Workflow 1200

Workflow
Version 12
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Attribute Detail
Document Name Workflow
Department/Group Documentation
Revision Number 12
Part Number WFRM-12- -OB

2012 Hyland Software, Inc.
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Workflow Table of Contents
EXPOSURE
Overview .........................................................................................................1
Applications .....................................................................................................1
Medical Insurance Payment Processing ........................................................................ 1
Accounts Payable...................................................................................................... 1
Proof of Delivery Audit............................................................................................... 2
Loan Processing........................................................................................................ 2
Electronic Forms ....................................................................................................... 3
Licensing .........................................................................................................3
Workflow Licensing ................................................................................................... 3
Combined Workflow/WorkView Licensing ..................................................................... 4
How Combined Licensing Works ............................................................................ 4
Register the Workstation ........................................................................................... 5
Clearing Excess Registrations ............................................................................... 7
Workstation Cleanup ................................................................................................. 8
View Current Users ................................................................................................... 8
Clean Up ........................................................................................................... 9
Workstation Registration............................................................................................ 9
USAGE
OnBase Client ................................................................................................11
Workflow Document Security.................................................................................... 11
Workflow Inbox Windows ......................................................................................... 12
Workflow Client Life Cycle View .......................................................................... 14
Tree View ................................................................................................... 15
Graphic View ............................................................................................... 15
Workflow Client Documents Window .................................................................... 16
Display Columns in Single Queues .................................................................. 19
Show Combined View ................................................................................... 19
Workflow Client User Interaction Window ............................................................. 20
Workflow Client Work Folder Window ................................................................... 20
Workflow Client Document Viewer ....................................................................... 23
Terminal Session .............................................................................................. 23
Client Menu for Workflow Application ................................................................... 24
Changing the Default Rotation of Pages ............................................................... 24
Restoring the Default Layout .............................................................................. 25
Using the Client Toolbar in Workflow ................................................................... 25
Classic User Interface.............................................................................................. 25
Changing the Layout of the Inbox Windows .......................................................... 25
Right-Click Menu .......................................................................................... 26
Click and Drag Window Positioning ................................................................. 27
Document Count Displayed ................................................................................ 28
Core-Based User Interface ....................................................................................... 28

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Table of Contents Workflow
Changing the Layout of the Inbox Windows .......................................................... 29

Right-Click Menu .......................................................................................... 29
Click and Drag Window Positioning ................................................................. 30
Pinning ....................................................................................................... 30
Viewing Document Results ................................................................................. 31
Work Folder Sorting .......................................................................................... 31
Filters in Combined View .................................................................................... 31
Shortcut Keys ........................................................................................................ 32
Workflow Toolbar.................................................................................................... 33
Processing Documents............................................................................................. 35
System Work ................................................................................................... 36
User Work ............................................................................................................. 36
Timer Work............................................................................................................ 36
Automatic Timer Execution ............................................................................ 36
Manual Timer Execution ................................................................................ 36
Ad hoc Task Work ................................................................................................... 36
Executing Ad hoc Tasks on Related Documents ..................................................... 37
Tasks Bar .............................................................................................................. 37
Locating Documents in a Life Cycle ........................................................................... 37
Document Search Results List ............................................................................. 37
List Contents Report .......................................................................................... 38
Viewing Other Users Documents in a Load Balancing Queue......................................... 38
Moving Documents within a Load Balancing Queue ...................................................... 39
Reassigning Documents for Match Keyword to User Name Queues ........................... 41
Entering Documents into a Workflow ......................................................................... 43
Input Processors ............................................................................................... 43
Importing Documents ........................................................................................ 44
Creating New Documents ................................................................................... 44
Manual Entry .................................................................................................... 45
Forms Processing .............................................................................................. 46
Document Retention ......................................................................................... 46
Host Emulation ................................................................................................. 47
Remote Entry/Internet ...................................................................................... 47
Notifications ................................................................................................ 47
Supporting Documents in Workflow ..................................................................... 47
Re-Indexing Documents in Workflow ................................................................... 47
Interaction with E-Forms in Workflow ........................................................................ 47
Keyword Validation in OnBase ............................................................................ 48
Workflow Document History ..................................................................................... 48
Workflow Queues .............................................................................................. 48
Workflow Transactions ....................................................................................... 48
Filtering Workflow Tabs ..................................................................................... 49
Generating a Document History Report ................................................................ 50
Workstation Options for Workflow ............................................................................. 50
Workflow Display Options .................................................................................. 50

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Workflow Server Queues .................................................................................... 53

Workflow System Monitor ........................................................................................ 54
Workflow Log ......................................................................................................... 55
Purge .............................................................................................................. 55
Restricted Purge ............................................................................................... 55
DESKTOP WORKFLOW
Workflow Document Security ........................................................................57
Opening Workflow Using the Desktop............................................................57
Workflow Windows........................................................................................58
Arranging Windows ................................................................................................. 58
Click and Drag Window Positioning ...................................................................... 58
Pinning ............................................................................................................ 58
Life Cycle View Window ........................................................................................... 59
Documents Window ................................................................................................ 60
Work Folder Window ............................................................................................... 61
User Interaction Window.......................................................................................... 61
Tasks Window ........................................................................................................ 62
Status Bar ............................................................................................................. 62
Opening Queues ............................................................................................62
Filtering the Documents Window ...................................................................62
Selecting Filters...................................................................................................... 63
Persistent Filter ...................................................................................................... 63
Display Columns in Single Queues............................................................................. 63
Viewing Other Users Documents in Load-Balanced Queues ..........................64
Show All Documents ......................................................................................64
Using Filters with Show All Documents ................................................................. 65
Load Balancing Administration ......................................................................65
Refreshing Windows ......................................................................................68
Documents and Work Folder Windows Toolbar ..............................................68
Determining What Queues a Document Is In.................................................69
Combined View Settings ................................................................................69
Filters in Combined View.......................................................................................... 70
Beginning User Work .....................................................................................71
Entering Documents into a Workflow.............................................................71
Importing Documents.............................................................................................. 72
Creating New Documents......................................................................................... 72
Re-Indexing Documents .......................................................................................... 72
Interaction with E-Forms in Workflow ........................................................................ 72
Keyword Validation in OnBase ............................................................................ 73
Workflow Options ..........................................................................................73
Document Workflow History ..........................................................................74
Workflow Queues.................................................................................................... 75

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Workflow Transactions ............................................................................................ 75

Filtering Workflow Tabs ........................................................................................... 75
Closing Workflow...........................................................................................76
WEB WORKFLOW
Workflow Document Security ........................................................................77
Accessing the Workflow Screen .....................................................................77
Opening Workflow From Documents..............................................................78
Defining the Layout .......................................................................................79
Resizing and Pinning the Workflow Window ..................................................79
Restoring the Workflow Window to the Default Settings ...............................79
Adding Documents to Workflow.....................................................................80
Life Cycle View Tab ........................................................................................80
Filtering .........................................................................................................81
Refreshing Queue Counts ..............................................................................83
Graphical View...............................................................................................83
Documents Tab ..............................................................................................84
Show All Documents ......................................................................................86
Combined View Settings ................................................................................87
Show Combined View ....................................................................................88
Filters in Combined View.......................................................................................... 88
Create List Report..........................................................................................89
Create List Report Options ................................................................................. 90
Workflow History...........................................................................................91
Workflow Queues.................................................................................................... 91
Workflow Transactions ............................................................................................ 91
Work Folder Tab ............................................................................................93
Document Viewer ..........................................................................................94
User Interaction Tab......................................................................................95
Performing Ad Hoc Tasks...............................................................................95
Performing Ad Hoc Tasks on Related Documents ......................................................... 96
Importing Documents.............................................................................................. 97
Creating New Documents......................................................................................... 97
Re-Indexing Documents .......................................................................................... 97
Running System Tasks...................................................................................97
Viewing Other Users Documents in Load Balanced Queues...........................98
Load Balancing Administration ......................................................................99
Understanding Auto-Feed Locks ..................................................................103
Allowing Users to Override the Auto-Feed Documents Setting ......................................104
Closing the Application While a Task is Executing........................................104

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Closing the Workflow Window..................................................................................104

Closing the Web Client ...........................................................................................104
E-Form Interaction ......................................................................................104
Interaction with E-Forms in Workflow .......................................................................104
Keyword Validation in OnBase ...........................................................................105
JAVA CLIENT WORKFLOW

Workflow Document Security ......................................................................107
Opening the Workflow Interface..................................................................108
The Workflow Interface ...............................................................................108
Life Cycle View ......................................................................................................108
Documents Inbox ..................................................................................................108
Specifying Results Per Page ...............................................................................109
Filtering the Inbox ...........................................................................................110
Work Folder ..........................................................................................................111
User Interaction ....................................................................................................112
Performing Ad Hoc Tasks.............................................................................112
Workflow History.........................................................................................113
Workflow Queues...................................................................................................114
Workflow Transactions ...........................................................................................114
Locating Documents in a Life Cycle ..........................................................................114
UNITY WORKFLOW
Workflow Security .......................................................................................117
Opening the Unity Workflow Interface ........................................................117
Life Cycles Pane ....................................................................................................118
Inbox Views Pane ............................................................................................119
All Life Cycles Pane ..........................................................................................119
Process Flow ...................................................................................................121
Inbox Pane ...........................................................................................................122
Filtering the Inbox Pane ....................................................................................125
Display Columns in Single Queues .................................................................125
Related Items Pane................................................................................................126
Portfolios ........................................................................................................127
User Interaction Pane.............................................................................................127
Workflow Tab ..............................................................................................128
Changing the Workflow Layout ....................................................................132
Arranging Panes ....................................................................................................133
Click and Drag Pane Positioning .........................................................................134
Pinning ...........................................................................................................135
Primary Viewer and Secondary Viewer Tabs ........................................................136
Managing User Group Layouts .................................................................................136

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Workflow User Options ................................................................................139

Queue Administration ..................................................................................141
Filtering Load Balanced Members .............................................................................147
Queue Administration Tab.......................................................................................149
Viewing Another Users Inbox in Load-Balanced Queues .............................150
Determining What Queues an Item Is In .....................................................151
Combined View Settings ..............................................................................152
Filters in Combined View.........................................................................................154
Document Workflow History ........................................................................155
Workflow Queues Tab.............................................................................................156
Workflow Transactions Tab .....................................................................................156
Performing Tasks and Accessing Related Items Outside of Workflow..........157
Entering Items into a Workflow ...................................................................159
Running System Tasks.................................................................................161
Developer Tab .............................................................................................161
CONFIGURATION MODULE CONFIGURATION

Configuration...............................................................................................163
Getting Started in Workflow ....................................................................................163
Pre-Plan .........................................................................................................163
Life Cycle and Queues ......................................................................................163
Configuring Work, Tasks, and Timers ..................................................................164
Graphic Layout ................................................................................................164
Document Types, Keywords and Folders .............................................................164
Assign Rights ..................................................................................................164
Test Your Workflow ..........................................................................................165
Flow Control Options ..............................................................................................165
Conditional Branching .......................................................................................165
Looping ..........................................................................................................165
Breaking Execution ..........................................................................................165
Design Concepts....................................................................................................165
Queues that Create Output Files ........................................................................166
A --> B --> C .............................................................................................166
Queues That Feed an External System ................................................................166
A --> B --> C .............................................................................................166
A --> Wait Queue --> B --> C ......................................................................167
Queue Recoverability ........................................................................................167
Performance Concepts............................................................................................167
Keyword Type Group ........................................................................................167
Performing Sub Functions Using Function Call Life Cycles ......................................167
Providing Constant Movement of Documents .......................................................167
Consolidating Work Loads .................................................................................168

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Setting Related Document Keyword Values ..........................................................168

Alternatives for Modifying Keywords ...................................................................168
Using E-Forms.......................................................................................................169
Workflow Document Security...................................................................................169
Workflow Configuration Overview.............................................................................170
Definitions ............................................................................................................171
Actions ...........................................................................................................171
Action Types ...................................................................................................171
Ad Hoc User Task ............................................................................................171
Items .............................................................................................................171
Life Cycle ........................................................................................................171
Notification .....................................................................................................172
Queue ............................................................................................................172
Rules .............................................................................................................172
Rule Type .......................................................................................................172
Task List .........................................................................................................172
System Work .............................................................................................172
User Work .................................................................................................173
Ad Hoc User Tasks ......................................................................................173
Web/API Tasks ...........................................................................................173
Timer Work ................................................................................................173
System Task ..............................................................................................174
On Abort Task Lists .....................................................................................174
Timers ...........................................................................................................174
Transitions ......................................................................................................174
User Form ......................................................................................................174
User Work ......................................................................................................175
Web/API Task .................................................................................................175
Special Considerations for Java-Based Workflow Configuration .....................................175
Understanding Configuration Windows ......................................................................176
Tree Configuration Window ...............................................................................176
Graphic Layout Configuration Window .................................................................177
Position the Queues ....................................................................................178
Create a New Transition ...............................................................................178
Life Cycles ............................................................................................................179
Adding ...........................................................................................................179
Deleting .........................................................................................................180
Configuring .....................................................................................................180
Configuring Related Documents .........................................................................181
Relating Documents by Document Handle with Folders .....................................182
Configuring Life Cycle Versions ..........................................................................183
Life Cycle Right-Click Menu ...............................................................................185
Queues ................................................................................................................186
Adding and Deleting a Queue ............................................................................186
In the Tree Configuration Window .................................................................186

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Adding ..................................................................................................186
Deleting ................................................................................................186
In the Graphic Configuration Window .............................................................187
Adding ..................................................................................................187
Deleting ................................................................................................187
Configuring Queues................................................................................................187
Standard Tab ..................................................................................................187
Allowing Users to Override the Auto-Feed Documents Setting ...........................193
Understanding Auto-Feed Locks .........................................................................193
Advanced Tab .................................................................................................194
Queue Types ..............................................................................................194
Allocated Percentage Configuration ...........................................................195
By Priority..............................................................................................195
In Order Configuration.............................................................................196
Keyword Based Configuration ...................................................................196
Match Keyword to User Name Configuration ...............................................197
Rule Based Configuration .........................................................................197
Shortest Queue Configuration ...................................................................198
Configure Members .....................................................................................198
Configuring Role Selection........................................................................200
Removing Members.................................................................................201
Removing Users from a User Group Who are Members.................................201
Load Balancing Considerations for Institutional Databases ................................202
Work Folder ...............................................................................................202
Default Template ........................................................................................203
VB Script to Execute on Selected Document ...................................................203
Inbox Refresh Rate .....................................................................................203
Sort Options ...............................................................................................204
Window Titles .............................................................................................204
User Task Order .........................................................................................204
User Privileges ...........................................................................................205
Filters Tab ......................................................................................................207
Use Only Selected Filters .............................................................................207
Assigned Filters ..........................................................................................208
Available Filters ..........................................................................................208
Default Filter ..............................................................................................208
Display Filtered Document Count ..................................................................209
Coverage Tab ..................................................................................................209
Monitoring Tab ................................................................................................209
Queue Watermarks .....................................................................................209
Icon Tab .........................................................................................................210
Workflow Queue Right-Click Menu ......................................................................212
Transitions............................................................................................................212
Transitions in the Graphic Layout .......................................................................212
Adding ......................................................................................................212

