the type of data
provider used.
For SQL Server, enter the server\instance name of the SQL Server
instance hosting the database.
For Oracle, enter the TNS name or connect descriptor of the
database.
• database : The name of the database, if using SQL Server. This
element is not used for Oracle databases.
• User Id : The user name of the database user account accessing the
database.
• Password : The password of the database user account accessing
the database.

Note: The user name and password are for the user account accessing
the database, not a user account for OnBase. If using integrated security,
the User Id and Password attributes are not used.

Example:
connectionString="Data Source=Serv001\instance;
database=TestDB;User Id=username;Password=password"
Additionally, if using integrated security to connect to the database, the
User Id and Password attributes are not used, and the attribute
Integrated Security=true is included within the connectionString
element instead.
Example:
connectionString="Data Source=Serv001\instance;
database=TestDB;Integrated Security=true"

providerName The data provider type used for the database. Only SQL Server and
Oracle data providers can be used to connect to the OnBase database.
Use one of the following:
• SQL Server :
providerName="System.Data.SqlClient"
• Oracle:
providerName="Oracle.ManagedDataAccess.Client"

Note: Values for providerName are case-sensitive.

OnBase 18 1043
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Connection String Examples

The following sections provide examples of connection strings for SQL Server and Oracle
databases. These examples are provided for illustration purposes only.

SQL Server Examples

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

Oracle Examples
This connection string would create a data source is called ConnectOracle , used to connect to
the Oracle database TestDB :
<connectionStrings>
<add name="ConnectOracle" connectionString="Data Source=TestDB;
User Id=username;Password=password"
providerName="Oracle.ManagedDataAccess.Client"/>
</connectionStrings>
The following example would connect to the same database, but it uses the connect descriptor
for the Oracle database:
<connectionStrings>
<add name="ConnectOracle"
connectionString="Data Source=(DESCRIPTION=(ADDRESS=(PROTOCOL=TCP)
(HOST=hostname)(PORT=1521))(CONNECT_DATA=(SERVICE_NAME=TestDB)));
User Id=username;Password=password"
providerName="Oracle.ManagedDataAccess.Client"/>
</connectionStrings>

OnBase 18 1044
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

Change, Repair, or Remove an Installation

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

Option Description

Change Add or remove components using the Custom Setup dialog.

Note: This option is not available if the installer has no independently

selectable features.

The steps for adding selected components are the same as those under the
Component Selection section of the installation instructions, if applicable to
the installer.

Note: Change does not allow you to alter configuration options originally set
during a previous installation of components contained in the installer.

Repair Repair errors in the most recent installation of the component, such as
missing and corrupt files, shortcuts, and registry entries.

Note: This option is not available from all installers. Repair does not include
errors made in the configuration options set by the user during installation.
For specific troubleshooting information regarding an installed component,
see the module reference guide for that component.

Remove Removes all previously installed components.

Running the Installer From the Command Line

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

Note: Feature and Property names are case sensitive.

OnBase 18 1045
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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

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

Property Description

WORKFLOWSTUDIO_FILES The location to which the component files are

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

CREATE_DESKTOP_SHORTCUTS Set to 1 to add desktop shortcuts for the installed

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

CREATE_MENU_SHORTCUTS Set to 1 to add program menu shortcuts for the

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

Installing the 64-bit Studio

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

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

OnBase 18 1046
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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 Hyland Community at:
https://www.onbase.com/community.

Studio Upgrade Considerations

The following information should be considered or noted when upgrading Studio deployments.
Read this information prior to upgrading your version of OnBase.
Import/Export Considerations — The following should be considered with regard to importing
and exporting in Studio:
•
When using the Import/Export tool, for best results, ensure that the version and build
from which you are exporting matches the version and build to which you are
importing (i.e. 15.0.1.94 used to export, 15.0.1.94 used to import).
• If restoring a backed-up database, or using an export file to rapidly set up a new
environment, it is important to ensure that all the required Disk Groups and the
System Documents are already configured. When using Studio to import a
configuration file, a system verification report is generated after importing. If the
System Documents are not configured properly, an error will be displayed and the
process will have to be executed again after the Disk Groups and System Documents
have been configured.
Post-Upgrade Considerations — The following should be considered with regard to post-
upgrade maintenance in Studio:
• It is highly likely that after upgrading you will find new System Document Types
available within OnBase. Navigate to Document | Document Types in the
Configuration module in order to assign these new Document Types to the
appropriate System Disk Group and System Document Type Group.

Troubleshooting
There are three main places to access log information. These include:
• The Output window in OnBase Studio.
• The Workflow Trace tab in the Workflow Timer Service Administrator interface.
• The Error and Configuration tabs in the Diagnostics Console.

OnBase 18 1047
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

These three interfaces will record errors and other activity related to OnBase Studio. There are
some configuration steps necessary for OnBase Studio to log information to the Diagnostics
Console and the Output window.
For more information about the Output window, see Output Window section. For more
information about the Workflow Timer Service Administrator interface, see the Workflow Timer
Service MRG. For more information about the Diagnostics Console, see the Diagnostics
Console MRG.

Editing the Configuration File

Enabling Diagnostics Console Logging
In order to log to the Diagnostics Console, the following must be set to true in the
obstudio.exe.config file.
<Hyland.Diagnostics>
<Logs>
<Log name="workflow-profile" enableMailSlot="true"/>
</Logs>
In a typical installation, this file is found in the following location:
For a 32 bit system: C:\Program Files\Hyland\OnBase Studio .
For a 64 bit system: C:\Program Files (x86)\Hyland\OnBase Studio.

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

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

Note: Only the following languages have full support for generating documentation from
OnBase Studio in that language: Spanish, French, Arabic, Japanese, and Portuguese.

OnBase 18 1048
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

The following settings are available for OnBase Studio to language settings at the application
level.

Setting Name Description

DisplayLanguage The interface is displayed in the Windows default operating system

language.
To display the interface in a language different from the default
operating system language, type the language code, such as de-DE
for German or fr-FR for French. For more information on language
codes, see 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.

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 .

OnBase 18 1049
©2018
Hyland Software, Inc.
 Workflow
Studio Installation

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: 18.0.0.10).
• 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.
• 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.

OnBase 18 1050
©2018
Hyland Software, Inc.
 U SING M ULTI-I NSTANCE G ROUPS WITH KEYWORD
R ECORD BEGIN/END

Note: This information is included for legacy purposes. When configuring new solutions, it is
recommended to use the Add Keyword Record , Compare and Copy Keyword Records for This
and Related Items , Copy Keyword Record , Copy Keyword Record from Related Item , Copy
Keyword to Related Item , Delete Keyword Record , or Modify Keyword Record actions.

This information is pertinent to the Keyword Record - Begin and Keyword Record - End
actions. These actions avoid any ambiguity when adding keywords to documents with Multi-
Instance Keyword Type Group (MIKG). These actions should be applied when working with
documents assigned a Keyword Record Set.

Limitations and Requirements

Currently, these actions only apply to the Add Keyword action in the Classic OnBase Client
interface.
Currently, these actions only apply to the Add Keyword , Set Keyword from Property Value , and
Set Keyword Same as Entry to Queue Date actions in the Core-based interfaces. It is not
possible to modify Keyword Values within Multi-Instance Keyword Type Groups.

Procedures for Configuration

Adding keywords to documents that use a Multi-Instance Keyword Type Group leads to
ambiguity as to how the keywords should be applied. Workflow does not know initially which
keyword is to be applied to which Multi-Instance Keyword Type Group set. Below are some
examples that discuss the numerous possibilities.

Example
The “Job Description” Multi-Instance Keyword Type Group consists of three Keyword Types:
“Position,” “Department,” and “Salary.”
The following three tasks are configured:
• “Set Position” task consists of a single action of Add Keyword type that adds
“Position” keyword = “Manager”
• “Set Department” task consists of a single action of Add Keyword type that adds
“Department” keyword = “Sales”
• “Set Salary” task consists of a single action of Add Keyword type that adds “Salary”
keyword = “40000”

OnBase 18 1051
©2018
Hyland Software, Inc.
 Workflow
Using Multi-Instance Groups with Keyword Record Begin/End

If executed as three separate ad hoc tasks on one document, this document will have three Job
Description MIKGs:
• “Position” = “Manager”, “Department” and “salary” empty
• “Position” and “Salary” empty, “Department” = “Sales”
• “Position” empty, “Department” empty, “Salary” = “40000”.

If we create one ad hoc task, “Set Job Description,” consisting of these three tasks, and
execute it, then the document will have one “Job Description” record:

OnBase 18 1052
©2018
Hyland Software, Inc.
 Workflow
Using Multi-Instance Groups with Keyword Record Begin/End

• “Manager”, “Sales”, “40000”

Example
The “Name” Multi-Instance Keyword Type Group consists of two Keyword Types: “First Name”
and “Last Name.” The following actions are performed in this order:
• Begin Keyrecord
• Add Key “First Name” = “Ann”
• Add Key “Last Name” = “Brown”
• Add Key “Last Name” = “White”
• End Keyrecord

OnBase 18 1053
©2018
Hyland Software, Inc.
 Workflow
Using Multi-Instance Groups with Keyword Record Begin/End

This will result in document having one “Name” Multi-Instance Keyword Type Group with “First
Name” = “Ann” and “Last Name” = “White”. The second value for “Last Name” overrides the
first.

OnBase 18 1054
©2018
Hyland Software, Inc.
 Workflow
Using Multi-Instance Groups with Keyword Record Begin/End

If “Last Name” was not part of Multi-Instance Keyword Type Group both Keyword Values would
be added.

Note: Keywords created between Keyword Record - Begin and Keyword Record - End do not
yet exist, as they are not yet in the database and cannot be used for evaluation by other
Workflow Rules. The keywords created between the two actions should not be used in other
Workflow Actions or Rules.

For example, in the following sequence, the check for “State” = “Ohio” would evaluate to False:

OnBase 18 1055
©2018
Hyland Software, Inc.
 Workflow
Using Multi-Instance Groups with Keyword Record Begin/End

Task List:
• Action “Keyword Record - Begin” (“Address”)
• Action “Add Keyword”: “State” = “Ohio”
• Rule “Check KW”: If (“State” = “Ohio”) ….
• Action “Keyword Record - End”
Between “Keyword Record - Begin” and “Keyword Record - End” means “after executing
“Keyword Record - Begin” but before executing “Keyword Record - End.” The following
configuration sequences are examples of more complex sequences that are allowed:

Example
• Keyword Record - Begin
• Some Rule
• On Success:
Some Actions
Keyword Record - End
• On Failure:
Another Rule
On Success:
Some Action
Keyword Record - End
• On Failure:
Keyword Record - End
Or
• Task List1
• Task List 2
• Keyword Record - Begin
• Task List 3
• Keyword Record - End
However to prevent ambiguity, it is strongly recommended that the whole sequence (“Begin”,
“Add Keyword”, “Add Another Keywords”, “End”) be in one place whenever possible and not
overly nested.

OnBase 18 1056
©2018
Hyland Software, Inc.
 WORKFLOW B EST PRACTICES

The following best practice recommendations were 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.

This section describes some best practices for the design and implementation of Workflow
solutions. Best practices have been divided into the following categories:
• General Design
• General Performance
• Filters and Filter Rules
• Keywords and Properties
• Scripting
• Timers
• E-Forms and User Forms
• Servers
• Load Balancing and Ownership
• Working with the Document Transfer Module

General Design
The following best practices are general design choices that are recommended.
• Always design the process before configuring the solution.
• Testing changes is necessary. Creating and maintaining a test environment is
important to fully test out changes before implementing them in the production
system. Once changes are created in the production system, another test should be
performed in the production system.
• Always use the Workflow Search to search for rules, actions, or tasks before
making any modifications to existing logic.
• Use the Core-based user interface in the OnBase Client.
• Use nesting 3 levels deep or less when configuring actions and rules. This affects
memory consumption and ease of maintenance. Avoid nesting if possible.
• Create naming conventions for queues. Use prefixes when naming queues.