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Deleting ....................................................................................................213
Configuring .....................................................................................................213
Transitions in the Tree View ..............................................................................213
Adding ......................................................................................................213
Deleting ....................................................................................................213
Attaching Work to Transitions ............................................................................213
Create a transition task list ..........................................................................214
Rules ...................................................................................................................214
Adding ...........................................................................................................214
Deleting .........................................................................................................215
Configuring .....................................................................................................215
Copy and Paste Rules ..................................................................................216
Rule Right-Click Menu ......................................................................................216
Actions.................................................................................................................217
Adding ...........................................................................................................217
Deleting .........................................................................................................217
Configuring .....................................................................................................217
Copy and Paste Actions ....................................................................................218
Workflow Action Right-Click Menu ......................................................................219
Forms ..................................................................................................................219
Adding ...........................................................................................................219
Configuring .....................................................................................................219
User Forms and the Workflow Property Bag ....................................................220
User Forms in the Core-Based Workflow .........................................................220
Configure...............................................................................................220
Deleting .........................................................................................................221
Notifications..........................................................................................................221
Adding ...........................................................................................................222
Deleting .........................................................................................................222
Configuring .....................................................................................................222
Sending Notifications via System Tasks ...............................................................227
Assign User Rights ..................................................................................227
Assign Document Types ...........................................................................228
Task Lists .............................................................................................................228
Break On ...................................................................................................229
Icon ..........................................................................................................230
Help Text ...................................................................................................230
Assigned Tasks ...........................................................................................231
Adding Load Balancing Work .............................................................................231
Deleting Load Balancing Work ...........................................................................231
Configuring Load Balancing Work .......................................................................231
Adding System Work ........................................................................................231
Deleting Tasks from System Work ......................................................................232
Configuring System Work .................................................................................232
Break On ...................................................................................................232

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Icon ..........................................................................................................234
Help Text ...................................................................................................234
Assigned Tasks ...........................................................................................234
Adding User Work ............................................................................................234
Deleting Tasks from User Work ..........................................................................235
Configuring User Work ......................................................................................235
Break On ...................................................................................................235
Icon ..........................................................................................................237
Help Text ...................................................................................................237
Assigned Tasks ...........................................................................................237
Create Ad Hoc Tasks ........................................................................................237
Adding an Ad Hoc Task List ...............................................................................237
Adding a Task to the Ad Hoc Task List ................................................................237
Deleting an Ad Hoc Task List .............................................................................238
Deleting a Task from an Ad Hoc Task List ............................................................238
Configuring Ad Hoc Task Lists ............................................................................238
Break On ...................................................................................................238
Icon ..........................................................................................................240
Help Text ...................................................................................................240
Assigned Tasks ...........................................................................................240
Password Protection ....................................................................................240
Creating Shortcuts ......................................................................................241
Workflow Ad Hoc Task Right-Click Menu ..............................................................241
Copy and Paste Task List ..................................................................................242
On Abort Task Lists ..........................................................................................242
Adding On Abort Task Lists ...............................................................................243
Configuring On Abort Task Lists .........................................................................243
Break On ...................................................................................................243
Icon ..........................................................................................................245
Help Text ...................................................................................................245
Assigned Tasks ...........................................................................................245
Adding a Web/API Task ....................................................................................245
Deleting a Web/API Task ..................................................................................246
Configuring Web/API Tasks ...............................................................................246
Break On ...................................................................................................246
Icon ..........................................................................................................248
Help Text ...................................................................................................248
Assigned Tasks ...........................................................................................248
Adding a System Task ......................................................................................249
Deleting a System Task ....................................................................................249
Configuring System Tasks .................................................................................249
Break On ...................................................................................................249
Icon ..........................................................................................................251
Help Text ...................................................................................................251
Assigned Tasks ...........................................................................................251

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Assigning System Tasks to User Groups .........................................................252

Assigning System Tasks to Document Types ...................................................252
Configuring Timers.................................................................................................252
Adding ...........................................................................................................252
Deleting .........................................................................................................253
Configuring .....................................................................................................253
Configuring Execution Windows .........................................................................255
Workflow Configuration Shortcut Keys ......................................................................256
Custom Queries.....................................................................................................257
Apply the Custom Query as a Filter ....................................................................258
Remove the Filter ............................................................................................258
Removing Documents from a Life Cycle ....................................................................258
Locks ...................................................................................................................258
Lock Configuration ...........................................................................................259
Adding and Removing a Document Type in a Workflow ...............................................260
Adding ...........................................................................................................260
Verification Reports .....................................................................................261
Removing a Document Type ..............................................................................261
User Group Configuration for Workflow .....................................................................261
Copying Workflow Settings for User Groups .........................................................262
Service Accounts .............................................................................................263
Configure Life Cycles ........................................................................................263
Assign Product Rights ..................................................................................263
Assign Workflow Configuration Rights ............................................................263
Granting Rights to the Workflow Menu in the Configuration Module ................263
Granting a User Rights to Configure All Life Cycles ......................................263
Granting User Groups Rights to Individual Life Cycles ..................................264
Configure custom queries, VB scripts, folder and notes .........................................264
Assign or revoke rights to Custom Queries .....................................................264
Gain access to the Workflow inbox and workstation options ..............................264
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-
click menu outside of Workflow ..........................................................................265
Change viewing privileges to life cycles and queues in the Workflow inbox ...............265
Assign or revoke life Cycle privileges .............................................................265
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ....................265
Assign or revoke privileges to Ad hoc Tasks ....................................................266
Assign Web/API Tasks to a User Group: .........................................................266
Assign or revoke privileges to System Tasks ...................................................266
Assign/revoke System Tasks to/from Document Types .....................................266
Grant Administrative Processing Privileges ..........................................................267
Granting Workflow Log Purging Privileges ............................................................267
Configuration Rights...............................................................................................267
Configuring Web Services .......................................................................................268
Exporting Life Cycles ..............................................................................................269
Importing Life Cycles .............................................................................................274

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Importing New Data .........................................................................................275

Resuming Saved Session ..................................................................................276
Conflict Resolution ...........................................................................................277
Understanding Conflicts ...............................................................................279
Life Cycle Conflicts ...........................................................................................279
Queue Conflicts ...............................................................................................280
Naming Conflicts Dialog Box ..............................................................................282
Resolving Document Type Conflicts ....................................................................283
Resolving User Form Conflicts ............................................................................284
Resolving Other Conflicts ..................................................................................285
Retesting Conflicts ...........................................................................................289
Custom Query Resolution ..................................................................................289
Creating Reports ..............................................................................................290
Saving Sessions ..............................................................................................290
Resolutions from File ........................................................................................290
Orphaned Documents .......................................................................................291
Post Import Activities .......................................................................................292
Specifying the OnBase Client Interface Type..............................................................293
Configuring the Server for Use with the Core-Based OnBase Client Interface ............293
Setting Workflow to Initiate Upon Import ..................................................................294
Setting Workflow to Initiate Upon Re-indexing ...........................................................295
Workflow Execute Script Support in Core Services......................................................295
Sub Main(Session , Document ) .........................................................................295
Example .........................................................................................................296
Administration .............................................................................................296
Managing Timers ...................................................................................................296
Keyword Locking in Workflow ..................................................................................296
Workflow Search ...................................................................................................297
Workflow Replay....................................................................................................300
Dynamically Adjusting the Time Interval Tracked for Display .................................301
Setting a Specific Time Interval for Replay ..........................................................301
Tracking a Single Document through the Workflow ...............................................301
Workflow Doctor ....................................................................................................301
Report Issues ..................................................................................................302
Fix Configuration Errors ....................................................................................305
Fix System Errors ............................................................................................307
System Interaction ......................................................................................308
Database ..............................................................................................................308
Security ...............................................................................................................308
EDM Services ........................................................................................................309
Integration for Microsoft Outlook 2007 and Integration for Microsoft Outlook 2010 .........309
Office Business Application for 2007 and Office Business Application for 2010 ................310
OnBase Mobile Modules ..........................................................................................310
Virtual Print Driver .................................................................................................310

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WORKFLOW INSTALLATION
Requirements ..............................................................................................311
Client Module Supported Operating Systems .............................................................311
Operating System Requirements ........................................................................312
Client Retrieval Workstation Hardware Requirements..................................................312
Desktop Supported Operating Systems .....................................................................312
Desktop Requirements ...........................................................................................313
Local Mode Desktop Support ...................................................................................314
Databases Supported .............................................................................................314
Microsoft SQL Server ........................................................................................314
Oracle ............................................................................................................315
Sybase SQL Anywhere ......................................................................................315
Database Client / Server Version Compatibility ..........................................................315
Database/File Servers ......................................................................................316
Third-Party Software Support ..................................................................................316
About Virtual Environments.....................................................................................316
64-Bit Support Statement .......................................................................................317
Windows User Account Control Statement .................................................................317
Modifying Configuration Files .............................................................................318
Licensing ..............................................................................................................318
Pre-Installation ...........................................................................................318
Installation ..................................................................................................318
Sending Notifications using Outlook 2003..................................................................318
Sending Notifications Using the Hyland Distribution Service .........................................318
Sending Notifications Using the Workflow Service.......................................................319
Using the Core-Based OnBase Client Interface ...........................................................319
Application Server Overview....................................................................................319
Defining the Application Server ..........................................................................319
Workflow Web.config Settings .................................................................................320
Viewer Vars ....................................................................................................321
Workflow for the Java Client and the Web.config File ............................................321
Workflow Unity Client Configuration File Settings .......................................322
Command Line Switches and .ini Settings....................................................323
Command Line Switches .........................................................................................323
INI File.................................................................................................................323
Previous File Location/File Name ........................................................................324
Location .........................................................................................................324
INI Considerations in a Citrix and Microsoft Windows Remote Desktop Environment ..325
Editing the INI File ...........................................................................................325
INI File Settings ....................................................................................................326
Backup/Recovery ........................................................................................332
Backup.................................................................................................................332
Configuration ..................................................................................................332
Registry Settings .............................................................................................332

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External Files ..................................................................................................332

Recovery ..............................................................................................................332
Configuration ..................................................................................................332
External Files ..................................................................................................332
Module related .INI Options ...............................................................................332
Web.config .....................................................................................................332
Troubleshooting ..........................................................................................332
Debug Breakpoints ................................................................................................333
Step Debug, Trace Window, and Trace to File ............................................................333
Queue Logging ......................................................................................................333
Purge .............................................................................................................333
Restricted Purge ..............................................................................................334
Disable Rules and Actions .......................................................................................334
Generate Reports ..................................................................................................335
Configuration Report ........................................................................................335
List Contents Report .........................................................................................335
Timers .................................................................................................................336
Unavailable Application Server.................................................................................337
User Interaction Window.........................................................................................337
Diagnostics Console ...............................................................................................337
Firefox and the Separate Viewer Layout ....................................................................338
Contacting Support ......................................................................................338
CONFIGURATION MODULE ACTIONS DESCRIPTIONS

Actions Not Supported in Configuration.....................................................................340
Doc - Add Document to Other Life Cycle ......................................................340
Doc - Add Related Document to Content Source ..........................................341
Doc - Add Related Document to Life Cycle ...................................................344
Doc - Add This Document to Content Source................................................347
Doc - Assign Related Document to Reading Group .......................................347
Doc - Assign This Document to Reading Group ............................................351
Doc - Auto-Folder Related Document ...........................................................352
Doc - Auto-Folder This Document ................................................................355
Doc - Check In Current Document................................................................356
Doc - Check In Related Document................................................................356
Doc - Check Out Current Document .............................................................359
Doc - Check Out Related Document .............................................................359
Doc - Copy Document ..................................................................................362
Doc - Create Note on Related Document ......................................................363
Doc - Create Note on this Document ............................................................369
Doc - Create PDF/TIFF for This Document ...................................................373
Doc - Create SAP Work Item ........................................................................375
Doc - Create WorkView Object From This Document....................................375

xvi
Doc - Delete Note From Related Document ..................................................376

Doc - Delete Note from this Document.........................................................379
Doc - Delete Related Document ...................................................................379
Doc - Delete This Document.........................................................................382
Doc - Display Folder for Document ..............................................................382
Doc - Display Related Document ..................................................................382
Doc - Display This Document .......................................................................386
Doc - Print Batch .........................................................................................386
Doc - Print Related Document......................................................................388
Doc - Print This Document ...........................................................................392
Doc - Push Document into Cache .................................................................394
Doc - Push Related Document into Cache ....................................................395
Doc - Queue Related Document for OCR ......................................................398
Doc - Queue This Document for OCR ............................................................401
Doc - Re-Index Document............................................................................402
Doc - Reload Keywords ................................................................................405
Doc - Reload This Document ........................................................................405
Doc - Remove Related Document from All Life Cycles ..................................405
Doc - Remove Related Document from Reading Group ................................408
Doc - Remove Related Document from This Life Cycle .................................410
Doc - Remove This Document from All Life Cycles .......................................413
Doc - Remove This Document from Reading Group ......................................413
Doc - Remove This Document from This Life Cycle.......................................414
Doc - Set Document Type.............................................................................414
Doc - Set Document Type on Related Document ..........................................415
Doc - Set Priority on Related Document .......................................................419
Doc - Set Priority on This Document ............................................................422
Doc - Set Related Documents Priority to This Documents Priority..............422
Doc - Sign Current Document ......................................................................425
Doc - Split Document ...................................................................................426
Doc - Stamp Version ....................................................................................426
Doc - Transition Related Document..............................................................427
Doc - Transition This Document ...................................................................431
Doc - Update Document Name .....................................................................431
Doc - Update WorkView Object From This Document...................................431
Form - Create New Form..............................................................................432
Form - Create Unity Form ............................................................................437
Form - Display E-form for Input...................................................................440
Form - Display HTML Form for Related Document ........................................441
Configure...............................................................................................446

xvii
Using Multi-Instance Keyword Type Groups .........................................................447

Form - Display HTML Form for This Document .............................................447
Configure...............................................................................................449
Form - Display Unity Form for Input ............................................................451
Key - Add Keyword to Document .................................................................451
Key - Add Keyword to Related Document.....................................................452
Key - Autofill Keyword Set on This Document ..............................................455
Key - Begin Keyword Record........................................................................459
Key - Copy Keyword.....................................................................................460
Key - Copy Keyword from Related Document...............................................460
Key - Copy Keyword Records from Related Document .................................464
Key - Copy Keyword Records to Related Document .....................................467
Key - Copy Keyword to Related Document ...................................................470
Key - Copy Keywords from Related Document .............................................473
Key - Copy Keywords to Related Document .................................................477
Key - Decrement Keyword on Related Document .........................................481
Key - Decrement Keyword on This Document ..............................................485
Key - Delete All Keywords of Certain Type on Related Document.................485
Key - Delete All Keywords of Certain Type on This Document ......................488
Key - Delete Keyword on Related Document ................................................488
Key - Delete Keyword on This Document .....................................................491
Key - End Keyword Record...........................................................................491
Key - Increment Keyword on Related Document..........................................492
Key - Increment Keyword on This Document ...............................................495
Key - Replace Keyword on Related Document..............................................495
Key - Replace Keyword on This Document ...................................................498
Key - Set Entry to Queue Date Same as Keyword.........................................499
Key - Set Keyword to Entry to Queue Date...................................................499
Key - Set Keyword to User Name .................................................................499
Key - Set Keyword to User Name on Related Documents .............................499
Key - Set Related Document's Keyword Equal to This Document's Keyword 502
Key - Set This Document's Keyword Equal to Related Document's Keyword 505
Key - Store Related Document Count in Keyword ........................................508
KeySet - Create Autofill Record....................................................................510
KeySet - Create Autofill Record From Related Document .............................511
KeySet - Delete AutoFill Record ...................................................................514
KeySet - Set Autofill Value ...........................................................................514
KeySet - Set Autofill Value From Keyword ...................................................515
KeySet - Set Entry to Queue Date Equal to Autofill Value.............................516
KeySet - Set Keyword Value from Autofill Value ..........................................516
Med - Create Physician Signature Note ........................................................517

xviii
Med - Display ChartPop................................................................................517

MED - Send HL7 Message .............................................................................518
Notify - Display Message Box.......................................................................521
Notify - Send Notification ............................................................................523
Notify - Send Notification with Batch ...........................................................524
Notify - Send Notification with Related Document .......................................526
Notify - Send Notification with This Document ............................................529
Prop - Copy E-Form Field to Property...........................................................530
Prop - Copy Property ...................................................................................530
Prop - Copy Property to E-Form Field...........................................................530
Prop - Copy Property to XML Node...............................................................531
Prop - Copy Property to/from Unity Form Field ...........................................531
Prop - Copy XML Value to Property ..............................................................532
Prop - Increment/Decrement Property Value ..............................................533
Prop - Set Entry to Queue Date Same As Property Value .............................533
Prop - Set Keyword from Property Value .....................................................533
Prop - Set Property to Expression ................................................................534
Prop - Set Property to User Name ................................................................534
Prop - Set Property Value ............................................................................534
Prop - Store Related Document Count in Property .......................................538
SPS - Create SharePoint Site .......................................................................541
SYS - Assign Related Document to User.......................................................543
SYS - Assign to User ....................................................................................548
SYS - Break Batch Processing ......................................................................551
SYS - Break Processing ................................................................................551
SYS - Call Web Service.................................................................................553
SYS - Call Web Service using MS SOAP Toolkit.............................................562
SYS - Compose Document ............................................................................566
SYS - Compose Image Document.................................................................568
SYS - Create Batch.......................................................................................569
SYS - Create Collaboration Workspace.........................................................569
SYS - Create or Update Agenda Item from Document ..................................570
SYS - Custom Log Entry ...............................................................................574
SYS - Display URL ........................................................................................576
SYS - DLL Exit Call .......................................................................................577
SYS - Exclude from Document Retention .....................................................577
SYS - Execute Program ................................................................................577
SYS - Import Document ...............................................................................578
SYS - Place Hold on Managed Folder ............................................................580
SYS - Post Event on Managed Folder............................................................580
SYS - Promote Disk Group ...........................................................................581
SYS - Purge Cache .......................................................................................581

xix
SYS - Purge Document .................................................................................582

SYS - Rebalance Document ..........................................................................582
SYS - Refresh Display ..................................................................................583
SYS - Remove All User Assignments ............................................................583
SYS - Remove All User Assignments from Related Document ......................583
SYS - Remove Exclusion from Document Retention .....................................586
SYS - Remove Hold on Managed Folder........................................................586
SYS - Remove User Assignment ...................................................................586
SYS - Remove User Assignment from Related Document .............................587
SYS - Run Script...........................................................................................590
SYS - Run Script without document .............................................................591
SYS - Run Unity Script .................................................................................592
SYS - Run Unity Script on Related Document ...............................................593
SYS - Send Document Event ........................................................................595
SYS - Send Web Request..............................................................................595
Protocols ..............................................................................................................602
SYS - Set Folder and Template.....................................................................603
SYS - Update Document Retention Status ....................................................603
Last Execution Result Behavior for Related Document Actions ....................604
Records Managements Effect on the Last Execution Result.........................604
CONFIGURATION MODULE RULES DESCRIPTIONS

Rules Not Supported in Configuration .......................................................................607
Doc - Check Document Type ........................................................................607
Doc - Check Document Type Group ..............................................................607
Doc - Check Priority on Related Document...................................................608
Doc - Check Priority on This Document ........................................................610
Doc - Document Assigned to Reading Group ................................................611
Doc - Document Was Signed by the User .....................................................611
Doc - Is First or Last Document ...................................................................611
Doc - Note Does Not Exist ............................................................................612
Doc - Note Exists .........................................................................................612
Doc - Related Document Does Not Exist.......................................................612
Doc - Related Document Exists ....................................................................615
Doc - Related Document Has Been in Particular Life Cycle ...........................617
Doc - Related Document Has Been in Particular Queue ................................620
Doc - Related Document in Particular Life Cycle ..........................................623
Doc - Related Document in Particular Queue ...............................................626
Doc - Related Document in Workflow ..........................................................629
Doc - Related Folder Contains Documents ...................................................631
Doc - Rendition Exists..................................................................................632

xx
Doc - Signature Is Valid on Document .........................................................632

Doc - This Document Has Been in Particular Life Cycle ................................632
Doc - This Document Has Been in Particular Queue .....................................632
Doc - This Document in Particular Life Cycle................................................633
Doc - This Document in Particular Queue.....................................................633
Doc - This Document in Workflow ................................................................633
Doc - WorkView Object Exists......................................................................633
Key - Check Date Keyword on Related Document ........................................634
Key - Check Date Keyword on This Document..............................................639
Key - Check Keyword Value on Related Document .......................................641
Key - Check Keyword Value on This Document ............................................644
Key - Compare Keyword Values for This and Related Document ..................645
Key - Compare Two Keywords .....................................................................648
Key - Keyword Value Does Not Exist on This Document ...............................648
Key - Keyword Value Exists on Related Document .......................................648
Key - Keyword Value Exists on This Document ............................................651
KeySet - Autofill Row Exists.........................................................................651
KeySet - Check Autofill Value.......................................................................652
KeySet - Check Date Autofill Value ..............................................................653
Med - Check Chart Data on This Chart..........................................................655
Med - Check Date Data on This Chart ...........................................................656
Med - Document Type Exists on This Chart ..................................................658
Prop - Check Date Property Value................................................................658
Prop - Check Property Value ........................................................................660
Prop - Compare Two Properties ...................................................................661
Prop - Property Exists..................................................................................661
SYS - Audit/Sample .....................................................................................661
SYS - Check Document Count for Queue ......................................................662
SYS - Check Last Execution Result ...............................................................662
SYS - DLL Exit Call .......................................................................................663
SYS - Document Assigned to User................................................................663
SYS - Executed In ........................................................................................664
SYS - Prompt User with Question Box..........................................................664
Symbols Used ............................................................................................664
SYS - Related Document Assigned to User ...................................................667
SYS - Run Script...........................................................................................670
SYS - Run Unity Script .................................................................................670
Last Execution Result Behavior for Related Document Rules .......................671
USING MULTI-INSTANCE GROUPS WITH BEGIN/END KEY-

xxi
WORD RECORD
Limitations and Requirements .....................................................................673
Procedures for Configuration .......................................................................673
Example ...............................................................................................................673
Example ...............................................................................................................675
Example ...............................................................................................................678
ORG CHARTS AND CALENDARS

Org Chart Concepts................................................................................................679
Product Rights.......................................................................................................680
Configuring an Org Chart ........................................................................................680
Creating Roles .................................................................................................685
Assigning a Role to an Employee ........................................................................686
Calendar Concepts .................................................................................................687
Business Calendars ..........................................................................................687
Shift Calendars ................................................................................................687
Coverage Queue ..............................................................................................687
Business Days .................................................................................................688
Configuring Calendars ............................................................................................688
Configuring the Business Calendar .....................................................................688
Configuring Holidays ........................................................................................690
Configuring User Calendars ...............................................................................691
Configuring Users to Modify Calendars ................................................................694
Copying Calendars .................................................................................................694
Org Charts and Calendars in Workflow Configuration ..................................................695
Assigning an Org Chart .....................................................................................695
Assigning Queue Coverage ................................................................................697
Configuring Calendars and Org Charts in Institutional Databases ............................698
Calendar Usage in the Client ...................................................................................699
WORKFLOW STUDIO CONFIGURATION

Overview .....................................................................................................701
Definitions ............................................................................................................701
Actions ...........................................................................................................701
Action Types ...................................................................................................701
Ad Hoc User Task ............................................................................................701
Items .............................................................................................................702
Life Cycle ........................................................................................................702
Notification .....................................................................................................702
Queue ............................................................................................................702
Rules .............................................................................................................702
Rule Type .......................................................................................................702

xxii
Task List .........................................................................................................702

System Work .............................................................................................703
User Work .................................................................................................703
Ad Hoc User Tasks ......................................................................................703
Web/API Tasks ...........................................................................................704
Timer Work ................................................................................................704
System Task ..............................................................................................704
On Abort Task Lists .....................................................................................704
Timers ...........................................................................................................704
Transitions ......................................................................................................705
User Form ......................................................................................................705
User Work ......................................................................................................705
Web/API Task .................................................................................................705
Workflow Document Security...................................................................................705
WorkView Security with Workflow ..............................................................706
Launching Workflow Studio .........................................................................707
Creating Repositories ..................................................................................707
Add a Server Repository .........................................................................................709
Editing a Server Repositorys Connection Settings ......................................................713
Editing a Server Repositorys Application Pool Settings................................................714
Refreshing Repositories ..........................................................................................715
Using Repositories in Workflow Studio ........................................................715
Configuring Portfolios Types........................................................................715
Configuring Portfolio Relations .................................................................................716
Wizard Options ................................................................................................717
Relating Documents to Documents ................................................................718
Relating Documents to Entity Items ..............................................................721
Relating Documents to WorkView Objects ......................................................723
Custom Keyword Type Mapping ....................................................................727
Relating Entity Item to Documents ................................................................728
Relating WorkView Objects to Documents ......................................................732
Relating WorkView Objects to WorkView Objects .............................................735
Creating Portfolio Types..........................................................................................740
Life Cycle Folder ..........................................................................................741
Cancelling Item Creation.........................................................................................741
Creating a Life Cycle ....................................................................................741
Types of Life Cycles ...............................................................................................741
Creating a Life Cycle for Documents .........................................................................742
Creating a Life Cycle for Agenda Items, Meetings, or Plan Review Projects.....................745
Creating a Life Cycle for Managed Folders .................................................................748
Creating a Life Cycle for WorkView Objects ...............................................................751
Checking Life Cycles In and Out...............................................................................754
Checking In ....................................................................................................754
Checking Out ..................................................................................................754

xxiii
Life Cycle General Options ......................................................................................754

Configuring Life Cycles to Support Ownership ............................................................756
Ownership and Coverage ..................................................................................756
Ownership and Load Balancing ..........................................................................757
Assigning User Groups to a Life Cycle .......................................................................757
Assigning Document Types to a Life Cycle .................................................................757
Assigning Managed Folder Types to a Life Cycle .........................................................757
Assigning Application Class to a Life Cycle .................................................................758
Configuring a Life Cycle Icon ...................................................................................758
Password Protecting Life Cycle Configuration .............................................................759
Copying Life Cycles ................................................................................................760
Creating Queues ..........................................................................................760
Configuring Queues................................................................................................761
Allowing Users to Override the Auto-Feed Setting .................................................765
Understanding Auto-Feed Locks .........................................................................766
Assigning User Groups to a Queue ...........................................................................766
Assigning an Icon to a Queue ..................................................................................766
Advanced Options ..................................................................................................766
Work Folder ....................................................................................................767
Portfolio Type ..................................................................................................767
Default Template .............................................................................................767
VB Script to Execute on Selected Document ........................................................768
Inbox Refresh Rate (seconds) ............................................................................768
Sort Documents By ..........................................................................................769
User Privileges ................................................................................................769
Queue Monitoring .......................................................................................770
Configuring Filter Options for a Queue ......................................................................771
Use Only Selected Filters ..................................................................................772
Available Filters ...............................................................................................772
Default Filter ...................................................................................................772
Display Filtered Document Count .......................................................................773
Coverage Tab...............................................................................................773
Configuring a Load Balancing Queue ...........................................................774
Configuring Members .............................................................................................775
Configuring Users as Members ...........................................................................775
Configuring User Groups as Members .................................................................776
Configuring Roles as Members ...........................................................................776
Load Balancing Queue Options ................................................................................776
Allocated Percentage ........................................................................................776
By Priority ......................................................................................................777
In Order .........................................................................................................778
Keyword Based ................................................................................................778
Match Keyword to User Name ............................................................................780
Rules Based ....................................................................................................780
Load Balancing Work ...................................................................................781

xxiv
Shortest Queue ...............................................................................................781