OnBase 18 1057
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• It is preferable to transition items as part of timer work or ad hoc tasks rather than
system work or load balancing work. This is particularly true when an item might
transition multiple times before reaching its final destination.
• Use the “Edit Comments” option to include useful notes and record change
information.
• In discovery, identify bottlenecks. Identifying bottlenecks in a process can help to
not only create an effective Workflow solution, but it can improve the underlying
process.
• Design Workflow around user groups/roles. Try to avoid using individual users.
• Design Workflow so that items are not edited outside of Workflow at the same
time . Items in Workflow should not be edited outside of Workflow at the same time
as they are being processed within Workflow.
• Use functional Life Cycles to encapsulate code. The purpose of functional life
cycles is to encapsulate logic that is used in multiple locations.
• Implement a garbage collection queue. One should always delete Keyword Values
that are no longer needed outside of Workflow. Fewer records in keyword tables
improve query performance.
• Put the most probable answer first. If there are a series of rules that determine
which action to take on the document, the most probable logic should be evaluated
first. This prevents unnecessary work from being performed on every document
exposed to that logic. Determining the most probable path can be accomplished by
working with the business process owner or by running reports at a later time.
• Use intuitive task sequences. Use intuitive task sequences and names that are
efficient for users. A simple thing like ordering tasks from most probable to least
probable will save a lot of processing over time.
• Break processing when all work is complete. In the context of a business process,
there are many logic structures that should stop processing when certain conditions
are met. There are two methods to break processing: the Break Processing action
and the Break On functionality, which exists as part of every task list configuration.
• Consider breaking a potential high volume queue into multiple queues. By breaking
a high volume queue into two (2) or more queues, there will be better distribution and
potentially enable the optimizer to still use the index and avoid a full database table
scan.
• Purge documents in Document Maintenance. When a document is deleted from
OnBase, it first goes into Document Maintenance. Document Maintenance is similar
to a recycling bin where documents can be recovered if necessary or completely
removed from the system. For this reason, one could still have a high volume queue
from a database perspective even if only a small number of documents are visible in
the queue via the client. By purging the documents in Document Maintenance, the
system removes all records associated with the document from the system, which
potentially eliminates high volume queues.
• OnBase is a document repository, Workflow is not. Documents should not sit in a
single queue within a Workflow process for a long period of time.

OnBase 18 1058
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Consider using a trigger document to avoid high volume queues. E-Forms can be
used to avoid high volume queues. For instance, if a business process requires
documents to re-enter Workflow at a much later date, consider using a proxy
document that rests in a queue and represents the group of documents to be brought
back into a workflow process. Typically, documents that need to re-enter Workflow at
a specific time are triggered by a future date. This date can be stored in a keyword
value on the documents required at the appropriate time and removed from
Workflow. To reinsert the documents into Workflow, simply create an E-Form having
the same trigger date keyword as the returning documents. Add this E-Form to a
Workflow queue containing a timer configured to execute once daily. When the timer
executes, the trigger date keyword is updated with the current date. Execute a related
document search for those documents with the current date. Locate and add these
documents to their respective life cycles.
• When items have finished moving through a workflow process, remove them from
Workflow. Do not keep items in a "Final" Queue indefinitely. If it is necessary for
certain items to re-enter the workflow process, add them back into the process.
• Implement hot keys for ad hoc tasks. If a user is keyboard-centric, consider
configuring hot key functionality for ad hoc tasks. To create a hot key on a particular
ad hoc task, simply place an ampersand (“&”) in front of the character used for the
hot key.
• Create help text in configuration. Creating help text in configuration helps to
document design choices and life cycle functionality.
• Complete the help text for workflow components. Deploying an intuitive solution
creates an environment that encourages maximum efficiency. Entering help text
information at the Workflow component level clearly identifies and relates to the
business purposes of the life cycle, queue, or ad hoc task.
• Increase the user’s screen real estate. When working with electronic documents,
users can feel restricted when trying to view documents side by side to see all the
information needed to make a business decision. It is important to provide users
with maximum screen real estate. In the Core-based Workflow interface, consider
using pinning to hide/close windows that are not in focus.
• Off load work if no user input or feedback is required. If an ad hoc task does not
require any type of user input or user response and performs a heavy load
processing, consider off loading the work to a queue with a timer.
• Document the solution effectively and ensure that the documentation is up to date
and made available to the organization.
• Calendars: It is recommended that a single Business Calendar be used for the sole
purpose of timers and rules in Workflow. This Calendar will be applied to a life cycle.

OnBase 18 1059
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Multi-Instance Keyword Type Groups: It is recommended to keep tasks that modify

Multi-Instance Keyword Type Groups simple. When modifying Multi-Instance
Keyword Type groups, it is recommended to use the following actions: Add Keyword
Record , Compare and Copy Keyword Records for This and Related Items , Copy
Keyword Record , Copy Keyword Record from Related Item , Copy Keyword to
Related Item , Delete Keyword Record , and Modify Keyword Record .

Note: The Keyword Record - Begin and Keyword Record - End actions are only maintained for
legacy purposes and should not be used when configuring new solutions.

• Import Processors: When using an Import Processor to import documents, add the
documents to a life cycle that does not have System Work or Load Balancing Work
configured in the initial queue.
• System Tasks: System tasks that require user interaction are supported in the Unity
Client and Web Client interfaces. System tasks that require user interaction are not
supported in all other Core-based interfaces. When using the Classic Client interface,
it is not recommended to configure system tasks that require user interaction.
• Create New Form action: If the Display for Input option is selected when using this
action as a System Task, it is required for the Workflow user interface to be open in
the background. It is recommended that the Display Related Document action be
used instead of this option under this circumstance.
• Autofill Keyword Set on This Document action: When using the Classic Client
interface, it is recommended that the Replace Secondary Values When Only One
Instance Exists option is used only if has been determined that documents only have
one value for each Keyword Type. If there are two or more secondary values on a
document and the action is configured to Replace Secondary Value When Only One
Value Exists , the Classic Client interface does not know which value to replace and
the user will not know which value has been replaced.
• Print Related Document and Print This Document actions: When used in system
work and the documents are brought into the system using the Fax Import
Integration for Captaris RightFax or Integration for Open Text Fax Server, RightFax
Edition modules and a local printer is used, this action will not function. If you want
to use this action in system work with the Fax Import Integration for Captaris
RightFax or Integration for Open Text Fax Server, RightFax Edition modules, it is
recommended that you use a network printer. If you must use a local printer, you can
configure this action using a timer and the OnBase Client running as a Timer Server.
• Create or Update Agenda Item from Document action: It is considered a best
practice to check the resulting property value immediately after the SYS - Create or
Update Agenda Item from Document action is executed by configuring the following
rules: Check Last Execution Result and Check Property Value. Configure the Check
Last Execution Result to verify that the Create or Update Agenda Item from
Document action occurred. Configure the Check Property Value rule to use the
property value that was set by the Property to Store Agenda Item Primary Key in the
Create or Update Agenda Item from Document action.

OnBase 18 1060
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

General Performance
The following best practices are related directly to system performance.
• Break on success/failure to speed up keyword checks.
• During DIP/TIP processing, add documents to Workflow on commit.
• Keeping queue counts low enhances performance.
• Select the option to Hide Document Count. If a user does not need a count of
documents in the queue, check the option to Hide Document Count . This saves
system overhead incurred from calculating the correct number of documents, which
becomes complex when load balancing and filters are configured.
• Only use queue refresh rates when absolutely necessary. By default, the refresh
queue setting is set to 0 which disables the system from automatically refreshing the
queue count and document hit list. This setting is measured in seconds and should
be used with extreme caution if enabled. There is a significant amount of work
performed when documents are retrieved and document counts are being processed
by the system.
• Disable Logging if the log entries are not needed for an audit trail. Writing to the
Workflow log happens whenever a document enters and exits a queue. If this
information is not needed, check the box to Disable Logging at the queue level.
• Do not use the Refresh tree counters setting with the Core-based Workflow
interface. To achieve optimal performance, it is recommended that this option not be
used with the Core-based OnBase Client interface. Using this option with the Core-
based interface will consume a greater share of network, database, and Application
Server resources.

Related Documents
The following best practices are related to work folders and related documents.
• The configured work folder for displaying related documents should only contain
necessary documents. The folder should only display those documents the user
needs to see every time a document is selected. Users often want all possible related
documents to display rather than those they most commonly use; therefore, it is easy
to overlook this performance overhead because folders are easy to configure and
contribute to a rich user experience. If the user wants a large number of documents
across many Document Types to display in the work folder, consider using either
cross references or the Set Folder and Template action behind an ad hoc task to
toggle the work folder and allow the user to see all documents.
• Consider speed of related document searches: Document Handle = Fastest,
Document Type = Fast, Folder Type = Slow

OnBase 18 1061
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Limit the number of related document searches. When executing multiple rules and
actions against a related document, consider using the Use Related Documents for
Tasks functionality. This functionality forces OnBase to switch focus to the related
documents and execute the logic under the true path of the rule. This option exists
on any rule checking for the existence of a related document. When using this
functionality, the system queries for the related documents once rather than
querying for the same related documents for each rule and action executed against
the related document.
• Whenever possible, use the Document Handle to search for related documents. The
uniqueness of a related document query is extremely important to performance as a
unique query enables the database to pull the result set quickly and efficiently.
Therefore, the searching for related documents by Document Handle is the most
efficient way to return a set of related documents. A Document Handle query does
not need to query against any keyword table.
• When available, use the “Require All Common Keywords Present On Primary
Document” option for related document rules and actions. This can prevent
unexpected documents from being processed if a lookup keyword is missing from
the primary document.
• Only query for related documents when needed. In most programming contexts, if
the software attempts to access a nonexistent object, an error is generated. In
OnBase Workflow, that object is usually a document. When performing work against
a related document (like updating a keyword value), there is no need to first check
that the related document exists, just attempt the update. If the related document
does not exist, no work is performed.

Filters and Filter Rules

The following best practices are related to filters and filter rules.
• Do not assign multiple keywords to filter for performance.
• When configuring a custom query to be used as a Filter, it is recommended that the
query be configured for Document Type and not Keyword Type. It is recommended
that Custom Queries used as Workflow filters do not use the By Keyword option.
Instead, the By Document Type option should be used whenever possible.
• Only check Display Filtered Document Count when truly necessary. Displaying the
filtered document count should only be checked if the user must know the number of
documents returned by the filter. By default, this functionality is disabled to ensure
that this best practice is implemented. The system incurs significant overhead when
calculating document counts in addition to retrieving the list of documents.
• When using filters, limit the number of display and sort columns: The system must
perform extensive logic and database processing to display the documents in a
filtered hit list. Limit the scope of filters to 2 to 3 columns to minimize the hit on
performance. Also, when columns are configured to allow sorting, the system must
perform additional logic to determine the sort order. Ensure that the configured
display columns are truly needed and that the user will truly be sorting documents
against those columns. Consider grouping the Keyword Types used as filter columns
into a Keyword Type Group.

OnBase 18 1062
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Keep filter rules to a minimum.

• Filter rules should be quick and responsive. Avoid including long-running scripts or
any other long-running rules.

Keywords and Properties

The following best practices are related to keyword and property configuration and usage.
• Use workflow properties rather than keywords, to store temporary values. Reading
and writing keyword values requires database access, and is much slower than
reading and writing property values, which are stored in memory. Only use keywords
for values that need to persist beyond the end of the current session.
• Use Single Table Keyword Types. If an Alphanumeric Keyword is needed on a
Document Type that is associated with Workflow, a Single Table Alphanumeric
Keyword Type should be configured and used.
• Use Keyword Type Groups when possible. Workflow performance can be
significantly increased by grouping Keyword Types into Keyword Type Groups.
Please note that thorough analysis and design should be conducted for converting to
or creating Keyword Type Groups. Keyword Type Groups allow OnBase to retrieve
necessary information about a document (whether primary or related) in a quick and
efficient manner. To increase the speed of keyword loads, consider changing your
Keyword Type structures to limit the amount of work that it takes to load the
keywords for the document.
• Consider Speed of Keyword Types: Dual Table = Slow, Single Table = Fast, Keyword
Type Group = Fastest
• Limit the number of keywords on the driving document. Take extra care when
creating keywords and associating keywords with the driving document. A large
number of keywords (40 or more) on the driving document will directly impact
Workflow performance if the keywords are not structured appropriately. If a large
number of keywords are required, consider using a Keyword Type Group.
• Limit the number of updates/deletes of keywords. If a value needs to be stored for
temporary purposes, consider using the property bag as a temporary storage
location. Every update or deletion of a keyword value is a write back out to the
database.
• Limit the number of keyword loads. There are a variety of other variables that can be
used to track and evaluate documents in Workflow (Properties, Notes, Document
Type, Queues, Life Cycles, etc.).
• When using document processing modules and entering documents into Workflow
on commit, using a status keyword on documents can prevent documents from
entering Workflow more than once. In the event that a commit process fails, when a
the incomplete commit batch is manually committed, the entire batch is committed
and some documents may re-enter Workflow. If a status keyword is used, the status
keyword determines where in Workflow documents belong.
• Only alphanumeric characters are supported in property names. As a best practice,
do not use spaces or any special characters in property names.