Load Balancing Considerations for Institutional Databases .....................................781
Creating Transitions ...............................................................................................782
Creating Actions ....................................................................................................782
Adding ...........................................................................................................782
Configuring .....................................................................................................782
Copy and Paste Actions ....................................................................................783
Creating Rules.......................................................................................................784
Adding ...........................................................................................................784
Configuring .....................................................................................................784
Copy and Paste Rules .......................................................................................784
Reverting Changes to Actions and Rules ...................................................................785
Creating System Tasks ................................................................................785
Creating Ad Hoc Tasks .................................................................................788
Using an Existing Ad Hoc Task .................................................................................790
Configuring Ad Hoc Task Lists..................................................................................791
Additional Task List Options ..............................................................................792
Password Protection .........................................................................................792
Icon ...............................................................................................................793
Copying and Pasting Ad Hoc Tasks ...........................................................................793
Defining Filter Rules for Ad Hoc Tasks.......................................................................794
Adding a Task to the Ad Hoc Task List ......................................................................794
Web/API Task Folder ..............................................................................................794
Creating Task Lists ......................................................................................795
Adding a Task to the Task List .................................................................................796
Copying and Pasting Task Lists ................................................................................796
On Abort Task Lists................................................................................................796
Creating On Abort Tasks .........................................................................................797
Configuring On Abort Task Lists ...............................................................................797
Task Options .........................................................................................................797
Help Text ........................................................................................................798
Break On ........................................................................................................798
Continue Execution After Transition ....................................................................798
Additional Options ............................................................................................798
Creating Shortcuts .................................................................................................799
Deleting Actions, Rules, Task Lists or Timers .............................................................799
Linked Actions, Rules, Task Lists, Tasks, and Timers...................................................799
Configuring Roles ........................................................................................800
Documentation Tab................................................................................................801
Generating Documentation for Life Cycles ...................................................802
Creating Custom Templates for Documentation Generation.........................805
Configuration Overview ..........................................................................................805
Understanding Required Files ............................................................................806
Understanding Tags .........................................................................................806

xxv
Understanding Fragments .................................................................................807

Configuring Templates in Microsoft Word ..................................................................807
Configuring Table Fields ....................................................................................808
Accessing Tag Information in Workflow Studio ...........................................................809
Configuring the Required XML File ............................................................................809
Installing the Template...........................................................................................811
Life Cycle Graphical Layout ..........................................................................811
Creating Queues in the Design Layout ......................................................................811
Aligning Shapes in Design View ...............................................................................814
Formatting Connectors .....................................................................................815
Formatting Line Thickness .................................................................................815
Creating an Snapshot of the Designer Layout ......................................................816
Deleting and Renaming .....................................................................................816
Timers .........................................................................................................817
Configuring Timers.................................................................................................817
Configuring Execution Windows ...............................................................................818
Managing Timers ...................................................................................................818
User Forms ..................................................................................................819
User Forms and the Workflow Property Bag ...............................................................819
User Forms in the Core-Based Workflow ...................................................................820
Modify and Deleting User Forms ..............................................................................820
Notifications ................................................................................................821
Creating New Notifications ......................................................................................821
Insert Button Options .......................................................................................825
Finding References ......................................................................................827
Managing Locks ...........................................................................................827
Configuring Web Services ............................................................................827
User Group Rights........................................................................................829
User Group Configuration for Workflow .....................................................................829
Copying Workflow Settings for User Groups .........................................................830
Service Accounts .............................................................................................831
Configure Life Cycles ........................................................................................831
Assign Product Rights ..................................................................................831
Assign Workflow Configuration Rights ............................................................831
Granting Rights to the Workflow Menu in the Configuration Module ................831
Granting a User Rights to Configure All Life Cycles ......................................831
Granting User Groups Rights to Individual Life Cycles ..................................832
Configure custom queries, VB scripts, folder and notes .........................................832
Assign or revoke rights to Custom Queries .....................................................832
Gain access to the Workflow inbox and workstation options ..............................832
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-
click menu outside of Workflow ..........................................................................833
Change viewing privileges to life cycles and queues in the Workflow inbox ...............833
Assign or revoke life Cycle privileges .............................................................833

xxvi
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ....................833
Assign or revoke privileges to Ad hoc Tasks ....................................................834
Assign Web/API Tasks to a User Group: .........................................................834
Assign or revoke privileges to System Tasks ...................................................834
Assign/revoke System Tasks to/from Document Types .....................................834
Grant Administrative Processing Privileges ..........................................................835
Granting Workflow Log Purging Privileges ............................................................835
Workflow Studio Options .............................................................................835
General ................................................................................................................835
Doctor..................................................................................................................837
Action/Rule Categories ...........................................................................................839
Script Editors ........................................................................................................839
BPMN Color Schemes .............................................................................................840
Customizing Color Schemes ..............................................................................840
Renaming a Customized Scheme .......................................................................841
Deleting a Customized Scheme ..........................................................................841
Exporting a Customized Scheme ........................................................................842
Importing a Customized Theme .........................................................................842
About...................................................................................................................842
Unity Projects ..............................................................................................842
Creating Unity Projects ...........................................................................................843
Unity Project Properties ....................................................................................845
Reference Tab ............................................................................................846
Version Tab ................................................................................................846
Permissions Tab .........................................................................................846
Workflow Search .........................................................................................846
Finding Items in Workflow Studio.............................................................................846
Search Options ................................................................................................847
Workflow Doctor..........................................................................................849
Defining Doctor Options..........................................................................................849
Doctor Results.......................................................................................................849
Exporting Doctor Results ........................................................................................851
Output Tab ..................................................................................................851
Shortcuts .....................................................................................................852
Enabling the Recycle AppPool Button ..........................................................852
Exporting .....................................................................................................852
Exporting Life Cycles ..............................................................................................855
Importing ....................................................................................................859
Resolving Conflicts .................................................................................................862
Using Auto Resolve ................................................................................................866
Saving Resolutions.................................................................................................866
Using the Verification Report ...................................................................................867

xxvii
WORKFLOW STUDIO ACTIONS

Finding Actions ............................................................................................869
Agenda Manager Category ...........................................................................869
Set Property from Field...........................................................................................869
Set Value .............................................................................................................870
Document Category .....................................................................................872
Add Document to Gateway Caching Server................................................................872
Add Document to Content Source ............................................................................872
Assign Document to Reading Group..........................................................................873
Auto-Folder Document............................................................................................874
Check In Document ...............................................................................................875
Check Out Document .............................................................................................875
Compose Document ...............................................................................................876
Compose Image Document .....................................................................................877
Copy Document.....................................................................................................878
Create Discussion Thread........................................................................................879
Create New Form...................................................................................................879
Create Note ..........................................................................................................884
Create or Update Agenda Item From Document .........................................................888
Create PDF/TIFF File ..............................................................................................890
Create Physician Signature Note ..............................................................................892
Create SAP Work Item............................................................................................892
Create Subsite ......................................................................................................893
Create Unity Form .................................................................................................895
Create WorkView Object from this Document.............................................................898
Delete Document ...................................................................................................899
Delete Note ..........................................................................................................899
Display Document..................................................................................................900
Display E-Form for Input ........................................................................................901
Display Folder for Document ...................................................................................902
Display Medical Record Chart Pop ............................................................................902
Display Unity Form for Input ...................................................................................902
Exclude from Document Retention ...........................................................................903
Import Document ..................................................................................................903
Place Hold on Managed Folder .................................................................................906
Post Event on Managed Folder .................................................................................906
Print Batch............................................................................................................907
Print Document .....................................................................................................909
Purge Document....................................................................................................911
Push Document into Cache......................................................................................911
Queue Document for OCR .......................................................................................912
Re-Index Document ...............................................................................................913

xxviii
Reload Document ..................................................................................................916

Reload Keywords ...................................................................................................916
Remove Document from Reading Group....................................................................916
Remove Exclusion from Document Retention .............................................................916
Remove Hold on Managed Folder .............................................................................917
Render Statement .................................................................................................917
Run Script ............................................................................................................918
Send Document Event ............................................................................................918
Send HL7 Message.................................................................................................919
Set Document Type ...............................................................................................920
Set Folder and Template.........................................................................................921
Set Related Documents Priority to This Documents Priority ........................................922
Sign Document......................................................................................................922
Split Document .....................................................................................................923
Stamp Version ......................................................................................................924
Update Document Name .........................................................................................925
Update Document Retention Status ..........................................................................925
Update WorkView Object ........................................................................................925
Electronic Plan Review Category..................................................................926
Set Property from Field...........................................................................................926
Set Value .............................................................................................................927
Foldering Category ......................................................................................928
Transition to Final Disposition ..................................................................................928
Keyword Category .......................................................................................928
Add Keyword ........................................................................................................928
Autofill Keyword Set...............................................................................................929
Copy Keyword .......................................................................................................933
Copy Keyword from Related Item.............................................................................934
Copy Keyword Records from Related Item.................................................................935
Copy Keyword Records to Related Item ....................................................................935
Copy Keyword to Related Item ................................................................................936
Copy Keywords from/to Related Item .......................................................................936
Create Autofill Record.............................................................................................938
Delete All Keywords of Certain Type .........................................................................939
Delete Autofill Record ............................................................................................939
Delete Keyword .....................................................................................................940
Increment/Decrement Keyword ...............................................................................940
Keyword Record - Begin .........................................................................................941
Keyword Record - End ............................................................................................942
Replace Keyword ...................................................................................................943
Set Autofill Value ...................................................................................................943
Set Autofill Value From Keyword ..............................................................................944
Set Entry to Queue Date Equal to Autofill Value .........................................................945
Set Entry to Queue Date Same as Keyword ...............................................................945
Set Keyword to Entry to Queue Date ........................................................................945

xxix
Set Keyword to User Name .....................................................................................946

Set Keyword Value from Autofill Value ......................................................................946
Set Related Documents Keyword Equal to This Documents Keyword............................947
Set This Documents Keyword Equal to Related Documents Keyword............................947
Store Related Document Count in Keyword ...............................................................947
Property Category .......................................................................................948
Copy Property .......................................................................................................948
Copy Property to/from Unity Form Field ....................................................................949
Increment/Decrement Property Value.......................................................................950
Set Entry to Queue Date Same As Property Value ......................................................950
Set Keyword from Property Value ............................................................................950
Set Property to Expression ......................................................................................951
Supported Operators ........................................................................................951
Functions ........................................................................................................951
Set Property Value .................................................................................................957
Store Related Item Count in Property .......................................................................961
System Category..........................................................................................961
Add Item to Other Life Cycle ...................................................................................961
Assign Ownership ..................................................................................................962
Assign to User .......................................................................................................962
Break Processing ...................................................................................................966
Call Web Service ...................................................................................................967
Create Collaboration Workspace ..............................................................................976
Custom Log Entry ..................................................................................................976
Display HTML Form ................................................................................................978
Display Message Box..............................................................................................979
Display URL ..........................................................................................................982
DLL Exit Call .........................................................................................................983
Enable/Disable Workflow Trace ................................................................................983
Execute Program ...................................................................................................983
Promote Disk Group ...............................................................................................984
Purge Cache .........................................................................................................984
Rebalance Item .....................................................................................................984
Refresh Display .....................................................................................................985
Remove Item from All Life Cycles.............................................................................985
Remove Item from Life Cycle ..................................................................................985
Remove Ownership ................................................................................................986
Remove User Assignment .......................................................................................986
Run Unity Script ....................................................................................................988
Send Web Request.................................................................................................989
Protocols ........................................................................................................996
Send Notification ...................................................................................................997
Set Priority on Item ...............................................................................................998
Transition Item......................................................................................................999

xxx
WorkView Category ...................................................................................1000

Add to Display Message ........................................................................................ 1000
Create New Object ............................................................................................... 1001
Create Object Association ..................................................................................... 1002
Delete Object ...................................................................................................... 1002
Display WorkView Object ...................................................................................... 1003
Log Event on Object............................................................................................. 1003
Field value ............................................................................................... 1003
Related Filters .......................................................................................... 1003
System date/time ..................................................................................... 1003
Current user ............................................................................................ 1003
Workflow property .................................................................................... 1003
Modify Object Class.............................................................................................. 1004
Send WorkView Notification................................................................................... 1004
Custom/Dynamic Notification Options ............................................................... 1004
Field value ............................................................................................... 1004
Related Filters .......................................................................................... 1005
System date/time ..................................................................................... 1005
Current user ............................................................................................ 1005
Set Attribute Value(s) .......................................................................................... 1005
Set Filter Options................................................................................................. 1005
Set Property From Attribute .................................................................................. 1006
Field value ............................................................................................... 1007
Related Filters .......................................................................................... 1007
System date/time ..................................................................................... 1007
Current user ............................................................................................ 1007
Suppress Screen Action ........................................................................................ 1007
Related Tab ...............................................................................................1007
Related Tab for Unity Life Cycles............................................................................ 1007
Related Tab for Standard Life Cycles ...................................................................... 1008
Last Execution Result Behavior for Related Items .....................................1011
Records Managements Effect on the Last Execution Result....................... 1011
Document Category ....................................................................................... 1011
Keyword Category ......................................................................................... 1012
Property Category .......................................................................................... 1012
System Category ........................................................................................... 1012
Document Category ....................................................................................... 1012
Keyword Category ......................................................................................... 1013
Configuring Life Cycles Compatible with versions 11.0 and Earlier ............ 1013
WORKFLOW STUDIO RULES

Finding Rules .............................................................................................1015

xxxi
Agenda Manager Category .........................................................................1015

Check Field Value ................................................................................................ 1015
Related Entity Exists ............................................................................................ 1018
Document Category ...................................................................................1020
Check Chart Data on This Chart ............................................................................. 1020
Check Date Data on This Chart .............................................................................. 1022
Check Document Type.......................................................................................... 1024
Check Document Type Group ................................................................................ 1024
Check Priority on Item.......................................................................................... 1024
Document Assigned to Reading Group .................................................................... 1025
Document Type Exists on This Chart ...................................................................... 1025
Document Was Signed by the User......................................................................... 1025
Executed In ........................................................................................................ 1025
Is First or Last Document...................................................................................... 1026
Note Exists ......................................................................................................... 1026
Related Folder Contains Documents ....................................................................... 1026
Rendition Exists................................................................................................... 1026
Run Script .......................................................................................................... 1027
Signature Is Valid on Document............................................................................. 1027
WorkView Object Exists ........................................................................................ 1027
Electronic Plan Review Category................................................................1028
Check Field Value ................................................................................................ 1028
Related Entity Exists ............................................................................................ 1029
Keyword Category .....................................................................................1030
Autofill Row Exists ............................................................................................... 1030
Check Autofill Value ............................................................................................. 1031
Check Date Autofill Value...................................................................................... 1032
Check Date Keyword ............................................................................................ 1034
Check Keyword Value ........................................................................................... 1035
Compare Keyword Values for This and Related Document ......................................... 1037
Compare Two Keywords ....................................................................................... 1037
Keyword Value Exists ........................................................................................... 1037
Property Category .....................................................................................1038
Check Date Property Value.................................................................................... 1038
Compare Property Value ....................................................................................... 1040
Property Exists .................................................................................................... 1041
System Category........................................................................................ 1041
Audit Sample ...................................................................................................... 1041
Check Content Type ............................................................................................. 1041
Check Item Count for Queue ................................................................................. 1041
Check Last Execution Result .................................................................................. 1042
Check Ownership ................................................................................................. 1042
DLL Exit Call ....................................................................................................... 1043
Item Assigned to User .......................................................................................... 1043

xxxii
Item has been in Life Cycle ................................................................................... 1044

Item has been in Queue ....................................................................................... 1044
Item in Particular Life Cycle .................................................................................. 1044
Item in Particular Queue ....................................................................................... 1045
Item in Workflow ................................................................................................. 1045
Is User in User Group ........................................................................................... 1046
Item Has Been Owned Longer Than........................................................................ 1046
Prompt User with Question Box ............................................................................. 1046
Symbols Used .......................................................................................... 1047
Related Item Does Not Exist.................................................................................. 1049
Related Item Exists .............................................................................................. 1050
Run Unity Script .................................................................................................. 1050
WorkView Category ...................................................................................1051
Check Attribute Value........................................................................................... 1051
Check Object Class .............................................................................................. 1051
Dataset Contains ................................................................................................. 1052
Object Is New ..................................................................................................... 1053
Related Tab ...............................................................................................1053
Related Tab for Unity Life Cycles............................................................................ 1053
Related Tab for Standard Life Cycles ...................................................................... 1053
Configuring Life Cycles Compatible with versions 11.0 and Earlier ............ 1056
WORKFLOW BEST PRACTICES

General Design .......................................................................................... 1057
General Performance ................................................................................. 1060
Related Documents....................................................................................1061
Filters ........................................................................................................1061
Keywords and Properties...........................................................................1062
Scripting .................................................................................................... 1063
Timers .......................................................................................................1063
E-Forms and User Forms............................................................................1065
Servers ......................................................................................................1065
Load Balancing .......................................................................................... 1066
Working with the Document Transfer Module ............................................1067
WORKFLOW STUDIO INSTALLATION

Requirements ............................................................................................1069
Unity Hardware and Browser Requirements ............................................................. 1069
.NET Framework .................................................................................................. 1070
Databases Supported ........................................................................................... 1070
Microsoft SQL Server ...................................................................................... 1070
Oracle .......................................................................................................... 1071

xxxiii
Sybase SQL Anywhere .................................................................................... 1071

Database Client / Server Version Compatibility ........................................................ 1071
Hyland Software - MS Service Pack Statement......................................................... 1072
Third-Party Software Support ................................................................................ 1072
About Virtual Environments................................................................................... 1073
64-Bit Support Statement ..................................................................................... 1073
Windows User Account Control Statement ............................................................... 1073
Modifying Configuration Files ........................................................................... 1074
Pre-Installation ......................................................................................... 1074
Installation ................................................................................................1074
Overview ............................................................................................................ 1074
Installing Workflow Studio .................................................................................... 1075
Change, Repair, or Remove an Installation .............................................................. 1078
Running the Installer From the Command Line ........................................................ 1079
Feature Names .............................................................................................. 1079
Properties ..................................................................................................... 1080
Troubleshooting ........................................................................................ 1080
Enabling Diagnostics Console Logging..................................................................... 1080
Language Support ............................................................................................... 1081
Contacting Support ....................................................................................1082
CONFIGURING THE DISTRIBUTION SERVICE

Overview ................................................................................................... 1083
Installation ................................................................................................1084
Installing the Distribution Service Manually ............................................................. 1084
Uninstalling the Distribution Service ....................................................................... 1086
Running a Command ...................................................................................... 1087
Stopping the Service and Removing Files .......................................................... 1087
Configuration.............................................................................................1087
Configuring a Service Account ............................................................................... 1087
Enabling the Distribution Service ........................................................................... 1090
Users Configuration Requirements ......................................................................... 1090
Encrypting the Service Account's Credentials ........................................................... 1091
Changing Configuration File Settings ...................................................................... 1092
Adding Support for Multiple Data Sources ............................................................... 1092
Sending Notifications to Global Distribution Lists ...................................................... 1093
Displaying the User Who Triggered the Notification as the Sender .............................. 1093
Supporting Non-ASCII Characters in Attachment File Names ..................................... 1094
Configuring the Distribution Service to Save Notifications as Text Files........................ 1094
Sending Unity Forms ............................................................................................ 1094
Troubleshooting ........................................................................................ 1094
Logging Information to the Diagnostics Console ....................................................... 1094
Access to the path...is denied ................................................................................ 1095

xxxiv
Error Loading Document: Attachments Are Not Sent................................................. 1096

Messages Are Not Sent......................................................................................... 1096
Workstation Registration Not Found ................................................................. 1096
Cannot Create a Session Pool .......................................................................... 1097
"No Count" Is On ........................................................................................... 1097
Version Mismatch .......................................................................................... 1097
Message Content and Attachments Are Reversed ..................................................... 1097
Unity Forms Limitations ........................................................................................ 1098
Windows User Account Control Statement ............................................................... 1098
LICENSING FOR CUSTOMERS PREVIOUS TO 2007

Workflow Licensing .............................................................................................. 1099
Combined Workflow/WorkView Licensing ................................................................ 1099
How Combined Licensing Works ....................................................................... 1099

xxxv

xxxvi
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 documents 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.
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.

1
Workflow OnBase 12
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 companys 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 companys 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
Exposure
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.
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 underwriters 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.

2
OnBase 12 Workflow
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.
Exposure
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 departments 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 organizations 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
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 1099.

3
Workflow OnBase 12
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 (only applicable to OnBase Client)
Workflow/WorkView Named User Client SL
Note: Each of these licenses includes the E-Forms module.

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 a user is not assigned to use combined licenses, the user will only be able to consume non-
combined licenses and will not consume combined licenses even when non-combined licenses
are not available.
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.

4
OnBase 12 Workflow
Register the Workstation

To register the workstation:
1. From the OnBase Client, click Admin | User Management | Workstation Registration. The
Products Registered for Workstation dialog box is displayed.
Exposure
The right side displays all products registered on the selected workstation.
The left side 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 (*). The columns are as follows:
Column Name Description
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.

5
Workflow OnBase 12
2. Make sure that the current workstation, denoted by an asterisk (*), is selected. Select
the proper Workstation License from the Products Registered drop-down list.
If you are properly licensed for the Workstation License and it is not available from the
drop-down list, it may be registered on another workstation. Select each workstation
that is marked with a + (which indicates that the workstation is registered for the
Workstation License or another product) until the Workstation License is found. To
revoke registration from the workstation, select the Workstation license on the right
side and click the Revoke button. Then, select the current workstation and register it.
If the Workstation License is not displayed in the drop-down and it is not registered to
any other workstation, it is possible that the module may not be licensed.
Exposure
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.
Note: If a registered workstation needs to be re-registered, the old workstation can be deleted
by selecting it in the workstation list and clicking Delete. All product rights held by the
workstation will be returned to the list of available licenses found in the Products Registered
drop-down. This forces the user logging on from that workstation to register the workstation
the next time they attempt to log on.
3. When you have finished registering the workstation, click Exit.

6
OnBase 12 Workflow
4. Verify registrationSelect Window | System Status from the menu bar to display the
System Status dialog box. At the bottom of the window is a list of all products
registered on the workstation and a status message for each.
Clearing Excess Registrations Exposure

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.

7
Workflow OnBase 12
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.
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.
Exposure
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.
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 users
workstation.
To view current user information, select Admin | User Management | View Current Users. The
Users Currently Logged In dialog box is displayed.

8
OnBase 12 Workflow
Clean Up
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.
Workstation Registration
The workstation must be registered for any of the workstation licenses issued (Workflow User
- Concurrent or Workflow User- Named).
Exposure

9
Workflow OnBase 12
Exposure

10
USAGE
OnBase Client
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 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 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 for <user group> dialog box.
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. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.
Caution: The ability to view documents 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 documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.
Caution: The ability to modify a document 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 documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.
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. The re-index option
is not present in the Java Workflow interface.

11
Workflow OnBase 12
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.
Usage

12
OnBase 12 Workflow
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 systems 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
Usage
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 Displays all documents in OnBase that are related to the selected inbox
Window 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.
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

13
Workflow OnBase 12
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:
Usage
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 the
Replay 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 List
Report 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.
Create List Creates a report of all documents in that life cycle. The Document Type is SYS List
Report 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.

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OnBase 12 Workflow
Option Description
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
Usage
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.
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.
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.

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Workflow OnBase 12
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:)
Usage
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.
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 you select Send To | Create New Document from the Document Viewer's right-click
menu, the new document created will reside in the same queue as the document that is
displayed in the Document Viewer at that time.
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.

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OnBase 12 Workflow
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.
Usage
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 cross-
References 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-references
Cross- that are configured for the selected document.
References
Send To | When properly configured, the system will create a blank e-mail message with the
Mail specified document attached.
Recipient
Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the Send
Internal Mail dialog box.
User
Send To | You will be prompted to enter a page range and whether you want to send the file in
Advanced native format. When properly configured, the system will create a blank e-mail
Mail message with the specified document attached.
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.
Show Toggles the combined view on and off. See Show Combined View on page 19 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.

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Workflow OnBase 12
Option Description
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.
Usage
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 exist
Queues 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.
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.
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.

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OnBase 12 Workflow
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.
Show Combined View
Usage
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.
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.
5. Repeat steps 3 and 4 until all of the appropriate life cycles and/or queues are selected.

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Workflow OnBase 12
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

Usage
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.
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.

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OnBase 12 Workflow
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.
Caution: User group right restrictions on Document Types do not apply to Document Types
included in the Work Folder window.
Usage

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Workflow OnBase 12
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.
Usage
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.
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 e-mail message with the
Mail specified document attached.
Recipient
Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the Send
Internal Mail dialog box.
User
Send To | You will be prompted to enter a page range and whether you want to send the file in
Advanced native format. When properly configured, the system will create a blank e-mail
Mail message with the specified document attached.
Workflow Displays the queues that the selected document exists in. A document can only exist
Queues 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.
Properties The properties of a Document display in the Document Information dialog box.

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OnBase 12 Workflow
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.
Usage
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
organizations 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.

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Workflow OnBase 12
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:
Usage
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.
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.

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OnBase 12 Workflow
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.
Usage
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.
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:
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.

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Workflow OnBase 12
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.

Usage
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.

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OnBase 12 Workflow
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.
Usage
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 33.
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.
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.

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Workflow OnBase 12
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.
Usage
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.
The following is an example of the Core-based interface:

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OnBase 12 Workflow
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.
Usage
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.
Tools Displays the Workflow toolbar.
Display | Restore Default Selecting this option causes a confirmation message box to appear.
Display 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 Clears the default page settings. All images now open to the first
Page 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 Clears the default zoom settings. Images open to their actual size.
Zoom

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Workflow OnBase 12
Defaults | Set Default Sets the rotation of the page displayed by default. You must set the
Rotation 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.
Usage
Defaults | Clear Default Clears the current default rotation setting.

Rotation
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 windows title bar on top of the other windows
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 windows title bar. The window will be
displayed. Window tabs are displayed on the left or right edges of the screen.

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OnBase 12 Workflow
Viewing Document Results

In the Document window, you can access the Options dialog box by clicking the Options
button.
Usage
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.
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
documents name.
Filters in Combined View

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Workflow OnBase 12
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
Usage
Entry Date
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
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
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.

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OnBase 12 Workflow
The following shortcuts are available by default:
Shortcut Description
F9 Opens the Workflow window.
F10 Executes Workflow Ad Hoc Task #1.
Usage
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.

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Workflow OnBase 12
Button Description
The Zoom In button enlarges the graphic layout view.
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.
Usage
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:

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OnBase 12 Workflow
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 have the Enable Debug Breakpoint check
box selected in the Configuration module will cause a message box to display giving
details of the breakpoint.
Usage
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 have the Enable Debug Breakpoint check box selected in the Configuration
module will cause a message box to display 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 buttons functionality in the Classic Client
interface.
The Step Debug button displays a message box after each rule, action or task
completes. If Enable Debug Breakpoint option is selected during configuration, the
message box displays before the rule, action or task executes. 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.

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Workflow OnBase 12
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 workflow 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
Usage
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 53 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.
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.

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OnBase 12 Workflow
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.
Usage
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.
Locating Documents in a Life Cycle

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

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Workflow OnBase 12
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
Usage
report is closed, only users with rights to the SYS List Contents Report Document Type can
view the report.
Viewing Other Users Documents 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 users documents:
1. Right-click on the queue and select See Other Users Documents. The View Other Users
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.

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OnBase 12 Workflow
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 Users Documents dialog box.
Usage
Note: When a load balanced queue is configured as Match Keyword to User Name, the View
Other Users 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.
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.

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Workflow OnBase 12
3. The Load Balancing Administration dialog box displays. The name of the queue and the
time the document entered 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. Logged in users are in bold type.
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.
Usage
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.

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OnBase 12 Workflow
Note: Any assignment made in a load balanced queue is not recorded in a documents history.
Keyword changes made in Load Balancing Administration are recorded in a documents
history.
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.
Usage
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.

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Workflow OnBase 12
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.
Usage
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
queues configuration.
Refresh Refreshes the display of documents in the queue, without transitioning

documents out of the queue.

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OnBase 12 Workflow
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
Usage
document.
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 43.
Importing Document. See Importing Documents on page 44.
Creating New Documents. See Creating New Documents on page 44.
Manual Entry. See Manual Entry on page 45.
Forms Processing. See Forms Processing on page 46.
Document Retention. See Document Retention on page 46.
Host Emulation. See Host Emulation on page 47.
Remote Entry/Internet See Remote Entry/Internet on page 47.
Supporting Documents in Workflow. See Supporting Documents in Workflow on page
47.
Re-Indexing. See Re-Indexing Documents in Workflow on page 47.
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.

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Workflow OnBase 12
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.
Usage
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.

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OnBase 12 Workflow
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.
Usage
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.

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Workflow OnBase 12
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.
Document Retention
Documents can be fed into a life cycle through an evaluation process set up in the Document
Retention module.

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OnBase 12 Workflow
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
e-mail.
Notifications
Usage
If your system configuration supports this option, Workflow can be accessed through
automated e-mail 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 e-mail 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.
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.