OnBase 18 1063
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

Scripting
The following best practices are related to scripting.
• Avoid scripting. Always use existing functionality and contact Hyland Software if a
feature that requires scripting is reoccurring. Do not script what OnBase can already
do. OnBase has rich native functionality. Prior to writing a script, ensure that existing
functionality cannot already accomplish the task.
• When running scripts on form load, ensure they are tuned for optimal performance.
Limit the amount of work performed by a script executing at load time. A complex
script that needs to run every time a user selects a document can be seen as slow
performance by a user. If a script is loading a significant amount of information or
performing a number of validations, consider allowing the user to request the
information rather than load it every time. For instance, if using a multi-tabbed E-
Form, consider populating the data on the non-active tabs only when the tab
becomes active. This saves time when loading the form.
• Off load a script to the Workflow Server if the script is performing resource
intensive functions. If a script is performing processing-intensive operations,
consider off loading the script to run behind a timer on the Workflow Server. This
releases the process-initiating machine to continue processing the work it was
designed to handle.
• If a script is not updating keywords, use the “Run Script Without Document” action.
If the configured script does not update keywords on the document there is no need
to reload the keywords from the database after script execution.
• It is a best practice to always use the Refresh document after script has executed
option in the Run Unity Script action and rule if altering keyword data via a script and
using any subsequent actions/rules within the same task list that may need to use
the most recent keyword data.

Timers
The following best practices are related to timer configuration and usage.
• Use the Unity Scheduler Service for its multi-threaded functionality. By using the
Unity Scheduler Service, one can have timers executing simultaneously on the same
machine. This avoids the sequential, serial processing capabilities of the Workflow
Server OnBase Client which is limited to one thread of execution, which could
potentially cause the timers to wait for processing on the single threaded machine.
• Dedicate multiple machines to monitor and execute timers, when necessary. If a
Workflow deployment is performing extensive logic behind timers, consider off
loading the timers to different machines. Many smaller Workflow deployments with
less intensive work performed behind timers may not require multiple machines.
When testing and analysis indicates that timers are consuming excessive processing
power on a machine, consider adding another machine to distribute processing load.
• Use timers to off load work. Consider sending a document to a queue where a timer
will execute from the Workflow Server. It is not necessary to keep the user waiting
until the document completes processing when no user input is expected.

OnBase 18 1064
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Use the Unity Scheduler Service for timers.

• Create realistic timer work intervals.
• Before deleting a queue, it is recommended to remove timers from the queue
configuration from the Workflow System Monitor in the OnBase Client or the Unity
Management Console. If timers are configured for a queue that is going to be
deleted, it is recommended to make sure that the timers associated with the queue
to be deleted are removed from the Workflow System Monitor in the OnBase Client or
the Unity Management Console, depending on the method being used to monitor
timers.
• Configure “Every” timer intervals with care. When configuring an “Every” timer, take
special note of how frequently the timer needs to fire. Do not have the timer fire every
five (5) minutes if the business process requires that it only needs to fire every one
(1) hour.
• Configure Timer Execution Windows: If one is using an “Every” or “After” timer,
consider using a Timer Execution Window to limit when the timer will actually fire.
For instance, if the timer only needs to run during business hours, configure an
Execution Window from 8 AM to 5 PM. This frees database capacity for those
processes that may already be running overnight (import processes, third party
updates, Autofill Keyword Set imports, etc).
• Use a Timer in Initial Queues. Initial queues should be configured to run all system
work behind a timer in most scenarios. This ensures that all import processes are
separated from Workflow logic and enables the import machine to perform at a
higher level.
• Do not let documents sit in a timer queue indefinitely. When a timer executes, the
document should leave the queue in most cases.
• Use the “At Certain Time” timer versus “Every” 1 Day/24 Hours timer. When the
Workflow Server is restarted, “Every” timers will be reset and count down from the
original interval (1 Day/24 Hours). If an “At Certain Time” timer is used, when the
Workflow Server is restarted, the existing timer count will be respected.
• Use “After” timers with care. The main point to consider with an “After” timer is that
an “After” timer configured for after four (4) minutes is actually polling (to check
elapsed time a document has been in the queue) every one (1) minute. An “After”
timer configured for after five (5) days is polling every five (5) minutes. Even though
the system is polling regularly, it only executes the defined tasks under the timer
when documents are returned. There are very few business cases that require an
“After” timer. If one is considering using an “After” timer, evaluate if one could use an
“At Certain Time” or “Every” timer that has Workflow logic configured to first check
“has this document been in the queue for X interval” (Key-Check Date Keyword on
this/Related Document) and then perform the work if true.

OnBase 18 1065
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

E-Forms and User Forms

The following best practices are related to E-Forms and user forms.
• Limit the number of fields on an E-Form. E-Forms are a very powerful tool which
make it is easy to expand the amount of information stored on the form. The more
fields on the form, the longer it takes to load.
• Perform data validation on the E-Form rather than with Workflow logic. Performing
data validation should be handled on the E-Form with simple scripting rather than
performing the validation within OnBase Workflow. The scripting runs on the client
and is lightweight compared to performing the similar logic behind Workflow rules
and actions (which may update the database and add overhead to perform the logic).
• Limit the Number of HTML Fields on the driving document if it is an E-Form. When
the document driving a Workflow process is an E-Form with many HTML fields,
loading the document can directly impact performance as OnBase must parse the
HTML fields and extract the correct field values from post data stored in the Disk
Groups.
• Exchange information between user forms and Workflow using the property bag. In
OnBase versions 7.2 and higher, user form fields can be mapped to property bag
values using the following naming convention:
OB_WFPROPERTY_PropertyName_InstanceNumber . This allows for an efficient
exchange of information between Workflow Logic and user forms using the property
bag. Using the property bag in this way avoids database processing overhead.
• Always appropriately configure buttons. Default submit button functionality is
processed as “OBBtn_Yes” when an E-Form is used in Workflow and a button
function is not specified otherwise. Prior to OnBase 9.2, buttons that were not
configured specifically as submission buttons would function as cancel buttons. In
9.2 and beyond, you must configure appropriate cancel buttons, as button not
specifically configured will be processed as a “yes” submit button.

Servers
The following best practices are related to the Web Server, Application Server, or the Workflow
Server.
• Consider using a mechanism for distributing the load. Load distribution tools are
very useful for optimizing Web Server performance in larger implementations. The
Web Server handles all requests from Web Clients (Workflow Client and traditional
Web Client). A large number of Workflow users and Workflow logic operating in an
insufficiently configured web environment is a significant performance hazard.
• Consider having a separate Web Server for Workflow Users. Direct Workflow users
to a different web site on a different web server. Build the OnBase Web Server on two
different machines and serve user processing needs appropriately to distribute the
load.

OnBase 18 1066
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Separate the Application Server from the Web Server. While it is possible to use the
existing Web Server as the Application Server, it is not advised. By pointing the
Application Server to the existing Web Server, all Workflow logic execution is
performed by the Web Server whether requests are coming from the Web Client or
OnBase Client. In addition to executing Workflow logic, the Web Server is processing
requests from non-Workflow users in the Web Client. Because the combined
processing load can be extremely heavy, the Application Server should be deployed
on a separate machine.
• Ensure the Web Server is a powerful machine. When using a single machine, the
OnBase Web Server should be equipped to handle the combined load of web users
and Workflow users. Increase the hardware resources on the machine to ensure
maximum performance.
• Increase Processing Power of Web Server/Application Server/Workflow Server. In
the Web Environment, Workflow related and general OnBase processing is performed
on the Web Server; therefore, it is essential for the Web Server to be configured to
handle such loads. The Application Server functions very similarly to the Web Server
except that it is dedicated to handling Workflow logic alone and does not also have
to provide processing resources for custom queries, foldering, etc. The Application
Server should be a powerful machine. By increasing the power of the Application
Server, Workflow users will be able to process more work more quickly. Workflow
Servers (machines that monitor Workflow timers) should be powerful machines to
handle all timer work processing.
• Off load work from machines not dedicated to handling such loads. If there is
system work or ad hoc tasks that are performing intense activities against the
document, one should off load the work to the Workflow Server. This enables the
machine that initiated the work to “hand off” the work and dedicate system resources
to those tasks it was designed to handle.
• Recycle the Application Pool after making configuration changes in OnBase when
using Core-based Workflow. Recycling the Application Pool immediately ends all
user sessions. For this reason, it is recommended to perform this operation during
non-peak or off-hours.

Load Balancing and Ownership

The following best practices are related to load balancing and ownership.
• It is recommended to Load Balance by User Group or Role rather than by individual
User. Load Balancing by User Group reduces bottlenecks and needs less
administration.
• Consider using Ownership instead of Load Balancing if you are using User-based
Load Balancing. This ensures that individual users have exclusive access to items.
With Ownership, there is no administrative overhead of making sure the Load
Balanced members are up to date, or needing to manually re-balance queues
because different users work at different rates.

OnBase 18 1067
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

• Consider using Ownership in conjunction with Load Balancing to distribute items

most efficiently . Load Balance by User Group or Role to deliver items that each user
is entitled to perform work on, then use Ownership to give each user exclusive
access to the particular items they are actively working on.
• When using Match Keyword to User Name, delete the Keyword Value from the
document as it exits Workflow. When the document exits Workflow, delete any
Keyword Value that was used for load balancing purposes. Deleting the Keyword
Value helps manage the size of the keyword table, and thus controls performance
over time. If deleting the Keyword Value is not an option, as it must remain on the
document for reporting or retrieval purposes, consider purging documents in
Document Maintenance.
• It is recommended that actions that require user interaction not be used as load
balancing work.
• Use a Load Balance Keyword Type throughout the Workflow. If the keyword cannot
be removed when the document exits Workflow, add another keyword to the driving
Document Type called LB User. When the document enters a queue, simply copy the
user name from the keyword that must remain on the document to the LB User
keyword and configure load balancing to use the LB User keyword. When the
document exits Workflow, delete the LB User keyword.
• Consider using Rules Based Load Balancing rather than Match Keyword to User
Name. When assigning work to a user whose name is defined in a keyword value,
consider using Rules Based Load Balancing instead of Match Keyword to User Name.
When implementing Rules Based Load Balancing, one can utilize the task Assign to
User, which allows one to assign the document to a user whose name is defined in a
keyword. Rules Based Load Balancing is a static form of load balancing; therefore, it
is much faster than Match Keyword to User Name. When using Match Keyword to
User Name, be aware of potential performance impacts. When a solution is first
deployed, the database is typically small and performance issues are not exposed.
Over time, the table structures in the database grow and it is important to manage
them for optimal performance. Consider the number of users processing documents
in Workflow and the growing number of documents traveling through Workflow over
time. The number of users may be small in relation to the number of documents in
the system, but as the number of documents grows, the number of documents with
user names on them also grows. As the process continues, the keyword table
eventually contains millions of records. When there are only one hundred (100)
unique user names scattered across millions of documents, data redundancy occurs
and significantly impedes performance.
• Avoid transitions in load balancing work. I f you must transition in load balancing
work, set a property and transition in system work instead.
• When an item leaves a queue, clear any load balancing assignments, unless there
exists a good business reason to maintain them. If it is desired to ensure the same
user works on an item, use the last owner rather than the last Load Balancing
assignee.

OnBase 18 1068
©2018
Hyland Software, Inc.
 Workflow
Workflow Best Practices

Working with the Document Transfer Module

When configuring a Workflow life cycle at the receiving site for documents received in a
Document Transfer package, do not configure the life cycle to update Keyword Type values on
the received documents.
This is because the documents and document metadata are actually managed by the sending
site and those values are always updated at the receiving site with the information from the
sending site, if the values differ when the package is received and committed.
If a document you are receiving requires a certain Keyword Type value that is different at the
sending site, you must request that the sending site map that Keyword Type to a static value
that contains the value you require.

OnBase 18 1069
©2018
Hyland Software, Inc.
 WORKFLOW D ATA P ROVIDER C ONFIGURATION

Workflow Data Provider Types

Note: The Workflow data provider types are only available to systems licensed for Workflow.

Data providers return from a data source information to be displayed in a dashboard. New
dashboards cannot be used unless at least one data provider is added to it.

Note: For information about using dashboards, see the Reporting Dashboards module
reference guide.