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Workflow OnBase 12
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.
Usage
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.
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

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OnBase 12 Workflow
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.
Usage
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.
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.

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Workflow OnBase 12
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:
Usage
The Workflow Display Options tab allows you to customize the appearance of the
Workflow Inbox.
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:

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OnBase 12 Workflow
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. (This
Default does not affect the currently displayed Percent values.)
Usage
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 Pertains to the default size of the life cycle graphic layout that displays in the life
Graphic cycle view. The higher the number, the larger the graphic layout appears.
Zoom
Graphic Indicates the speed at which the visual update of transitions occurs. The higher the
Update 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 specify
second pane 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.

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Workflow OnBase 12
Options Description
Inbox Status This section configures the Workflow Inbox status bar, displayed directly below the
Pane Order 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.
Usage
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 switching
Persistent queues, until the user removes it. If disabled, Workflow filters are removed when
Filters 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 Users 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.
Reuse Top- This option relates to the Doc - Display Related Document and Doc - Display This
level Window Document actions. It is used in conjunction with the Use Top Level Window option.
for When this option is enabled with the Use Top Level Window, only one window will
Displaying be used to display documents. If multiple documents are displayed, only the last
Document document will be displayed in the window. When this option is not selected, a new
window is displayed for each document.

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OnBase 12 Workflow
Options Description
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.
Usage
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.
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.
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 modules 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.

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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
Usage
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.
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 36 for details.
Note: Tasks are suspended while the Workflow Server Queues tab is open. Upon closing this
tab, tasks resume.
Workflow System Monitor

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 modules 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.

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OnBase 12 Workflow
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.
Usage
Note: The time shown on all logs reflects the database server time; not the processing
workstations 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.

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Usage

56
DESKTOP WORKFLOW

related documents.
Opening Workflow Using the Desktop

Workflow can be opened using the Desktop through the Desktop task bar icon.

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Workflow OnBase 12
On the Desktop task bar icon, right-click and select Workflow. If Workflow is selected from the
Quick Launch drop-down list in the Desktop Options dialog box, double-click the Desktop task
bar icon.
When Workflow is opened, the queue displayed is determined by the following:
If the combined view is set to show by default, the combined view will be shown.
If an auto open queue has be configured, that queue will be selected.
If the last queue accessed was recorded, it will open.
Desktop Workflow
If none of these are true, the first life cycle in the list is selected.
Workflow Windows
Workflow in the Desktop is comprised of windows. Each window has its own specific function.
There are 6 major windows that make up a Workflow interface. These windows are:
Life Cycle View
Documents
Work Folder
Document Viewer
User Interaction
Tasks
Arranging Windows
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 windows title bar on top of the other windows
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.
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 windows title bar. The window will be
displayed. Window tabs are displayed on the left or right edges of the screen.

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OnBase 12 Workflow
Windows can also be opened or hidden by right-clicking on any dark gray background area or
the status bar and selecting the appropriate window. Likewise, you can restore the default
arrangement of windows by right-clicking on any dark gray background area or the status bar
and selecting Restore Default Display.
Life Cycle View Window

The Life Cycle View window contains all the life cycles and queues to which a user has rights.
Desktop Workflow
To view queues, expand a life cycle by clicking on the corresponding plus sign. Clicking on a
queue will open its contents in the Documents window.

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The Life Cycle View window has two different views: Tree View and Graphical View. The
window defaults to the Tree View. To view a life cycle in Graphical View:
1. Select the appropriate life cycle.

2. Right-click and select Graphical View.
Desktop Workflow
3. To select a queue in the Graphical View, click on it.

4. To switch back to the Tree View, right-click in the window and select Tree View.
Note: The view you are in when you close Workflow will be the view displayed the next time
you open Workflow. When displaying the combined view by default, the Tree View will be
displayed regardless of the last view you were in.
Documents Window
The Documents window contains all of the documents in the currently selected queue or in the
combined view. When a document is selected, it will open in the viewer. If the document is
opened using an external viewer, a message stating The document is displayed in an external
viewer. is displayed in the Documents window. The following types of files are opened in an
external viewer: .msg, .avi, .wav, and .mov.

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OnBase 12 Workflow
Multiple documents can be selected at once by holding the Ctrl key down while making
selections. You can select a consecutive group by selecting the first document in the group,
holding down the Shift key, and selecting the last document in the group. You can perform
user work and ad hoc tasks on multiple documents by selecting multiple documents before
performing the action. The right-click menu that is available is described in the Desktop
documentation.
You can perform an ad hoc task on one or multiple documents by right-clicking and dragging
the document(s) from this window onto the icon in the Tasks window.
Desktop Workflow
Any documents that are related to the document(s) selected in the Documents window are
displayed in the Work Folder window.
Note: Cross-references are not available for OLE documents.
Work Folder Window

The Work Folder window contains the documents that are related to the selected document in
the Documents window. Related documents can be opened by double-clicking on the
documents. Depending on how the Open Related Document in Separate Window option is set in
the Workflow Options dialog box, related documents may or may not open in a new window.
Multiple documents can be selected at once by holding the Ctrl key down while making
selections. You can select a consecutive group by selecting the first document in the group,
holding down the Shift key, and selecting the last document in the group. The right-click menu
that is available is described in the Desktop documentation.
You can perform an ad hoc task on one or multiple documents by right-clicking and dragging
the document(s) from this window onto the icon in the Tasks window.
User Interaction Window

The User Interaction window displays information and items that require user interaction. The
following are displayed in this window:
Help text for life cycles and queues
Filter forms
E-Forms
Question boxes
Combined view settings
If the User Interaction window is closed or not pinned, the window will open when a task is
initiated that requires the user interaction to display in the User Interaction window.

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Tasks Window
The Tasks window contains all ad hoc tasks that are available for a queue. Click the tasks icon
to initiate the ad hoc task. If your configuration allows, you can also initiate user work from
this window.
Status Bar
Desktop Workflow
The Status Bar is located at the bottom of the Desktop Workflow window. It contains
information pertinent to the current Workflow selections. The following information is
displayed in the Status Bar:
Current Queue
User Name of the logged-in user OR the name of the user whose documents are
being displayed in a load-balanced queue
Filter selected
The documents currently being viewed
If any of the names are too long to display completely, you can view the name by hovering
over it in the status bar. A tooltip displays the name in its entirety.
Additionally, a right-click menu is available from the Status Bar that allows you to open and
close windows and restore the default display layout.
Opening Queues
Queues can be opened in one of two ways:
In the Life Cycle View window, expand the appropriate life cycle and select the
appropriate queue.
In the Documents window, right-click and select Change Queue | <life cycle name> |
<queue name>.
Filtering the Documents Window

The contents of the Documents window can be filtered to only display the documents that
meet certain search requirements.

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Selecting Filters
In order to use a filter, you must select the appropriate filter to apply to the Documents
window. To select a filter to apply, right-click in the Documents window and select Filter Inbox
| <name of filter>. If you are using a filter form, the filter form will display in the User
Interaction window. Enter the filter's requirements and submit the form. The documents
matching the filter's requirements are displayed in the Documents window. If a Could not load
filter E-Form message is displayed, the selected filter is unavailable.
Desktop Workflow
Note: Depending on the queues 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.
If Filter Inbox | <No Filter> is selected, a filter is not currently applied to the window.
Persistent Filter
If you want to apply the same filter and search requirements when moving from queue to
queue, right-click on the Documents window and select Filter Inbox | Use Persistent Filters. The
Use Persistent Filters option will become enabled. If enabled, this option causes the selected
Workflow filter to remain in effect, when switching queues, until the user disables it. If
disabled, Workflow filters are removed when the user changes queues. To disable the User
Persistent Filters option, right-click on the Current Queue window and select Filter Inbox | Use
Persistent Filters. This option is also accessible by right-clicking in the Life Cycle View window
and selecting Workflow Options.
Note: The default filter overrides any persistent filter.

for the filter:
will display.

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Viewing Other Users Documents in Load-Balanced Queues

You can view other users documents in a load-balanced queue by right-clicking on the queue
name and selecting See Other Users Documents.
Note: If See Other Users Documents is not available, you do not have rights to this
functionality. Contact your system administrator for further information.
Desktop Workflow
Selecting this option displays a screen from which you can choose to view another users
documents. All users who are load-balancing members display.
You can select to view the documents of a particular user, all documents, or documents not
currently assigned to a user. In the case of a Coverage queue, the See Other Users Documents
options will not reflect coverage documents.
When a load balanced queue is configured as Match Keyword to User Name, the View Other
Users Documents list only includes the names of members assigned to the selected load
Show All Documents

Note: Show All Documents is only available in queues that have been configured as Auto-Feed
queues. It is not available when in Combined View.
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 queue in the tree view and
select Show All Documents. All documents within the queue will be listed, and a check mark
will display next to the right-click menu option. To turn this off, select Show All Documents
option from the right-click menu again, or select another queue. The check mark will no
longer display. The option must be manually turned on each time it is used, for each queue it
is used with.

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Using Filters with Show All Documents

Filters can be used with Show All Documents selected. When Show All Documents is turned off,
the filter (including any persistent filters) will be turned off as well.
Note: If a queue has filters assigned to it, additional filters cannot be placed on the queue
after Show All Documents has been selected. The additional filter must be in place before the
option is used.
Desktop Workflow
Load Balancing Administration
You can perform load balancing administration tasks by selecting the appropriate queue,
right-clicking, and selecting Load Balance Administration.
Note: This option is only available if the selected queue is configured as a load-balanced queue
and the logged-in user has appropriate administrative privileges.
Load Balance Administration is displayed in the Life Cycle View window. This dialog box allows
you to perform load balancing.
Note: Logged in users are displayed in bold face font.
Note: To return to the original view of the Life Cycle View window, right-click and select Close.
A right-click menu is available at the queue, user/user group, and document levels.

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These options are only available at the document level:
Option Description
View Selected Displays the selected document.
Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or modify
document Keyword Values.
Desktop Workflow
Properties Displays the Document Information for Document Handle <nnn> window. This
window displays certain attributes stored for the document, some of which reflect
data stored in the database tables for that document.
Note: When modifying Keyword Values with the right-click menu, the documents Auto-Name
string will not update.

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OnBase 12 Workflow
These options are available at the queue, user/user group, and document levels:
Option Description
Reassign Displays the Reassign Documents dialog box, allowing the selected documents to
Documents be assigned to another User/User Group or role in Load Balance Administration.
Desktop Workflow
You can also reassign documents by clicking and dragging the document under the
appropriate user/User Group.
In the Desktop, you can reassign all documents from one user/User Group or role to
another. Select the user/User Group or role that is assigned the documents, drag
the user/User Group or role icon over the intended user/User Group or role icon,
and release the mouse button.
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.

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Option Description
Rebalance Queue level: When Rebalance is initiated at the queue level, the documents are re-
distributed according to the load-balancing logic.
User/User Group or role level: When Rebalance is initiated at the user/user group
or role level, the documents currently assigned to the selected user/user group or
role are redistributed within the queue, according to the load balancing parameters
configured.
Desktop Workflow
If no items are selected, or the root item is selected then the whole queue is
rebalanced.
To see the results of a rebalance, refresh the screen.
You can initiate rebalancing of documents by dragging one or more documents to
the root of the queue.
Note: When the rebalance function is initiated, existing assignments are cleared and
new assignments are made based on the load-balancing queues configuration.
Refresh Refreshes the display of documents in the queue, without transitioning documents
out of the queue.
Close Closes Load Balancing Administration and returns the window to the life cycles view.
Refreshing Windows
The information displayed in the Life Cycle View, Documents, and Work Folder windows can be
updated by right-clicking in the window and selecting Refresh.
Documents and Work Folder Windows Toolbar

The Documents and Work Folder windows contain the following toolbar:
Previous Results - If the entire search results list cannot be viewed in the window, clicking
Previous Results displays the prior set of documents from the search results list.
Next Results - If the entire search results list cannot be viewed in the window, clicking Next
Results displays subsequent documents in the list.

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OnBase 12 Workflow
Options - Opens the Options dialog box, which controls aspects of the search results list.
Desktop Workflow
Results Per Page determines the maximum number of documents displayed in the search
results list. The new setting takes effect the next time the list is loaded. Enable or disable the
text labels for toolbar options by selecting Show Text Labels or No Text Labels from the drop-
down select list.
Determining What Queues a Document Is In

In some instances it may be helpful to know all the queues that a document currently resides
in. You can determine a documents queues in the Documents and Work Folder windows. This
can also be accomplished from the Document Search Results list.
To view a documents 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.
Depending on your installation, a Workflow Queues button may be available in OLE

documents. Clicking this button opens the Workflow Locations dialog box.
Combined View Settings

Instead of displaying the currently selected queue's contents, the Documents window can
display the contents of a combination of life cycles and queues. In order to show the contents
of multiple life cycle queues, queues must be selected for display.

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To select multiple life cycles and queues for display:
1. In the Life Cycle View window, right-click and select Combined View Settings. The
Combined View Settings dialog box is displayed.
Desktop Workflow
2. 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.
3. If you want the combined view to be displayed by default the next time Workflow is
accessed from the Desktop, select the Show Combined View check box.
Once queues have been selected for the combined view, you can select to view the combined
queues by right-clicking in the Documents window and selecting Show Combined View. When
the combined view is enabled, a check mark is placed next to this right-click option. To turn
off this view, right-click on the Documents window and select Show Combined View. The
queues included in the view are listed in the User Interaction window.
Note: A count of the documents in the queue will not be shown in the status bar when using
the Combined View.

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Icon
Document Name
Desktop Workflow
Workflow Life Cycle
Workflow Queue
Entry Date
Workflow Queue
Queue, Entry Date.
Beginning User Work

User work must be initiated manually. User work can be initiated from a right-click menu or
from the Tasks window. If and where this option is available is determined by the User Work
Style specified in the Workflow Options dialog box. When user work is initiated, user
interaction actions are displayed in the User Interaction window.
To initiate user work from the Tasks window, click the Begin User Work task button.
To initiate user work from the Documents window, right-click and select Begin User Work.

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 72.
Re-Indexing. See Re-Indexing Documents on page 72.

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Importing Documents
Upon importing documents, you can select the Initiate Workflow check box to add imported
imported. Depending on your configuration, the Initiate Workflow check box may not be
available. Upon importing documents, Workflow will automatically be initiated.