The Create Data Provider Wizard is used to create new data providers. The process is the same
for copying an existing data provider or creating a completely new data provider, except the
options are pre-configured with the information from the data provider that was copied if you
choose to copy an existing data provider. The pre-configured options for copied data providers
can be changed or edited to reflect the requirements of the new data provider, unless otherwise
noted.
The configuration process depends on the data provider type selected. This table describes the
data provider types available for systems with Workflow licensed.

Data Provider Type Description

Workflow Activity Returns data on how items move through Workflow queues. See
Adding a Workflow Activity Data Provider Type on page 1071.

Workflow Configuration Returns data on how Workflow queues are configured. See Adding
a Workflow Configuration Data Provider Type on page 1083.

Workflow Inbox Returns data about items currently in a Workflow inbox. See
Adding a Workflow Inbox Data Provider Type on page 1095.

The following instructions are for creating a data provider that can be used in dashboards or
reports. You can also add a data provider to a new dashboard during the dashboard creation
process. See the Reporting Dashboards documentation for information on how to add a data
provider during dashboard creation.

OnBase 18 1070
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Adding a Workflow Activity Data Provider Type

The Workflow activity data provider type returns data on how items move through Workflow
queues. This includes data on the time each items spends in a Workflow queue, including the
time the item entered a specific Workflow queue, when the item exited the Workflow queue, and
which Workflow queue it was transitioned to. You can also report on when ad hoc tasks were
executed.

The Create Data Provider Wizard is used to create new data providers. To create a new data
provider:
1. From the Dashboard Viewer, click Administration from the bottom of the Dashboard
Gallery screen, and then click the Create new Data Provider button from the Data
Provider Administration ribbon of the Unity Client:

2. At the How would you like to create the data provider? page:
• Click Create new Data Provider to create a completely new data provider.
• Click Copy an existing Data Provider to use an existing data provider as the template
for a new data provider. The process is the same as creating a completely new data
provider except the options are pre-configured with the information from the data
provider that was copied. The pre-configured options can be changed or edited to
reflect the requirements of the new data provider, unless otherwise noted.

OnBase 18 1071
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

3. If you clicked Create new Data Provider , the What would you like to name this data
provider? page is displayed.
If you clicked Copy an existing Data Provider , the Select the data provider to copy from
page is displayed. You can search for a data provider to copy by typing the name of the
data provider into the Search bar in this page. Select the data provider to copy, then
click Next . The What would you like to name this data provider? page is displayed.

Note: When a data provider is copied, the options in the remaining pages are pre-configured
with the information from the data provider that was copied. Unless otherwise noted, the pre-
configured options can be changed or edited to reflect the requirements of the new data
provider.

4. Type a name for the data provider in the Name field. The name should be unique and
allow the data provider to be easily distinguished from other data providers.
5. Type a brief description of the data provider in the Description field. The description
should briefly explain what the data provider is and what type of data a user can expect
to retrieve from it.
6. Select Log data provider execution to include the elapsed time of data retrieval and
runtime parameter information for this data provider in the History log. Data requests
for the data provider are always logged in the history even if this option is deselected.
7. Click Next . The Select the type of data you would like to report on page is displayed.

Note: If you copied an existing data provider this page is not displayed. You cannot change the
data provider type for copied data providers.

OnBase 18 1072
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Note: The data providers available depend on the modules licensed for your system. The
Custom SQL Query and Document Query data provider types are available to all systems with
Reporting Dashboards.

8. Select Workflow Activity .

OnBase 18 1073
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

9. Click Next . The Select options on how the data provider retrieves data dialog box is
displayed.

10. Select one or more of the data options:

• Transition Reporting: Returns data on the time it takes for items to transition
through Workflow based on when items entered and exited queues.
• Ad Hoc Task Reporting: Returns data on the execution of ad hoc tasks. In order for
Ad Hoc Task Reporting to return data, logging must be enabled for the execution of
ad hoc tasks. Logging can be enabled for tasks in Workflow or later in this data
provider creation process.

Note: If Transition Reporting and Ad Hoc Task Reporting are both selected, the data provider
only includes transition data for queues that contain the configured ad hoc tasks. With both
selected, you cannot select queues for transition reporting separate from ad hoc task
reporting.

11. If Transition Reporting is selected, you can configure the following options:
• Select How Items Should Be Filtered - Select whether you to return the Entry date
only , the Exit date only , or Entry and exit date .
• Unit of Measurement for Time in Queue - Select the unit of time to return
measurements in from the drop-down select list.
You can also select Respect Life Cycle’s Business Calendar to have the time-in-queue
calculations take into the business calendar configured in Workflow for the life cycle.

OnBase 18 1074
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

12. Click Next . The Queue Selection dialog box is displayed showing all the Workflow life
cycles available.

Note: Only the life cycles and queues you have access to are displayed. Pre-configured queues
you do not have access to are disabled.

OnBase 18 1075
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

13. Select the queues or ad hoc tasks to return data for. Select the life cycle to
automatically select all of the queues in that life cycle, or click the arrow beside the life
cycle to select specific queues within the life cycle.

Note: If you selected Ad Hoc Task Reporting, selecting the queue selects all ad hoc tasks in
that queue. To select individual ad hoc tasks, click the arrow beside the queue to select
specific tasks within the queue.

To select all life cycles and queues or ad hoc tasks, click All at the bottom of the dialog
box. To clear all selections, click None .

Note: If Transition Reporting and Ad Hoc Task Reporting are both selected, the data provider
only includes transition data for queues that contain the selected ad hoc tasks. With both
selected, you cannot select queues for transition reporting separate from ad hoc task
reporting.

OnBase 18 1076
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

14. Click OK . The Select items you would like to report on dialog box is displayed, showing
the life cycles and queues or ad hoc tasks you selected.

15. Select additional options at the lower left of the Select items you would like to report
on dialog box (the additional options available depend on the data retrieval options
selected):
• Prompt users to select queues at runtime: Allow users to select the life cycles and
queues to include in the results when the dashboard is accessed by them.
• Prompt users to select ad hoc tasks at runtime: Allow users to select the life cycles
and ad hoc tasks to include in the results when the dashboard is accessed by them.
• Enable Log Execution for the configured tasks: Include the elapsed time of data
retrieval and runtime parameter information for configured ad hoc tasks in the
History log.

Note: In order for Ad Hoc Task Reporting to return data, logging must be enabled for the
execution of ad hoc tasks. Logging for tasks can be enabled here or in Workflow.

To change life cycle and queue or ad hoc task selections, click the Select Queues or
Select Ad Hoc Tasks button to display the Queue Selection dialog box.

Note: If Prompt users to select queues at runtime or Prompt users to select ad hoc tasks at
runtime is selected, any previously added queues or ad hoc tasks are removed and the Select...
button is disabled.

OnBase 18 1077
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

16. Click Next . The Provide default values for the runtime parameters dialog box is
displayed. Parameters that require default values are noted in the warning text at the
top of the dialog box.

17. Enter any default values for the runtime parameters.

OnBase 18 1078
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

18. Click Next . The Choose the display columns for the data provider dialog box is
displayed.

OnBase 18 1079
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

19. Select a display column to include it in the results or deselect it to hide it.

Note: In order for users to be able to open a Workflow object directly from a dashboard, the
corresponding ID Keyword must be included as a display column.

Click None to deselect all display columns or click All to select all display columns.

Tip: A preview of the type of data that is returned with the display columns selected is
displayed in the preview pane at the right of the list of display columns. If the data returned is
not acceptable, select different display columns or click Previous to reconfigure previous
aspects of the data provider.

20. To reorder the display columns, drag-and-drop the column headings in the preview pane
to put them in the desired order.

OnBase 18 1080
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

21. To rename a display column, double click it in the list and type the new name in the field
provided. Click anywhere outside the field to save the changes.

22. Click Next . The Who should have access to the data provider? dialog box is displayed.

23. To grant access to a new user, click Add . The Select Users dialog box is displayed. Only
users and users groups with access to Workflow are listed.

OnBase 18 1081
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Tip: To show only users, select Specific User from the drop-down select list, and to show only
User Groups, select User Group from the drop-down select list. To find a specific user or User
Group, type the first few letters of the name or the full name in the Find... field and the list is
filtered accordingly. To show only previously selected users, select Only show selected items .

24. To select a user or User Group to grant access to the dashboard or report, move the
cursor over that user or User Group’s row and select the check box that is displayed.

To remove a user or User Group’s access, deselect the check box beside their name.

Note: Access cannot be changed for the owner.

OnBase 18 1082
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

25. Click OK to save your user selections.

Caution: When any dashboard or report is accessed by a user, data for all configured items
(such as Document Types or Workflow queues) is returned, even if the user accessing the
dashboard or report does not have access to those items in OnBase.

26. To remove users or user groups, right-click the user’s name and select Remove . You are
not prompted to confirm this action.

Note: Access for the user account that created the data provider cannot be removed or
changed. The data provider creator always has the full access to the data provider.

27. To change a user’s access level, right-click the user’s name in the list and select Full
Control :
• If the user currently has Execute Only access, they are granted Full Control.
• If the user currently has Full Control, their access level is reduced to Execute Only.
Full Control allows the user to configure the settings for the data provider, including
user access. Execute Only allows the user to use, but not configure, the data provider.

Note: The owner is the user who created the data provider. Access cannot be changed for the
owner.

28. Click Next . The Summary dialog box is displayed. Review the information in the main
pane to confirm that the data provider is correctly configured. If not, click Previous to
return to the various configuration dialog boxes so that changes can be made.
29. Click Finish . The data provider is saved and is available for use with dashboards.

Adding a Workflow Configuration Data Provider Type

The Workflow configuration data provider type returns data on how Workflow queues are
configured as either a standard or load-balancing report.

The Create Data Provider Wizard is used to create new data providers. To create a new data
provider:
1. From the Dashboard Viewer, click Administration from the bottom of the Dashboard
Gallery screen, and then click the Create new Data Provider button from the Data
Provider Administration ribbon of the Unity Client:

OnBase 18 1083
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

2. At the How would you like to create the data provider? page:
• Click Create new Data Provider to create a completely new data provider.
• Click Copy an existing Data Provider to use an existing data provider as the template
for a new data provider. The process is the same as creating a completely new data
provider except the options are pre-configured with the information from the data
provider that was copied. The pre-configured options can be changed or edited to
reflect the requirements of the new data provider, unless otherwise noted.

OnBase 18 1084
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

3. If you clicked Create new Data Provider , the What would you like to name this data
provider? page is displayed.
If you clicked Copy an existing Data Provider , the Select the data provider to copy from
page is displayed. You can search for a data provider to copy by typing the name of the
data provider into the Search bar in this page. Select the data provider to copy, then
click Next . The What would you like to name this data provider? page is displayed.

Note: When a data provider is copied, the options in the remaining pages are pre-configured
with the information from the data provider that was copied. Unless otherwise noted, the pre-
configured options can be changed or edited to reflect the requirements of the new data
provider.

4. Type a name for the data provider in the Name field. The name should be unique and
allow the data provider to be easily distinguished from other data providers.
5. Type a brief description of the data provider in the Description field. The description
should briefly explain what the data provider is and what type of data a user can expect
to retrieve from it.
6. Select Log data provider execution to include the elapsed time of data retrieval and
runtime parameter information for this data provider in the History log. Data requests
for the data provider are always logged in the history even if this option is deselected.
7. Click Next . The Select the type of data you would like to report on page is displayed.

Note: If you copied an existing data provider this page is not displayed. You cannot change the
data provider type for copied data providers.

OnBase 18 1085
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Note: The data providers available depend on the modules licensed for your system. The
Custom SQL Query and Document Query data provider types are available to all systems with
Reporting Dashboards.

8. Select Workflow Configuration .

OnBase 18 1086
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

9. Click Next . The Select options on how the data provider retrieves data dialog box is
displayed.

10. Select one of the data options:

• Standard Reporting: Returns data on the basic configuration of Workflow queues. If
this option is select, you can also select Include ad hoc tasks to include
configuration information on ad hoc tasks assigned to the queues.
• Load Balance Reporting: Returns data on the basic configuration of Workflow
queues that is focused on how the queues are load balanced.

OnBase 18 1087
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

11. Click Next . The Queue Selection dialog box is displayed showing all the Workflow life
cycles available.

Note: Only the life cycles and queues you have access to are displayed. Pre-configured queues
you do not have access to are disabled.

OnBase 18 1088
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

12. Select the queues or ad hoc tasks to return data for. Select the life cycle to
automatically select all of the queues in that life cycle, or click the arrow beside the life
cycle to select specific queues within the life cycle.