Desktop Workflow
Document, you can select Add To Workflow in the Archive Documents dialog box to add created
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 Add To Workflow check box to add the
re-indexed.
Depending on your configuration, the Add To Workflow check box may not be available. Upon
re-indexing documents, Workflow will automatically be initiated regardless of whether you
modified the documents 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.

the E-Form.

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OnBase 12 Workflow

Desktop Workflow
Workflow Options
Workflow options can be configured in the Workflow Options dialog box.
To open Workflow Options from the Life Cycle View window, right-click and select Workflow
Options. The following options are available:
Option Description
Auto-Open Queue When Workflow is opened, the queue selected

from the drop-down list will automatically be
selected.
Use Persistent Filters If enabled, this option causes the Workflow filter
to remain in effect, when switching queues, until
the user removes it. If disabled, Workflow filters
are removed when the user changes queues.

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Option Description
Open Related Documents in Separate When this option is selected, a new viewer
Window window is opened for accessed related
documents. If this option is not selected, related
documents will be opened in the viewer, taking
the place of the primary document.
Show Queue Counts When this option is selected, the number of

Desktop Workflow
documents in a queue is displayed in parentheses

next to the queue name.
Note: If the Combined View is used, the queue

count may not be representative of all of the
documents within the view.
Note: When documents transition from one

queue to another, the queue count is updated for
all affected queues, with the exception of load
balancing queues. Load balancing queue counts
are not updated when transitioning documents.
User Work Style - Task Button When this option is selected, a Begin User Work
button is displayed in the Tasks window that
initiates user work when it is clicked.
User Work Style - Menu Option When this option is selected, a Begin User Work
right-click option is available in the Documents
window that initiates user work when it is
selected.
User Work Style - Both When this option is selected, both the Begin User
Work button and right-click option are available.
Filter Inbox Style - Queue Inbox Pane When this option is selected, the Filter Inbox
right-click option is available in the Documents
window.
Filter Inbox Style - Lifecycle Pane When this option is selected, the Filter Inbox
right-click option is available in the Life Cycle
View window.
Filter Inbox Style - Both Panes When this option is selected, the Filter Inbox
right-click option is available in both the
Documents and Life Cycle View windows.
Filter Inbox Style - Hidden When this option is selected, the Filter Inbox
right-click option is not available in any window.
Document Workflow History

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OnBase 12 Workflow
Workflow.
Desktop Workflow
Workflow Queues

listed queue.
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 and Time - date and time the information was logged.
Life cycle - life cycle transaction occurred in.
Queue - queue 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.

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Workflow OnBase 12
Desktop Workflow
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.

If the Document Type associated with a document has been configured for use with a life
cycle, you can manually enter a document into a life cycle from the Document Search Results
list or from an open image or text document:
1.Right-click on the document and select Workflow | Execute Workflow.

2.If the associated Document Type is configured for one life cycle, Workflow automatically
enters the document into that life cycle.
If the associated Document Type is configured for multiple life cycles, the Choose Life
Cycle window displays. Select the appropriate life cycle and click OK.
If the associated Document Type is not configured for any life cycles, a message
stating Document Type <name> is not assigned to any Life Cycles. is displayed.
Closing Workflow
To close Workflow, click the X button in the top right-hand corner of the screen or press ALT +
F4 on the keyboard.

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related documents.
Accessing the Workflow Screen

To open the Workflow window, select Workflow from the Context drop-down select list in the
Web Client.

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If the Workflow button 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.
Web Workflow
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 folders 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: Open Workflow is not available when right-clicking an image document in the Document
Search Results list.
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 Documents tab in Workflow.
To view a documents 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.

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Defining the Layout

Depending on your configuration, you may be able to specify the way Workflows layout.
When this is available, the Workflow Layout Options buttons is displayed.
Web Workflow
When the Workflow Layout Options button is clicked, these options are available: Horizontal
Layout, Vertical Layout, or Separate Viewer Layout.
When the Horizontal Layout option is selected, the layout displays the document viewer
horizontally spanning the Workflow interface.
When the Vertical Layout option is selected, the layout displays the document viewer vertically
spanning the Workflow interface.
When the Separate Viewer Layout 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.

If you are using the layout where the document is displayed in a separate window, you can
also pin and unpin this window.
Restoring the Workflow Window to the Default Settings

In some instances, you may want to clear all changes to the Workflow window and, if you are
viewing the document in a separate window, the document viewer window, such as the layout
selection and window size. To restore the Workflow to the default settings:
1. Select User from the context drop-down select list.

2. Select Client Settings from the mode drop-down select list.

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3. Select the Workflow User Interface option.
Note: Any time the Workflow window settings are changed, the Workflow User Interface option
is available.
4. Click Reset Selected Settings.
Adding Documents to Workflow

Web 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.
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 Documents tab and the documents within
the queue are listed.

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The following options are available when right-clicking on a queue in the Life Cycle View Tab:
Refresh - Will refresh the selected queues document count. Only available when
queue counts are turned on.
Generate List Report - For more information, see Create List Report on page 89.
Perform System Work - Initiates system work configured for the queue to begin.
Execute Timer Work - Executes the timer work associated with the selected timer.
Auto-Work - Selecting Auto-Work will display the next available document in a
queue. Users can still select a document from a queue manually.
Web Workflow
Note: Auto-Work is only available on Exclusive Viewing queues that have not been configured
for Auto-Feed.
When a life cycle or queue is selected, the Graphical View button is available for selection.
For more information, see Graphical View on page 83.
Filtering
Depending on your configuration, you may be able to filter queues to display a specific subset
of documents within the selected queue.
To filter a queue:
1. Select a queue in the Life Cycle View tab.

2. Click the Filter button.

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3. The Filter Select dialog box is displayed.

Web Workflow
4. Select the appropriate filter. The Documents tab will display the documents 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 queues Filter tab. Otherwise, the unfiltered number will be
displayed, even if the queue is currently being filtered.
To cancel a filter view of a queue:
1. Click Filter Inbox.

2. The Filter Select 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.

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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.
Web Workflow
Note: This button is not available if queue counts are not enabled.
Note: Refreshing queue counts will also refresh the Inbox.
Graphical View
Note: Graphical View is not supported in the standard Non-ActiveX Web Client.
The Graphical View button allows you to view the configured graphical layout for the selected
life cycle.
Note: Graphical View is not enabled until a life cycle or queue is selected.

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When clicked, the configured graphical layout opens in a new window. The window displays
the queues, icons, and transitions configured for the selected life cycle. Example:
Web Workflow
If you select a queue in the graphical view, it will highlight in red and the documents within
the queue will display in the Documents tab. To update this view after performing work, right-
click in the window and select Refresh. You can magnify or shrink the view by right-clicking
and selecting Zoom In or Zoom Out. You can restore the view back to its original size by right-
clicking and selecting Actual Size.
Documents Tab
Documents within the selected queue are displayed in the Documents tab.

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You can click a document to select it and display a list of its related documents or perform an
ad hoc task on a document. The Documents tab displays the life cycle and queue (up to 95
characters) in which the documents 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 a document
another user has opened will result in a Access Denied--[User Name]--is already working with
this document message.
Web Workflow
The following right-click options are available when a document is selected in the Documents
tab and the appropriate rights have been granted:
Keywords: Opens the Add / Modify Keywords dialog box to view or modify the
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.
Print: Displays the Print dialog box and sends the selected document(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 document attached.
Send To | File: Saves selected document(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 document(s) to the defined user's internal
mailbox. Opens the Send Mail dialog box.
Send To| Folder: Adds the selected document(s) to a static folder.
Workflow | Workflow Queues: Displays the queues that the selected document exists
in. A document can only exist in one queue within a life cycle, but can exist in
multiple life cycles.
Properties: The properties of a document display in the Document Information dialog

box.
Delete: Allows you to delete the selected document.
Route Document: Allows you to move a document to any queue connected to the
current queue by a 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.
The following options are available whether a document is selected or not:

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Combined View Settings - See Combined View Settings on page 87.

Show Combined View - See Show Combined View on page 88.
Create List Report - See Create List Report on page 89.
Note: This option is only available if you have been given appropriate rights.
The Documents tab has the following toolbar:

Web Workflow
Previous Results - If entire search results list cannot be viewed in the window, clicking Previous
Results displays the prior set of documents from the search results list.
Next Results - If the entire search results list cannot be viewed in the window, clicking Next
Results displays subsequent documents in the list.
Options - Click to open the Options dialog box, which controls aspects of the search results
list.
Results Per Page determines the maximum number of documents displayed in the search
results list. The new setting takes effect the next time the list is loaded. Enable or disable the
text labels for toolbar options by selecting Show Text Labels or No Text Labels from the drop-
down list.
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 Documents tab and select
Show All Documents. All documents within the queue will be listed.

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The Documents 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 select life cycles and queues for display:
1. Right-click in the Documents tab and select Combined View Settings. The Workflow -
Combined View Settings dialog box is displayed.
Web Workflow
2. Select the appropriate life cycle or queue and click Add.

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3. Repeat step 2 until all appropriate life cycles and queues are added.
4. Click OK.
Show Combined View

Once you have configured Combined View Settings, you can choose to display Combined View
by right-clicking in the Documents tab and selecting Show Combined View. The contents of the
life cycles and queues selected in the Combined View Settings is displayed. To disable the
combined view after displaying it, right-click in the Documents tab and select Show Combined
Web Workflow
View again.
Note: Applying a filter to combined view windows will filter documents in the entire view.
Note: If Show Combined View is selected and no queues have been configured for combined
view, the filter inbox icon will be disabled.
Icon
Document Name
Workflow Life Cycle
Workflow Queue
Entry Date
Workflow Queue
Queue, Entry Date.

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Create List Report

List reports contain document information. The reports can be generated for queues or
selected documents within a queue.
Note: This option is only available if you have been given appropriate rights.
To customize a list report for documents:
Web Workflow
1. In the Documents tab, right-click and select Create List Report. The List Report Options
dialog box is displayed.
2. Select the appropriate options.

3. Click Create.

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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.
Web Workflow
2. Select the appropriate options.

3. Click Create.
Create List Report Options
Option Description
All Items Creates a report of all items in the queue.
Selected Items Creates a report of the selected item(s) in the queue.
Display on Screen Displays the report on the screen.
Store as Document Stores the report as a document in OnBase.
Export to Excel Creates an Microsoft Excel document containing the report

information.
Generate Page Headers Includes the date and time of the report and the user that created
the report.
Generate Summary Info Includes the number of documents in the report and the time it
took to process the report.

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Option Description
Report Summary This fields allows you to enter information that will be included in
the report.
Reports generated are stored in the SYS List Contents Report Document Type.
Workflow History
Web Workflow
Workflow.
Workflow Queues

listed queue.
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.

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Message: when the entry was caused by the SYS - Custom Log Entry action, this will
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.
Web Workflow
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.

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OnBase 12 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.
Web Workflow
To open a related document, click on it. It will open in the Document Viewer
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 Display in Separate Window button and the Show
Second Panel/Close Second Panel button are available for selection in the toolbar.
Display in Separate Window Button
Deselected
Selected
Show Second Panel/Close Second Panel Button
Show Second Panel
Close Second Panel

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When the 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: 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 Panel button is selected, the document viewing area is divided into two
panels. The left panel displays the selected document and the right panel displays the
selected related document. If you don't want to use the two panel display, click the Close
Web Workflow
Second Panel button.

If both the Display in Separate Window and Show Second Panel buttons are selected, the Display
in Separate Window functionality overrides the two panel display setting. If neither is
selected, related documents will replace the original document in the Document Viewer.
Note: If the 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.
The following right-click options are available from the Work Folder tab when a document is
selected:
View Keywords
Properties
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.

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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:
Web Workflow
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
Documents 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.
Performing Ad Hoc Tasks

When a queue has ad hoc tasks configured, they will display directly below the Documents
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.

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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.
If there are more ad hoc tasks than can be displayed on the screen, a drop-down menu is
displayed, allowing you to access all of the ad hoc tasks available by clicking on the arrow
Web Workflow
drop-down button. The following is an example of an ad hoc task pane with a drop-down
menu:
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 Documents 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. Click on the selected related document to display it in the document viewer.
3. Right-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.

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.

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The type of methods used to enter a document into a workflow include:

Importing Documents. See Importing Documents on page 97.
Re-Indexing. See Re-Indexing Documents on page 97.
Importing Documents
Upon importing documents, you can select the Initiate Workflow check box to add imported
Web Workflow
imported. Depending on your configuration, the Initiate Workflow check box may not be
available. Upon importing documents, Workflow will automatically be initiated.

Document, you can select Add To Workflow in the Archive Documents dialog box to add created
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
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 documents 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.

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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.
Web Workflow
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 Other Users Documents in Load Balanced Queues

You can view other users documents in a load balancing queue. To do this, open the queue,
right-click in the Documents window, and select See Other Users Documents.
Note: If See Other Users Documents is not available, you do not have rights to this
functionality. Contact your system administrator for further information.

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Selecting this option displays a screen from which you can choose to view another users
documents. All users assigned as load-balancing members display:
Web Workflow
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 Users
Assigned Documents only displays assigned documents, not covered ones. Any filters that
were being used prior to viewing another users 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 Users Documents list only includes the names of members assigned to the selected load

Note: Load Balancing Administration is not supported in the standard HTML Only Web Client or
in any browser that does not support ActiveX controls.

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You can perform load balancing administration tasks by selecting the appropriate queue and
clicking the Load Balance Administration button.
Note: This button only functions if the selected queue is configured as a load balanced queue.
Web Workflow
The Load Balance Administration dialog box is displayed.
You can also reassign a document by clicking and dragging the document under the
appropriate user/user group. This will work for queues configured as Match Keyword to User
Name even if the documents are dragged to a user who is not a member of the queue.
Note: Logged in users are displayed in bold face font.
Note: Users configured as members for load balancing queues will always appear in Load
Balancing Administration regardless of the number of documents assigned to them.
This dialog box allows you to manually perform load balancing functions.
A right-click menu is available at the queue, user group, and document levels.

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These options are only available at the document level:

Option Description
View Selected Displays the selected document.
Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or modify
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
Web Workflow
Load Balancing Administration.
Note: The Load Balancing Administration interface must be refreshed to reflect

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

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These options are available at the queue, user group, and document levels:
Option Description
Reassign Documents Displays the Reassign Documents dialog box, allowing the selected
documents to be assigned to another User/User Group or role in Load
Balance Administration.
Web Workflow
You can also reassign documents by clicking and dragging the document
under the appropriate user/User Group.
You can reassign all documents from one user/User Group or role to
another. Select the user/User Group or role that is assigned the
documents, drag the user/User Group or role icon over the intended user/
User Group or role icon, and release the mouse button.
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.