Note: If you selected Ad Hoc Task Reporting, selecting the queue selects all ad hoc tasks in
that queue. To select individual ad hoc tasks, click the arrow beside the queue to select
specific tasks within the queue.

To select all life cycles and queues or ad hoc tasks, click All at the bottom of the dialog
box. To clear all selections, click None .

Note: If Transition Reporting and Ad Hoc Task Reporting are both selected, the data provider
only includes transition data for queues that contain the selected ad hoc tasks. With both
selected, you cannot select queues for transition reporting separate from ad hoc task
reporting.

OnBase 18 1089
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

13. Click OK . The Select items you would like to report on dialog box is displayed, showing
the life cycles and queues or ad hoc tasks you selected.

14. Select additional options at the lower left of the Select items you would like to report
on dialog box (the additional options available depend on the data retrieval options
selected):
• Prompt users to select queues at runtime: Allow users to select the life cycles and
queues to include in the results when the dashboard is accessed by them.
• Prompt users to select ad hoc tasks at runtime: Allow users to select the life cycles
and ad hoc tasks to include in the results when the dashboard is accessed by them.
• Enable Log Execution for the configured tasks: Include the elapsed time of data
retrieval and runtime parameter information for configured ad hoc tasks in the
History log.

Note: In order for Ad Hoc Task Reporting to return data, logging must be enabled for the
execution of ad hoc tasks. Logging for tasks can be enabled here or in Workflow.

To change life cycle and queue or ad hoc task selections, click the Select Queues or
Select Ad Hoc Tasks button to display the Queue Selection dialog box.

Note: If Prompt users to select queues at runtime or Prompt users to select ad hoc tasks at
runtime is selected, any previously added queues or ad hoc tasks are removed and the Select...
button is disabled.

OnBase 18 1090
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

15. Click Next . The Choose the display columns for the data provider dialog box is
displayed.

OnBase 18 1091
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

16. Select a display column to include it in the results or deselect it to hide it.

Note: In order for users to be able to open a Workflow object directly from a dashboard, the
corresponding ID Keyword must be included as a display column.

Click None to deselect all display columns or click All to select all display columns.

Tip: A preview of the type of data that is returned with the display columns selected is
displayed in the preview pane at the right of the list of display columns. If the data returned is
not acceptable, select different display columns or click Previous to reconfigure previous
aspects of the data provider.

17. To reorder the display columns, drag-and-drop the column headings in the preview pane
to put them in the desired order.

OnBase 18 1092
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

18. To rename a display column, double click it in the list and type the new name in the field
provided. Click anywhere outside the field to save the changes.

19. Click Next . The Who should have access to the data provider? dialog box is displayed.

20. To grant access to a new user, click Add . The Select Users dialog box is displayed. Only
users and users groups with access to Workflow are listed.

OnBase 18 1093
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Tip: To show only users, select Specific User from the drop-down select list, and to show only
User Groups, select User Group from the drop-down select list. To find a specific user or User
Group, type the first few letters of the name or the full name in the Find... field and the list is
filtered accordingly. To show only previously selected users, select Only show selected items .

21. To select a user or User Group to grant access to the dashboard or report, move the
cursor over that user or User Group’s row and select the check box that is displayed.

To remove a user or User Group’s access, deselect the check box beside their name.

Note: Access cannot be changed for the owner.

OnBase 18 1094
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

22. Click OK to save your user selections.

Caution: When any dashboard or report is accessed by a user, data for all configured items
(such as Document Types or Workflow queues) is returned, even if the user accessing the
dashboard or report does not have access to those items in OnBase.

23. To remove users or user groups, right-click the user’s name and select Remove . You are
not prompted to confirm this action.

Note: Access for the user account that created the data provider cannot be removed or
changed. The data provider creator always has the full access to the data provider.

24. To change a user’s access level, right-click the user’s name in the list and select Full
Control :
• If the user currently has Execute Only access, they are granted Full Control.
• If the user currently has Full Control, their access level is reduced to Execute Only.
Full Control allows the user to configure the settings for the data provider, including
user access. Execute Only allows the user to use, but not configure, the data provider.

Note: The owner is the user who created the data provider. Access cannot be changed for the
owner.

25. Click Next . The Summary dialog box is displayed. Review the information in the main
pane to confirm that the data provider is correctly configured. If not, click Previous to
return to the various configuration dialog boxes so that changes can be made.
26. Click Finish . The data provider is saved and is available for use with dashboards.

Adding a Workflow Inbox Data Provider Type

The Workflow Inbox data provider type returns data about items currently in a Workflow inbox.

The Create Data Provider Wizard is used to create new data providers. To create a new data
provider:
1. From the Dashboard Viewer, click Administration from the bottom of the Dashboard
Gallery screen, and then click the Create new Data Provider button from the Data
Provider Administration ribbon of the Unity Client:

OnBase 18 1095
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

2. At the How would you like to create the data provider? page:
• Click Create new Data Provider to create a completely new data provider.
• Click Copy an existing Data Provider to use an existing data provider as the template
for a new data provider. The process is the same as creating a completely new data
provider except the options are pre-configured with the information from the data
provider that was copied. The pre-configured options can be changed or edited to
reflect the requirements of the new data provider, unless otherwise noted.

OnBase 18 1096
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

3. If you clicked Create new Data Provider , the What would you like to name this data
provider? page is displayed.
If you clicked Copy an existing Data Provider , the Select the data provider to copy from
page is displayed. You can search for a data provider to copy by typing the name of the
data provider into the Search bar in this page. Select the data provider to copy, then
click Next . The What would you like to name this data provider? page is displayed.

Note: When a data provider is copied, the options in the remaining pages are pre-configured
with the information from the data provider that was copied. Unless otherwise noted, the pre-
configured options can be changed or edited to reflect the requirements of the new data
provider.

4. Type a name for the data provider in the Name field. The name should be unique and
allow the data provider to be easily distinguished from other data providers.
5. Type a brief description of the data provider in the Description field. The description
should briefly explain what the data provider is and what type of data a user can expect
to retrieve from it.
6. Select Log data provider execution to include the elapsed time of data retrieval and
runtime parameter information for this data provider in the History log. Data requests
for the data provider are always logged in the history even if this option is deselected.
7. Click Next . The Select the type of data you would like to report on page is displayed.

Note: If you copied an existing data provider this page is not displayed. You cannot change the
data provider type for copied data providers.

OnBase 18 1097
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Note: The data providers available depend on the modules licensed for your system. The
Custom SQL Query and Document Query data provider types are available to all systems with
Reporting Dashboards.

8. Select Workflow Inbox .

OnBase 18 1098
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

9. Click Next . The Queue Selection dialog box is displayed showing all the Workflow life
cycles available.

Note: Only the life cycles and queues you have access to are displayed. Pre-configured queues
you do not have access to are disabled.

OnBase 18 1099
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

10. Select the queues or ad hoc tasks to return data for. Select the life cycle to
automatically select all of the queues in that life cycle, or click the arrow beside the life
cycle to select specific queues within the life cycle.

Note: If you selected Ad Hoc Task Reporting, selecting the queue selects all ad hoc tasks in
that queue. To select individual ad hoc tasks, click the arrow beside the queue to select
specific tasks within the queue.

To select all life cycles and queues or ad hoc tasks, click All at the bottom of the dialog
box. To clear all selections, click None .

Note: If Transition Reporting and Ad Hoc Task Reporting are both selected, the data provider
only includes transition data for queues that contain the selected ad hoc tasks. With both
selected, you cannot select queues for transition reporting separate from ad hoc task
reporting.

OnBase 18 1100
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

11. Click OK . The Select items you would like to report on dialog box is displayed, showing
the life cycles and queues or ad hoc tasks you selected.

12. Select additional options at the lower left of the Select items you would like to report
on dialog box (the additional options available depend on the data retrieval options
selected):
• Prompt users to select queues at runtime: Allow users to select the life cycles and
queues to include in the results when the dashboard is accessed by them.
• Prompt users to select ad hoc tasks at runtime: Allow users to select the life cycles
and ad hoc tasks to include in the results when the dashboard is accessed by them.
• Enable Log Execution for the configured tasks: Include the elapsed time of data
retrieval and runtime parameter information for configured ad hoc tasks in the
History log.

Note: In order for Ad Hoc Task Reporting to return data, logging must be enabled for the
execution of ad hoc tasks. Logging for tasks can be enabled here or in Workflow.

To change life cycle and queue or ad hoc task selections, click the Select Queues or
Select Ad Hoc Tasks button to display the Queue Selection dialog box.

Note: If Prompt users to select queues at runtime or Prompt users to select ad hoc tasks at
runtime is selected, any previously added queues or ad hoc tasks are removed and the Select...
button is disabled.

OnBase 18 1101
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

13. Click Next . The Select options on how the data provider retrieves data dialog box is
displayed.

14. Select the additional security options for how the data is retrieved.
• Respect Security Keywords
• Respect Load Balancing

Note: Respect Load Balancing is only available if all of the selected queues are configured for
load balancing in Workflow. If one or more selected queues are not load balanced, Respect
Load Balancing is not available.

15. If Respect Load Balancing is selected you must select a user option.
• Unassigned: The data returned is for unassigned items.
• Current User: The data returned is for the current load-balanced User Group or user
role when the dashboard is accessed.
• Specific User: The data returned is for a specific User Group or user role. You must
select the User Group or user role from the drop-down select list that is enabled. You
can also select Allow value to be changed at runtime to allow the user accessing the
dashboard to change the specific User Group or user role when the dashboard is
accessed.
16. Select Display all date/time columns in local time to display date and time information
in the user’s local time.

OnBase 18 1102
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

17. Click Next . The Add keywords to be returned by this data provider dialog box is
displayed.

Note: Several Keyword Types may already be added automatically, but they can be removed.
Keyword Types that represent Workflow properties, which are added automatically by the
system to every life cycle and queue, are denoted with angle brackets >> before the Keyword
Type name. For example, >> Content ID is the field for the Document handle in OnBase (the
names can be changed during configuration).

OnBase 18 1103
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

18. To add additional Keyword Types, click Add . The Select Keyword(s) dialog box is
displayed. Only the Keywords Types available for items the configured (e.g., Document
Types or Workflow queues) are included in the dialog box.

Tip: To show only previously selected Keyword Types, select Only Show Selected Items at the
bottom of the main pane. To find a specific Keyword Type, type the first few letters of its name
or its full name in the Find... field and the list is filtered accordingly.

OnBase 18 1104
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

19. To select a Keyword Type, move the cursor over the row for that Keyword Type and
select the checkbox that is displayed.

To remove a Keyword Type, deselect the checkbox beside the name of the Keyword
Type.

Note: Keyword Types that represent Workflow properties, which are added automatically by the
system to every life cycle and queue, are denoted with angle brackets >> before the Keyword
Type name. Security Keyword settings are respected by Workflow.

20. Click OK at the Select Keyword(s) dialog box to save your selections. You are returned
to the Select the keyword(s) to be displayed and/or used as parameter(s) dialog box.
21. To remove Keyword Types from the data provider, select the Keyword Type to remove
and click Remove . You are not prompted to confirm this action.
22. Select the Parameter check box to include the Keyword Type as an input parameter to
limit the data returned by the data provider.

Tip: To reduce the processing requirements of Workflow, it is a best practice to configure

required input parameters for every Data Provider, or configure parameters with default values
to be used if a value is not entered.

23. If Parameter is selected you can configure additional options for the parameter:
• Runtime: Select this option to allow the user to change the default value of the
parameter at runtime when the data provider is used.
• Required: Select the Required option to force the user to enter a value for the
Keyword Type before returning data for the data provider.
• Multiple: Select this option to allow the user to select multiple values for the
parameter if the parameter is a drop-down select list.
24. Click OK . You are returned to the Add keywords to be returned by this data provider
dialog box.

OnBase 18 1105
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

25. Click Next . If Parameter was selected for any Keywords the Provide default values for
the input parameters dialog box is displayed. The data entry fields available in this
dialog box depend on the Keywords that need to be configured.

The type of data entry fields depends on the Keyword Types that default values can be
configured for. The character length of input values is limited to the length specified by
the corresponding Keyword Type configuration.
For text fields, enter the default value and select a logical operator that defines how the
value entered is compared to the value returned by the data provider. The data is used in
the dashboard only if the result of the logical operator is true.

OnBase 18 1106
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Logical Operator Description

= The value entered is the same as the value returned.

> The value entered is greater than the value returned. This operator only
applies to numeric data.

>= The value entered is greater than or equal to the value returned. This
operator only applies to numeric data.

< The value entered is less than the value returned. This operator only
applies to numeric data.

<= The value entered is less than or equal to the value returned. This operator
only applies to numeric data.

<> The value entered is not the same as the value returned.

For date fields, enter the default dates in the From and To fields or click the calendar
button to select a date from a graphical calendar.

OnBase 18 1107
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

26. Click Next . The Choose the display columns for the data provider dialog box is
displayed.

OnBase 18 1108
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

27. Select a display column to include it in the results or deselect it to hide it.

Note: In order for users to be able to open a Workflow object directly from a dashboard, the
corresponding ID Keyword must be included as a display column.

Click None to deselect all display columns or click All to select all display columns.

Tip: A preview of the type of data that is returned with the display columns selected is
displayed in the preview pane at the right of the list of display columns. If the data returned is
not acceptable, select different display columns or click Previous to reconfigure previous
aspects of the data provider.

28. To reorder the display columns, drag-and-drop the column headings in the preview pane
to put them in the desired order.

OnBase 18 1109
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

29. To rename a display column, double click it in the list and type the new name in the field
provided. Click anywhere outside the field to save the changes.

30. Click Next . The Who should have access to the data provider? dialog box is displayed.

31. To grant access to a new user, click Add . The Select Users dialog box is displayed. Only
users and users groups with access to Workflow are listed.

OnBase 18 1110
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

Tip: To show only users, select Specific User from the drop-down select list, and to show only
User Groups, select User Group from the drop-down select list. To find a specific user or User
Group, type the first few letters of the name or the full name in the Find... field and the list is
filtered accordingly. To show only previously selected users, select Only show selected items .

32. To select a user or User Group to grant access to the dashboard or report, move the
cursor over that user or User Group’s row and select the check box that is displayed.

To remove a user or User Group’s access, deselect the check box beside their name.

Note: Access cannot be changed for the owner.

OnBase 18 1111
©2018
Hyland Software, Inc.
 Workflow
Workflow Data Provider Configuration

33. Click OK to save your user selections.

Caution: When any dashboard or report is accessed by a user, data for all configured items
(such as Document Types or Workflow queues) is returned, even if the user accessing the
dashboard or report does not have access to those items in OnBase.

34. To remove users or user groups, right-click the user’s name and select Remove . You are
not prompted to confirm this action.

Note: Access for the user account that created the data provider cannot be removed or
changed. The data provider creator always has the full access to the data provider.

35. To change a user’s access level, right-click the user’s name in the list and select Full
Control :
• If the user currently has Execute Only access, they are granted Full Control.
• If the user currently has Full Control, their access level is reduced to Execute Only.
Full Control allows the user to configure the settings for the data provider, including
user access. Execute Only allows the user to use, but not configure, the data provider.

Note: The owner is the user who created the data provider. Access cannot be changed for the
owner.

36. Click Next . The Summary dialog box is displayed. Review the information in the main
pane to confirm that the data provider is correctly configured. If not, click Previous to
return to the various configuration dialog boxes so that changes can be made.
37. Click Finish . The data provider is saved and is available for use with dashboards.

OnBase 18 1112
©2018
Hyland Software, Inc.
 INTEGRATION WITH FULCRUM BIOMETRICS SCANNERS

Usage - Unity Client

Note: This functionality requires an Integration with Fulcrum Biometrics Scanners license, a
supported scanning device connected, and a life cycle with a properly configured Display
Biometric Scanner Workflow action.

Note: The Display Biometric Scanner Workflow action is configured in OnBase Studio. For
more information about configuring the action, see See Display Biometric Scanner on page
412.

OnBase 18 1113
©2018
Hyland Software, Inc.
 Workflow
Integration with Fulcrum Biometrics Scanners

To capture a biometric scan:

1. In the life cycle configured with the Display Biometric Scanner Workflow action,
execute the action.
2. The Biometric Scanner dialog is displayed.

3. Depending on your configuration and what scanning devices are connected, the dialog
is ready to scan the configured location.
You can check the status of a device by clicking the arrow next to the Scan type: drop-
down select list.

OnBase 18 1114
©2018
Hyland Software, Inc.
 Workflow
Integration with Fulcrum Biometrics Scanners

4. If the User can change Bioscan Location option is selected, the Scan type: drop-down
select list is available and the user can select a different scanning location.

OnBase 18 1115
©2018
Hyland Software, Inc.
 Workflow
Integration with Fulcrum Biometrics Scanners

5. Once the scan is captured, the scan is displayed in the dialog.

6. If the scan captured is satisfactory, click Accept . Otherwise, click Rescan to scan the
location again.

OnBase 18 1116
©2018
Hyland Software, Inc.
 Workflow
Integration with Fulcrum Biometrics Scanners

Usage - Mobile Access for iPad (Legacy) and Mobile

Access for iPhone
To capture a biometric scan in the OnBase Mobile Access for iPad (Legacy) or Mobile Access
for iPhone apps:
1. In the OnBase Mobile Access app, navigate to the life cycle configured with the Display
Biometric Scanner Workflow action.
2. Execute the action and follow any instructions displayed on the screen.
a. If prompted, select which hand should be scanned.
b. If prompted, select which digit should be scanned.
The following screen is displayed:

The status of the scanning device is displayed at the bottom of the screen.

OnBase 18 1117
©2018
Hyland Software, Inc.
 Workflow
Integration with Fulcrum Biometrics Scanners

3. If the scanning device is not already attached, attach the device to the iPad or iPhone
and ensure the device is powered on.
4. When you are ready to scan, tap Start Scan .
When the scan is captured successfully, the message Scanning complete is displayed
near the bottom of the screen.
5. If the scan captured is satisfactory, tap OK . Otherwise, tap Scan Again to scan again.

OnBase 18 1118
©2018
Hyland Software, Inc.
 C ONFIGURING THE DISTRIBUTION S ERVICE

Overview
The Distribution Service is a Core Services component that integrates with several OnBase
modules, allowing email notifications to be sent through a centralized mail service. All
installation and configuration settings are located on one workstation as opposed to several
workstations. This provides high security, control, and easy maintenance.
The Distribution Service process is depicted in the following illustration. The process begins
when OnBase Client applications send system notifications to the database. The Distribution
Service polls the database on a configured interval and composes an email when it receives a
new notification. The service then sends the email to an SMTP server, where it is distributed
externally to all users who are configured to receive notifications from modules that use the
Distribution Service. When OnBase documents are attached to these emails, attachment names
reflect the documents’ Auto-Name strings in OnBase.

The Distribution Service can run on a machine separate from that of the Application Server.

Note: The Distribution Service must be configured to use a Service Account to send
notifications. For more information, see Configuring a Service Account on page 1121.

Using the Distribution Service with Document

Distribution
If you are upgrading from a version of OnBase prior to OnBase 15, and you are using the
Distribution Service with Document Distribution, new configuration steps are required. If your
system is configured with the Global Client Setting Use Email Distribution Service for
Document Distribution enabled, a temporary file cache must be configured and associated
with the Distribution Service.

OnBase 18 1119
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

See Configuring a Temporary File Cache on page 1131 for more information.

Note: When the Use Email Distribution Service for Document Distribution setting is enabled
and the -STMTMAILSRVR switch is applied to the OnBase Client shortcut, the OnBase Client
will not check for bounce backs.

Configuration
There are several items that need to be configured to allow the Distribution Service to function
properly. These items include:
• Configuring a Service Account on page 1121
• Enabling the Distribution Service on page 1123
• Users Configuration Requirements on page 1124
• Encrypting the Service Account Credentials on page 1124
• Changing Configuration File Settings on page 1126
• Configuring Test Mode on page 1126
• Adding Support for Multiple Data Sources on page 1128
• Displaying the User Who Triggered the Notification as the Sender on page 1138
• Configuring EML Transfer Encoding on page 1130
• Configuring EML Transfer Encoding on page 1130
• Sending Notifications in HTML Format on page 1131
• Sending Unity Forms on page 1131
• Configuring a Temporary File Cache on page 1131
• Configuring Retry Settings on page 1135
• Configuring Maximum Recipients on page 1136
• Configuring Default Sender Options on page 1137
• Configuring Attachment Options on page 1138
• Configuring Email Server Settings on page 1140
• Configuring Test Notifications on page 1142

Note: If you are using multiple databases, each database must have the Distribution Service
Settings configured individually.

OnBase 18 1120
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring a Service Account

The Distribution Service must be configured to use a Service Account.

To configure a Service Account:

1. From the Configuration module, select Users | User Names / Passwords .
The User Names & Passwords dialog box is displayed.

2. Enter a new user name in the field beneath the User Name list and click Create . The
User Settings dialog box is displayed.
You can also select an existing user account to designate as a service account, then
click Settings . The User Settings dialog box is displayed.

OnBase 18 1121
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. Select the Service Account check box under Administrator Options .

All options not applicable to a Service Account are disabled. Deselecting the Service
Account check box for the existing user allows them to retain all rights and privileges
that were previously assigned to them. Options in the User Settings dialog box are
cleared when the Service Account check box is selected and must be reapplied when
the check box is deselected.

Caution: The Service Account check box should never be selected with an account that is
being used to run the OnBase Client (obclnt32.exe) as a Windows service.

Caution: Designating an existing user account as a Service Account removes the existing user
from all User Groups and prevents the user from being added into a User Group. Users that are
configured as service accounts will not be able to log into OnBase through standard interfaces.
A Service Account also grants the user name full rights and privileges in OnBase.

OnBase 18 1122
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

4. Enter a User Password and repeat this password in the Verify Password field. If this is
an existing user account and you need to change its password, select Update Password
to enable these fields.

Note: The Require Password Change on Next Login setting cannot be selected for Service
Accounts.

5. Click Save .

Enabling the Distribution Service

To use the Distribution Service to send users email notifications or to distribute emails, you
must enable it through Global Client Settings. (This step is not necessary if the Distribution
Service is used only by WorkView.)
The Distribution Service can be used to send email distributions while using the Document
Distribution module and is optional.
The Distribution Service is optional if you want to send notifications for the following modules
in the OnBase Client: Document Knowledge Transfer, Workflow, and Physical Records
Management. The Distribution Service is required for all other modules that are able to send
notifications (such as Document Knowledge Transfer or Workflow in the Web Client).

Enable Email Automation

To enable email automation using the Distribution Service:
1. From the Configuration module, select Users | Global Client Settings .
2. Click the Email tab.
3. Select the Use Email Distribution Service for automated emails check box or, if you are
configuring the Distribution Service for Document Distribution, select the Use Email
Distribution Service for Document Distribution check box.
4. Click Save .

Send Attachments
The Distribution Service can be configured to send attachments with certain file names.

Note: Image documents are sent in their native format if possible. However, if the document
uses overlays or the page count is greater than one, it will revert to using the original method
for sending attachments.

To configure file names for attachments:

1. From the Configuration module, select Users | Global Client Settings .
2. Click the Email tab.

OnBase 18 1123
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. Select one of the following from the Auto-Name string for external email attachments
drop-down select list:
• Random String: OnBase will generate a random file name for the attachment.
• Document Type Autoname String: OnBase will use the Auto-Name string
configured for the Document Type of the document being sent.
• Document Type Print Autoname String: OnBase will use the Print Title string
configured for the Document Type of the document being sent. If no Print Title
string has been configured for that Document Type, OnBase will use the
Document Type and the Document Date.

Note: The Document Type Print Autoname String feature is not supported in the OnBase
Client.

4. Click Save .

Note: The Distribution Service needs to be restarted after changes are made to the Auto-Name
string for external email attachments setting.

Users Configuration Requirements

The following procedure describes the steps necessary to configure the Distribution Service for
system notifications. Ensure users who will receive notifications have email accounts
configured in their User Settings.
1. From the Configuration module, select Users | User Names/Passwords .
2. Select the user name and click Settings .
3. In the Users Email field, type the user’s email address.
4. Click Save .

Encrypting the Service Account Credentials

By default, the user name and password of the service account are entered in
Hyland.Core.Distribution.NTService.exe.config file in clear text. Although these credentials
cannot be used to log on to any OnBase client application, you should encrypt them in the
Windows registry using the aspnet_setreg utility. The Distribution Service can then be
configured to refer to the encrypted registry keys to retrieve the user name and password of the
service account.

Note: Full details on creating encrypted account registry keys are available in the Microsoft
article: “How to use the ASP.NET utility to encrypt credentials and session state connection
strings” available at: http://support.microsoft.com/kb/329290/

OnBase 18 1124
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

1. From a command line, change the directory to the location where the aspnet_setreg.exe
utility resides. A copy of aspnet_setreg.exe is available in the ..\utilities\MISC
subdirectory of the Core Services build.
For example, if the utility is in C:\Program Files\Hyland\Web Server\Utilities, then enter:
cd C:\Program Files\Hyland\Web Server\Utilities
2. Enter the following command, where username is the user name of the Service Account,
and password is the password.
aspnet_setreg.exe -k:SOFTWARE\Hyland\DistributionService\Identity
-u:"username" -p:"password"
3. Press Enter to execute the command.
4. Open a Run dialog box and enter regedt32 .

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

5. Grant the Windows account that will run the Distribution Service Read permissions to
the appropriate key.
• In 32-bit environments, grant the Read permission on
HKLM:SOFTWARE\Hyland\DistributionService\Identity\ASPNET_SETREG.
• In 64-bit environments, grant the Read permission on
HKLM:SOFTWARE\Wow6432Node\Hyland\DistributionService\Identity\ASPN
ET_SETREG . When run in a 64-bit environment, the aspnet_setreg utility
automatically stores the encrypted credentials in this key.
6. Open the Hyland.Core.Distribution.NTService.exe.config file.
•In a 32-bit environment, this file’s default location is
C:\Program Files\Hyland\Services\Distribution.
• In a 64-bit environment, this file’s default location is
C:\Program Files (x86)\Hyland\Services\Distribution.
7. Modify the DataSource element to retrieve the encrypted credentials from the registry.
• Replace the username value with the following:
"registry:HKLM\SOFTWARE\Hyland\DistributionService\Identity\ASPNET
_SETREG,
userName"
• Replace the password value with the following:
"registry:HKLM\SOFTWARE\Hyland\DistributionService\Identity\ASPNET
_SETREG,password"
When you are finished, the DataSource element should resemble the following:

OnBase 18 1125
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

8. Save the configuration file.

9. Restart the Hyland Distribution Service using the Windows Services console.

Changing Configuration File Settings

The settings that need to be modified are the DataSource and Service Account Credentials .
This can be done by editing the Distribution Service’s configuration file. To modify these
settings, do the following:
1. Open the Hyland.Core.Distribution.NTService.exe.config file.
•In a 32-bit environment, this file’s default location is
C:\Program Files\Hyland\Services\Distribution .
• In a 64-bit environment, this file’s default location is
C:\Program Files (x86)\Hyland\Services\Distribution .
2. Change the settings as needed.
3. Restart the Distribution Service. The new settings are respected.

Configuring Test Mode

In a testing environment, you can configure the Distribution Service to write emails to a file in
order to test messages without actually sending them to recipients.

Caution: Testing should be performed in a separate testing environment. It is not

recommended to use test mode in an environment with live data.

OnBase 18 1126
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

To configure test mode:

1. Open the OnBase Config tool.
2. From the Utils menu, select the Distribution Service Settings option. The Distribution
Service Settings dialog box is displayed.

OnBase 18 1127
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. Click the Email Server Settings button. The Mail Server Settings dialog box is displayed.

4. In the Address field, enter an address to a valid UNC path.

5. Click Save .
With test mode enabled, messages are saved in EML format to the specified location. These
messages can be viewed, verified, and deleted as necessary.

Adding Support for Multiple Data Sources

If your solution uses multiple data sources, then the Hyland Distribution Service can be
configured to access each data source. Providing multiple data sources for redundancy should
a data source go down.
1. Open the Hyland.Core.Distribution.NTService.exe.config file.
•In a 32-bit environment, this file’s default location is
C:\Program Files\Hyland\Services\Distribution.
• In a 64-bit environment, this file’s default location is
C:\Program Files (x86)\Hyland\Services\Distribution.
2. Copy the following element, which is located under <DataSource> :

OnBase 18 1128
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. For each data source that the service needs to access, paste a copy of the element
directly under the existing element. For example, if the service needs to access two data
sources, then there should be two DataSource elements, each with its own closing tag
( </> ).
In the following example, support has been added for two data sources:

4. For each DataSource element, change the datasource value to the name of the data
source that the service needs to access.
5. For each DataSource element, change the username and password values to reflect the
service account credentials for each data source.

Note: To conserve system resources, increasing the Polling Period value is recommended.
This value can be modified from the Distribution Service Settings dialog box, located in the
OnBase Config tool. Upon opening the tool, select Utils | Distribution Service Settings . The
default value is 1 minute.

6. Save the file.

7. Restart the Distribution Service using the Windows Services console.

OnBase 18 1129
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring EML Transfer Encoding

In some instances, you might want to output email notifications to EML files to be processed
by a third-party mail application. When this method for distributing notifications is necessary,
complete the following steps:

Note: EML files can also be used in testing.

1. Create a directory to store the EML files. This directory should be accessible locally, in a
mapped drive or through an UNC path to a shared directory. The path name must be
fully qualified. It must start with \\Name, where Name is the name of the machine name,
or X:\, where X is any drive letter.
2. From the Distribution Service Settings dialog box, select an encoding option from the
EML transfer encoding drop-down list.

3. Select from either ServerBit or EightBit .

4. Click OK to save the option.

OnBase 18 1130
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring the Distribution Service to Save

Notifications as E-Mail (EML) Files
In some instances, you might want to output email notifications to EML files to be processed
by a third-part mail application. When this method for distributing notifications is necessary,
complete the following steps:
1. Create a directory to store the EML files. This directory should be accessible locally, in a
mapped drive or through a UNC path to a shared directory. The path name must be fully
qualified. It must start with \\[Name], where [Name] is the name of the machine name,
or X:\, where X is any drive letter.
2. Modify the address in Configuration | Utils | Distribution Service Settings | Email Server
Settings so that the address entry specifies this directory name. One file per notification
will be written to the target directory specified.

Sending Notifications in HTML Format

If you want your notification to be received by the user in HTML format, the notification must be
in plain text, and you must add the <HTML> tag to the body of your message.

Note: This applies only to plain text notifications. Formatted notifications does not support the
use of HTML tags.

Sending Unity Forms

If you plan to send Unity Forms using the Distribution Service, please see Unity Forms
Limitations on page 1153.

Configuring a Temporary File Cache

A temporary file cache is recommended because email notifications and their attachments
sent from Document Distribution may include emails and attachments that are not archived in
OnBase. The Distribution Service sends these emails from the temporary file cache.
Attachments are sent in their configured file format.
Access to the UNC share path of the Temporary File Cache must be provided for the following:
• Within a Core-based Workflow, the Application Pool Identity and Distribution Service
account must have access.
• Both the Windows account that is accessing the OnBase Client as well as the
Distribution Service account must have access.

OnBase 18 1131
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

A temporary file cache must be configured and associated with the Distribution Service under
the following circumstances:
• When the Global Client Setting Use Email Distribution Service for Document
Distribution is enabled.
• When using formatted or rich text notifications. In order to use formatted
notifications, you must have Temporary Cache enabled and set up for the database
you are using for testing purposes.
• When using classic Workflow that uses the Distribution Service.
• When sending messages larger than 64000 bytes using WorkView | Case Manager.
• When using HTML WorkView | Case Manager notifications.
To create a temporary file cache:
1. In the Configuration module, select Utils | Distribution Service Settings . The
Distribution Service Settings dialog box is displayed.

OnBase 18 1132
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

2. Click the Configure button next to the Temporary Cache drop-down select list. The
Temporary Caches: Distribution Service dialog box is displayed.

3. In the empty field, type the name of the cache you want to create.

OnBase 18 1133
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

4. Click Create . The Cache Configuration dialog box is displayed.

5. Enter the file path of the temporary file cache in the Path field, or click the Browse
button to navigate to the location.

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 share name must not
contain spaces.

The Type drop-down select 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 box is accessed from the Distribution Service
Settings or Microsoft Office Web Apps Settings dialog box, the Type field is 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 box or the Microsoft Office Web Apps Settings dialog box, are
automatically associated with the desired functionality upon completion of configuration.

6. Select Encrypt Files to encrypt the temporary files. Encrypting the data prevents people
from opening the files, which keeps the information more secure.
7. Click Save .

Note: Once a temporary file cache is configured, it must be associated with the Distribution
Service. See Configuring Retry Settings on page 1135 for more information.

OnBase 18 1134
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring Retry Settings

The Distribution Service can be configured to attempt to send notifications again upon a
failure. To configure these settings:
1. In the Configuration module, navigate to Utils | Distribution Service Settings. The
Distribution Service Settings dialog box is displayed:

2. In the Retry Settings section, select one of the following options:

• Retry indefinitely - The Distribution Service continuously tries to send a
notification if a failure occurs.
• Never retry - The Distribution Service does not attempt to send the notification if a
failure occurs.
• Retry specific number of times - The Distribution Service tries to send the
notification until the specified number of attempts is reached. In the field
provided, enter the number of attempts that you want the Distribution Service to
make.
3. Click Save .

OnBase 18 1135
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring Maximum Recipients

A maximum number of recipients per each generated notification email message can be
configured. This ensures that in the case of a long list of recipients, recipients are broken up
and multiple emails are generated in order to prevent timeout errors. To configure a maximum
number of recipients per email:
1. In the Configuration module, navigate to Utils | Distribution Service Settings. The
Distribution Service Settings dialog box is displayed:

2. In the Maximum recipients per mail message field, enter the maximum number of
recipients that a message should have. If the recipient list is longer than the value of
this setting, emails are sent in multiple batches.

Note: If you do not want a maximum number of recipients per mail message, set the Maximum
recipients per mail message value to 0 . This does not set a maximum number of recipients. A
single message is generated for all recipients.

OnBase 18 1136
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring Default Sender Options

You can establish a default sender for any emails that are distributed using the distribution
service. This can be used if you want to send emails using a generic account. For example, if
you want to send general information to a group of people, you may want to set up an
Information email account.

Note: The sender that displays is either the authenticated user or the sender of the request. If
those are not available, then the default sender value is used.

To configure a default sender:

1. In the Configuration module, navigate to Utils | Distribution Service Settings . The
Distribution Service Settings dialog box is displayed.

2. In the Default sender email address field, type the email address belonging to the
sender you want listed as the default. For example, the sender email could be
info@email.com.

OnBase 18 1137
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. In the Default sender display name field, type the name for the default sender. If this is
to be a general information account, you may want to type Information as the default
sender.
4. Click OK .

Displaying the User Who Triggered the Notification as

the Sender
The Default Sender email address is configured in the OnBase Configuration module, using the
Distribution Service Settings dialog box. See Configuring Default Sender Options on page 1137
for more information.
The following progression is taken if authentication is not used:
• Initially, the sender who generated the notification will be used.
• If that value is null, then the Distribution Service’s default sender address value will
be used.
• If that value is null, then the user who generated the notification will be used as the
sender.

Note: When displaying the user who triggered the notification as the sender, leave the Default
Sender field empty.

Users who trigger notifications must have valid email addresses configured in OnBase.
Otherwise, the notifications are not sent, and the message Server Error: 501 5.5.4 Invalid
Address is displayed in the Errors tab of the Diagnostics Console.
The Default Sender setting can be overridden by modules like Workflow and WorkView, which
allow you to configure the sender address for notifications.

Configuring Attachment Options

If a document that has been attached to an email contains notes or overlays, you can configure
the document to not include notes and overlays when the document is sent as an attachment.

OnBase 18 1138
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

To configure document options:

1. In the Configuration module, navigate to Utils | Distribution Service Settings . The
Distribution Service Settings dialog box is displayed.

2. De-select the Add notes for attached documents check box to remove the notes from
attached documents.
3. De-select the Use overlays for attachments check box to remove overlays from
attached documents.
4. Click OK .

OnBase 18 1139
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Configuring Email Server Settings

The Email Server Settings option provides the ability to configure the mail server to send
emails. From this dialog box, you can specify an address for the server, the port number and
other settings that are specific to the server. You can also require that emails are routed with
an SSL encrypted connection.

Note: The SmtpClient class for routing emails using SSL encryption only supports the SMTP
Service Extension for secure SMTP over Transport Layer Security as defined in RFC 3207,
which is published by the Internet Engineering Task Force (IETF). In this mode, the SMTP
session begins on an unencrypted channel, then a STARTTLS command is issued by the client
to the server to switch to secure communication using SSL.

To configure email server settings:

1. In the Configuration module, navigate to Utils | Distribution Service Settings . The
Distribution Service Settings dialog box is displayed.

OnBase 18 1140
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

2. Click Email Server Settings . The Mail Server Settings dialog box is displayed.

3. In the Address field, type the address for the mail server.
4. In the Port field, type the port number that is used for the mail server.
5. Select the This server requires an encrypted connection (SSL) check box to require
that the server has an encrypted SSL connection.

OnBase 18 1141
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

6. Select the This server requires authentication to validate that a mail account has been
configured for the mail server. When this option is selected, the Modify Mail Account
button is enabled. Select this button to display the Mail Account dialog box.

Enter a valid username and password in the Username and New Password fields. Re-
enter the password in the Verify Password field, and then click OK .

Note: The user name must be formated as the following: email@domain.com.

When authentication is enabled, note the following:

• When replying to an email, the authenticated email (your email) is displayed in the
From field.
• If the Default Sender field is populated, and authentication is enabled, the Reply to
field is automatically populated with the request’s sender when replying to emails.
7. Click Save to save the mail server settings.

Configuring Test Notifications

To ensure that the Distribution Service is configured properly, test notifications can be
generated from the Distribution Service Settings dialog box.

OnBase 18 1142
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

To generate test notifications:

1. In the Configuration module, navigate to Utils | Distribution Service Settings. The
Distribution Service Settings dialog box is displayed:

2. Click Test Notification . The Distribution Service Test Notification dialog box is
displayed.

3. Enter a valid SMTP email address in the Recipient email address field.

OnBase 18 1143
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

4. If you want to attach a document, enter a document handle in the Document handle to
attach field. The specified document will be sent as an attachment in the email.
5. Click Generate . The notification is sent when the Distribution Service is started. Check
the recipient email mailbox to ensure the notification was sent.

Integration with the Unity Management Console

The Distribution Service Administrative Dashboard has been added to the Unity Management
Console. This dashboard allows you to view the status of email that has been sent through the
Distribution Service. Using the dashboard, you can view reports for the following:
• All Emails
• Successful Emails
• Failed Emails
• Pending Emails
Before you can use the new dashboard, you must install the Unity Management Console. See
the Unity Scheduler module reference guide for more information.
To add the Distribution Service Administrative Dashboard:
1. Open the Unity Management Console.
2. From the upper-left corner, click Add .

OnBase 18 1144
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. Select Administrative Dashboards .

The Connect dialog box is displayed.

4. Ensure that the information provided in the fields is correct.

OnBase 18 1145
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

5. Type your password in the Password field to authenticate the connection. The
Distribution Service Dashboards is displayed in the Administrative Dashboards pane.

6. Double-click the Distribution Service dashboard link.

OnBase 18 1146
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

7. Double-click a link to view one of the email report options. A dialog box allowing you to
choose a date range for the report is displayed.

8. Choose a date range from the Start Date and End Date pickers.
9. Click OK . The Administration Dashboard Viewer is displayed, listing information for any
emails that fall into the category of the report you selected.
10. Click the X to close the Administration Dashboard Viewer window.

Troubleshooting
The following troubleshooting information may help you diagnose and resolve issues with the
Hyland Distribution Service.

OnBase 18 1147
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Logging Information to the Diagnostics Console

You can use the Diagnostics Console to troubleshoot Distribution Service issues. Diagnostics
information is logged under the Timer / Distribution Service tab in the Diagnostic Console, and
any warnings and errors will go to the Warnings tab.

Note: In previous versions of OnBase, the path and enableFile configuration settings were
used to log events to a file. The preferred method of logging events to a file is using service
logs created by the Diagnostics Service. For more information, see the Diagnostics Service
reference guide or the Diagnostics Console help files.

Under Hyland.Core.Distribution , modify the logging level to control the amount of information
that is logged. Set the Logging Level attribute to the appropriate value, as described below:
• Trace - Logs everything that is going on with the process. This is the most detailed
logging and is the default logging value.
• Verbose - Fewer details than Trace, but it will log important information of what’s
going on with the service.
• Warning - Logs when the service starts, stops, any warnings and errors.
• Error - Logs when the service starts, stops and all errors.

Note: If the Distribution Service sends an email without a specified To address, an SMTP
server error displays on the Errors tab. The SMTP server sends Undeliverable Message
notifications to the From address specified in the message template.

Access to the path...is denied

If you try to manually install or uninstall the Hyland Distribution Service on a server with
Windows User Account Control (UAC) enabled, an “Access denied” message may be displayed.

To address this issue, run the Command Prompt as an administrator. Under Start |
Accessories , right-click on Command Prompt and select Run as administrator .
For more information about how the User Account Control can affect OnBase deployments, see
Windows User Account Control Statement on page 1153.

OnBase 18 1148
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Error Loading Document: Attachments Are Not Sent

When the Hyland Distribution Service sends emails with attachments, the body of the emails
may say the following:
• ERROR LOADING DOCUMENT: Document Number: [#]
This error may occur because the account running the Hyland Distribution Service lacks
privileges to the document on the OnBase disk group.
To resolve this issue, perform the following steps on the server where the Hyland Distribution
Service is installed.
1. Using a Run dialog box, run services.msc .
To do this, select Start | Run , type services.msc and click OK . The Services console is
displayed.
2. Double-click Hyland Distribution Service from the list of services.
3. Click the Log On tab.
4. Under Log on as , select This account .
5. Type a valid domain user name and password that has access to the OnBase disk
groups. This user account will be used to run the service.
6. Click OK to save your changes and close the properties dialog box.
7. Restart the Hyland Distribution Service.

Messages Are Not Sent

Messages may not be sent for multiple reasons. The following are general steps to
troubleshoot the issue. Steps to address specific issues are provided in the following topics.
1. Ensure the Distribution Service Settings are configured correctly. See Installing the
Distribution Service Manually on page 69 for more information.
2. If there are any firewalls between the servers running the Hyland Distribution Service
and the SMTP server, open the SMTP port to allow the traffic to pass through.
3. Verify proper credentials are used if using authentication.
4. Verify that your antivirus software is not configured to block the SMTP port.

Workstation Registration Not Found

When you run the Distribution Service, messages are not sent, and the following error is logged
to the Diagnostics Console: Workstation Registration not found for distribution server
machine .
This error is displayed because required OnBase components such as registry keys and the
onbase32.ini file have not been created on the server running the Distribution Service.
To resolve this issue, log in to either the OnBase Client or the OnBase Configuration module
from the server that is running the Distribution.

OnBase 18 1149
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Cannot Create a Session Pool

If the Distribution Service is running but fails to send messages, the following error may be
logged to the Diagnostics Console:
• Cannot create a session pool without a data source, user name, and password.
When this error occurs, do the following:
• Check the Hyland.Core.Distribution.NTService.exe.config file and ensure the
datasource , username , and password parameters are specified correctly.
• Ensure the names of the parameters in the configuration file are spelled correctly,
including case. Parameter names are case sensitive. For example, if username is
spelled as UserName , the parameter is not loaded.

"No Count" Is On
If the Diagnostics Console reveals that notifications are being processed but are not being
sent, you may need to turn off the No Count variable on your SQL Server. Please contact your
solution provider for assistance.

Version Mismatch
If you find that messages are not being sent, you may be using a version of the Distribution
Service that is incompatible with your current version of OnBase. If this is the case, an error is
logged to the Diagnostics Console indicating that there is a database version mismatch.
Ensure the Distribution Service is upgraded to the same version as the rest of your OnBase
solution.

OnBase 18 1150
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

Message Content and Attachments Are Reversed

Some email clients do not properly handle content types for attachments with certain file
formats. As a result, documents with these file formats are sent as the message text instead of
as attachments, and the actual message text is sent as the attachment. If users receive emails
where the message and the attachment are reversed, you may need to configure the
Distribution Service to override the content type for those attachments’ file formats.

Note: E-Forms are one example of documents with a file format that may be handled
incorrectly. By default, the Distribution Service’s configuration file is configured to override the
content type on E-Forms, allowing them to be sent correctly as attachments.

1. In the Configuration module, navigate to Utils | Distribution Service Settings. The

Distribution Service Settings dialog box is displayed:

OnBase 18 1151
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

2. Click Content Type Overrides . The Content Type Overrides dialog box is displayed.

3. From the File Type drop-down list, select the file type that needs to be overridden.
4. In the Mime type field, enter the generic MIME type to label attachments that have the
specified file format. Override options include:
• application/octet-stream
• application/pdf
• application/rtf
• application/soap+xml
• application/zip
• image/gif
• image/jpeg
• image/tiff
• text/html
• text/plain
• text/richtext
• text/xml

Note: If necessary, click Clear to clear the contents of the Mime Type field.

OnBase 18 1152
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

5. Click Create . The override is listed in the dialog box.

You can do any of the following if needed:

• Update . Click to update the override. The Mime Type field is activated, allowing you
to modify the information.
• Delete . Click to delete the override.
6. Click Close to close the Content Type Overrides dialog box.

Unity Forms Limitations

• When Unity Forms are sent using the Distribution Service, section and page security
configured on a Unity Form is not respected. The entire form is sent regardless of the
security settings on the form.
• When Unity Forms are sent using the Distribution Service via the right-click Send to
option, page tabs are not displayed in the form. Instead, the form’s pages are
displayed laterally.

Note: Unity forms are automatically sent as a .tif image when sent through the Distribution
Service.

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.

OnBase 18 1153
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

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 Internet
Explorer from a Remote Desktop Server.
If Windows UAC is enabled, the above operations may prompt for administrator privileges or
credentials, even if an administrator is currently logged on.

Automatic Startup Does Not Work

When setting up the Windows service for the Hyland Distribution Service, you must set it so
that the startup types is Automatic (delayed start). If it is set to Automatic, it may time out as it
attempts to pull in the DLLs needed to run Distribution Services.
To set the service to Automatic (Delayed Start):
1. From the Windows Start menu, type Services.msc in the Search field. The Services
dialog box is displayed.

2. Scroll down to the Hyland Distribution Service.

OnBase 18 1154
©2018
Hyland Software, Inc.
 Workflow
Configuring the Distribution Service

3. Right-click and select Properties . The Hyland Distribution Service Properties dialog box
is displayed.

4. From the Startup type drop-down list, select Automatic (Delayed Start) .
5. Click OK .

OnBase 18 1155
©2018
Hyland Software, Inc.
 L ICENSING FOR CUSTOMERS PREVIOUS TO 2007

The licenses listed in this section are relevant to customers who purchased Workflow software
before January 1, 2007.

Workflow Licensing
A Workflow license is required to configure life cycles as well as to perform Workflow activity.
In order to create Workflow life cycles, you must have any one of the following licenses:
• Workflow Departmental Server
• Workflow Enterprise Server
• Document Distribution
In order to use configured life cycles, users must have one of the following licenses available:
• Workflow Concurrent Client
• Workflow Workstation Client
• Workflow Named Client
If you plan to utilize timers in a Workflow, you must have one of the server licenses. When using
HTML forms that will be stored in OnBase as part of a Workflow you must also be licensed for
the E-Forms module.

Combined Workflow/WorkView Licensing

If you are running both Workflow and WorkView, combined licenses can grant access to both of
the modules.
• Workflow/WorkView Concurrent Client
• Workflow/WorkView Workstation Client (only applicable to OnBase Client)
• Workflow/WorkView Named User Client

How Combined Licensing Works

Combined licenses are only consumed by users that have been assigned to use combined
licenses in the User Settings dialog box. When a user is assigned to use combined licenses, he
or she will not be able to use a license for Workflow or WorkView that is not combined. If non-
combined licenses are available for consumption, access to the modules are not granted until a
combined license becomes available.
If a user that is assigned to use a combined license who is working on a workstation registered
for the use of one of the two products licensed by the combined license, only the product
registered will be available for use.

OnBase 18 1156
©2018
Hyland Software, Inc.
 Workflow
Licensing for Customers previous to 2007

If there are no non-combined licenses available, a combined license will be consumed even if
the user is not assigned to use combined licenses.
To access the User Settings dialog box and configure a user for combined licensing:
1. From the Configuration module, select Users | User Names/Passwords .
2. Select the User Name and click Settings .
3. Select the Combined Workflow / WorkView License check box.
4. Click Save .
Once a combined license has been consumed, the license is not released until the Client is
restarted. If a combined license is revoked, it will still be consumed until the Client is restarted.
If the license is switched from a combined concurrent license to a concurrent license for one of
the products, it will still consume the combined concurrent until the Client is restarted.

OnBase 18 1157
©2018
Hyland Software, Inc.