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Option Description
Rebalance Queue level: When Rebalance is initiated at the queue level, documents
are redistributed according to the configured load-balancing logic.
User/User Group or role level: When Rebalance is initiated at the user/
user group or role level, the documents currently assigned to the selected
user/user group or role are redistributed within the queue, according to
the load-balancing parameters configured.
If no items are selected, or the root item is selected then the whole queue
Web Workflow
is rebalanced.
Note: This also applies to <Unassigned> documents.
You can initiate rebalancing of documents by dragging one or more

documents to the root of the queue.
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. Additionally, 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.

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

documents out of the queue.
Note: When modifying Keyword Values with the right-click menu, the documents Auto-Name
string will not update.
Understanding Auto-Feed Locks

When a queue is configured with the Auto-Feed Documents options, locks are placed on
documents. When the user first opens the auto-feed queue they are displayed the first
available document in the queue. The document 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 document. When the user selects the Show All Documents right-click
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.

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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
Document setting configured for queues and view all documents 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
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.
E-Form Interaction


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the E-Form.
Web Workflow

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Web Workflow

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JAVA CLIENT WORKFLOW

related documents.

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Opening the Workflow Interface

To open the Workflow interface, select View | Workflow.
Note: If Workflow is not available, you do not have access to Workflow. Contact your system
administrator for further information.
After opening the Workflow interface, the Task List window is displayed. This window can be
Java Client Workflow
closed and opened at a later time or moved to another position on the screen.
The Workflow Interface

Life Cycle View
The Life Cycle View displays the life cycles to which the logged-in user has viewing rights:
Double-click a life cycle to select and expand it. Click the icons to the left of each life cycle to
expand and collapse the life cycle without selecting it.
Click a queue to select and open it. Once a queue is open, all documents in the queue will
display in the Documents inbox.
You can collapse the Life Cycle View box by clicking the Click to Collapse pane arrow button. You
can expand the Life Cycle View box by clicking the Click to Expand pane arrow button.
Documents Inbox
Documents within the opened queue are displayed in the Documents inbox. The Documents
inbox displays the life cycle and queue in which the documents reside.

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The following secondary click options, depending on configured rights, are available from a
selected document in the Documents inbox:
Note: These secondary click options are not available when multiple documents are selected.
View Keywords: Opens the Add/Modify Keywords dialog box to view or modify the

documents Keyword Values.
Note: The Workflow Queues and Workflow Transaction tabs are also displayed when this option
is selected. See Workflow Queues on page 114 and Workflow Transactions on page 114 for
more information.
Open in New Window: Opens the selected document in a new browser window.
Workflow
Workflow Queues: Displays all the life cycles and queues the selected document is
currently in, along with the user(s) assigned to the document. <Restricted> will
be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.
Note: The Workflow Queues option in this menu and the Workflow Queues tab (see page 114)
display different information.
Click a document to select it and open it in the Java Client Viewer.
Note: For more information about the Java Client Viewer, see the Java Client documentation.
You can collapse the Documents box by clicking the Click to Collapse pane arrow button. You
can expand the Documents box by clicking the Click to Expand pane arrow button.
Specifying Results Per Page

You can specify the number of documents that you want displayed in the Document inbox at
one time. To specify the number of documents displayed in the inbox:
1. Click the Results Per Page button.

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2. Enter the number of documents that you want to display in the inbox at a time.
3. Click OK.
In the following example, only one document is set to display in the inbox at a time:
The Previous Page and Next Page buttons allow you to navigate through all of the documents.
If there are more documents available than the ones currently displayed, the Document Name
heading will indicate more documents exist by displaying a plus sign (+) next to the
document count.
Filtering the Inbox

You can select a pre-configured custom query to apply to the inbox through filtering. To filter
the inbox:
1. Select the queue you want to filter in the Life Cycle View.
2. Click the Filter Inbox button.
3. Double-click the appropriate filter in the Filter Select dialog box.
To remove a filter from the inbox, click the Filter Inbox button and select No Filter from the
drop-down select list.

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Work Folder
If a selected document has related documents, these documents will display in the Work
Folder. The following secondary click options, depending on configured rights, are available
from a selected document in the Work Folder:
Template: Opens the Apply Template dialog box which allows you to select a template
to apply to the Work Folder.

View Keywords: Opens the Add/Modify Keywords dialog box to view or modify the
documents Keyword Values.
Note: The Workflow Queues and Workflow Transaction tabs are also displayed when this option
is selected. See Workflow Queues on page 114 and Workflow Transactions on page 114 for
more information.
Open in New Window: Opens the selected document in a new browser window.
Workflow
Workflow Queues: Displays all the life cycles and queues the selected document is
currently in, along with the user(s) assigned to the document. <Restricted> will
be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.
Note: The Workflow Queues option in this menu and the Workflow Queues tab (see page 114)
display different information.
When you double-click on a related document in the Work Folder, the document is opened in
the document viewer. If you want to keep the primary document open in the document
viewer, you can open the related document in a separate window by clicking the Display in
Separate Window button.

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When this button is clicked and the document will be displayed in a separate window, the
button looks like the following:
You can collapse the Work Folder by clicking the Click to Collapse pane arrow button. You can
expand the Work Folder by clicking the Click to Expand pane arrow button.
User Interaction
User Interaction displays tasks that require user interactions. Forms and questions that
require user entry are displayed in this area.
Note: Some actions that are configured for user interaction will display in a separate window.
You can collapse User Interaction by clicking the Click to Collapse pane arrow button. You can
expand User Interaction by clicking the Click to Expand pane arrow button.
Performing Ad Hoc Tasks

When a queue has ad hoc tasks configured, they will display in the Task List window.
Note: Depending on your configuration, the Task List window and Task List button may not be
available. When this window is not available, tasks can be executed through the Tasks menu.

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If the window is not displayed, it can be accessed by clicking the Task List button.
To initiate an ad hoc task, select the appropriate document(s) and double-click on the
appropriate ad hoc task icon. Hover the mouse over the ad hoc task icon to display a
descriptive tooltip. This will only display, if a tooltip has been configured for the task by your

system administrator.
Tasks can also be accessed through the Tasks menu. Select the task from the Task menu to
initiate a task on a selected document.
Note: Only one ad hoc task can be performed at a time.
Workflow History
From the Documents inbox, use a secondary click to access the History option. The dialog box
displays the Workflow-related actions in the Workflow Queues and Workflow Transactions tabs.
The History tab displays each time a document and/or its keywords are viewed.
Note: The Workflow Queues tab displays different information than the Workflow Queues
secondary click option, which is accessible from any document.
Note: This option is only available when granted the Document History product right.

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Workflow Queues
Note: The Workflow Queues tab displays different information than the Workflow Queues
secondary click option, which is accessible from any document.

Life Cycle: specifies the life cycle the document is/was in.
Queue: specifies the queue the document is/was in.

Entry User Name: specifies the user responsible for entering the document into the
listed queue.
Entry Date: specifies the time the document entered the queue.
Exit User Name: specifies the user responsible for moving the document out of the
listed queue. If a document is still in the specified queue, this field will be blank.
Exit Date: specifies the time the document exited the queue. If the document is still
in the specified queue, it will not have an Exit Date.
Locating Documents in a Life Cycle

Once documents have entered a life cycle, you can locate them from within the Client.
To locate documents from a hit list:
1. Right-click on the document in the search results list.

2. Select Workflow | Workflow Queues option. A dialog box displays showing the Life
Cycle(s) and Queue(s) in which the document resides.

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3. The dialog box will also list who a document is assigned to if the document is within a
load-balanced queue within the Assigned Users column. <Restricted> will be displayed
for queues and life cycles that you do not have the rights and/ or privileges to view

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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:
that life cycle, in order to view items within those queues.
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). This includes related
items. 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.
Opening the Unity Workflow Interface

The Unity Workflow interface is opened by clicking the Workflow button:

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The Workflow layout is displayed:

Unity Workflow
The Workflow layout is comprised of the following panes and tabs:

Life Cycles Pane (including Inbox Views Pane and All Life Cycles Pane)
Inbox Pane
Related Items Pane
User Interaction Pane
Primary Viewer and Secondary Viewer Tabs
Life Cycles Pane

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Inbox Views Pane

The Inbox Views portion of the Life Cycles pane contains the following:
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.
Unity Workflow
Combined Inbox - Select to display work items from multiple life cycles. See
Combined View Settings on page 152 for more information.
All Life Cycles Pane

The All Life Cycles portion of the Life Cycles pane contains all the life cycles and queues to
which a user has rights.
You can type the name of a life cycle to go directly to that life cycle.
To view queues, expand a life cycle by clicking on the corresponding plus sign. Clicking on a
queue will open its contents in the Inbox pane.
Help text for life cycles and queues are displayed as tool-tips when hovering over life cycles
and queues that are configured with help text.
The following right-click options are available when a queue is selected and the appropriate
rights have been granted:
Option Description
Refresh Select to refresh the selected queues item count and the Inbox
pane.
Add To Personal Page Select to add the selected queue to your personal page.
Create List Report Select to create a list report.
Note: For more information on list reports, see the Unity Client
help files.
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.

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Option Description
Show Other Users Inbox Select to see another users inbox.
Note: See Viewing Another Users Inbox in Load-Balanced

Queues on page 150 for more information.
Queue Administration Select to enter Queue Administration.

Unity Workflow
Note: See Queue Administration on page 141 for more

information.
Perform System Work Select to execute system work.
Execute Timer Work Select to execute timer work.
When a life cycle is selected, the Refresh, Add To Personal Page, and Create List Report options
are available.

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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 All Life Cycles pane.
2. Place your mouse cursor over Process Flow:
Unity Workflow
3. The Process Flow pane displays the process flow of the selected life cycle:
To select a queue, double-click on it.

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You can zoom in or out by moving the slider in the top right corner of the Process Flow pane:
Unity Workflow
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.
Inbox Pane
The Inbox pane displays documents and other OnBase items, such as managed folders:
It includes the following columns:
Column Description
Icon The items corresponding icon.
Name The items name.
Entry Date The date and time the item entered Workflow.

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Column Description
Workflow Life Cycle The name of the life cycle that the item is in.
Note: This column is only displayed when a life cycle is selected in the Life
Cycles pane.
Workflow Queue The name of the queue that the item is in.
Unity Workflow
Note: This column is only displayed when a life cycle is selected in the Life
Cycles pane.
* The ownership status of the item.

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 pane.
Note: This column is only displayed when a life cycle is configured for
ownership.
These columns can be grouped and sorted like other Unity Client data lists. See the Unity
Client documentation for more information.
When an item is selected in the Inbox pane, it will open in the Primary Viewer tab:

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If there is only one item in the currently selected queue, it is automatically displayed in the
Primary Viewer tab.
Note: The first 2000 items in the currently selected queue or in the combined view are
displayed. 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."
Multiple items can be selected at once by holding the Ctrl key down while making selections,
Unity Workflow
or you can select a consecutive group by selecting the first item in your selection, holding
down the Shift key, and selecting the last item in your selection. You can perform ad hoc
tasks on multiple items by selecting multiple items before performing the action.
The status bar is located at the bottom of the Inbox pane. It displays the current queue, any
selected filter, and the number of items in the pane:
When working with items in the Inbox pane, the task pane, which opens if you choose to view
an items keywords, cross-references, etc., includes the Inbox tabs icon:
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 pane are displayed on the Related
Items tab. For more information, see Related Items Pane on page 126.
A right-click menu is available in the Inbox pane. This menu contains options used in the
Unity Client and options specific to Workflow. Menu options used in the Unity Client are
described in the Unity Client documentation. The following Workflow-specific right-click
options are available from the Workflow menu when an item is selected in the Inbox and the
appropriate rights have been granted:
Option Description
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.
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 159.
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.

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Filtering the Inbox Pane

The contents of the Inbox pane can be filtered to only display the items that meet certain
search requirements.
In order to use a filter, you must select the appropriate filter to apply to the Inbox pane. To
select a filter to apply, click Apply Filter on the Workflow tab and select a filter. 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. The items matching the filter's requirements are displayed in the Inbox pane. If a
Unity Workflow
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.
When a filter is applied to the Inbox pane, 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 pane.
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.
for the filter:
will display.

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Related Items Pane

The Related Items pane displays documents and other OnBase items related to the item that
is selected in the Inbox pane:
Unity Workflow
When the Related Items pane is displayed, the item that is selected in the Inbox pane is
displayed in the Primary Viewer tab.
The following buttons are available:
Related Items Description
Display Click to display the related item in a separate window instead of the
Secondary Viewer.
Template Click to select a template to apply to the Related Items pane.
Filter Click to select a filter to apply to the Related Items pane.
Tasks Click to select a task to execute on the item selected in the Related
Items pane.

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A right-click menu is available when working with related items. This menu contains options
used in the Unity Client and options specific to Workflow. Menu options used in the Unity
Client are described in the Unity Client documentation. For non-document items, this right-
click menu is limited.
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 tabs icon:
Unity Workflow
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 pane using a portfolio, click the
Portfolios drop-down select list and choose a portfolio, or select the portfolios tab in the
Related Items pane.
To refresh the items displayed on a portfolios tab, select the portfolios tab.
User Interaction Pane

The User Interaction pane displays information and items that require user interaction, such
as E-Forms or question boxes. When a task is initiated that requires user interaction, the User
Interaction pane is selected and 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.

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Workflow Tab
When the Workflow interface is displayed, the Workflow tab is available:
Unity Workflow

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Layout Description
Change Layout Click to change or configure your Workflow layout.

For more information, see Changing the Workflow Layout on page 132.
Close This Layout Click to close the Workflow layout and return to your Home layout. If the
Workflow layout is your Home layout, the default OnBase layout is
Unity Workflow
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.
Using this button to close the Workflow layout, or closing the Unity
Client, releases the Workflow license that you consumed, 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.
Secondary Viewer Click to display the Secondary Viewer tab in the document content
area.
For more information on this tab, see Primary Viewer and Secondary
Viewer Tabs on page 136.
View Description
Refresh Click to refresh the Inbox pane.
Apply Filter Click to select a pre-configured custom query to apply to the Inbox
pane.
See Filtering the Inbox Pane on page 125 for more information.
Auto Work Click to enable or disable auto-work functionality in the Inbox pane.
When auto-work is enabled, any items that are exclusively locked by
other users will be skipped over to access an item that can be worked
on. This option is disabled if the queue is using auto-feed functionality. If
a queue is configured for auto-feeding, this option is only available after
auto-feed functionality is disabled.

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View Description
Override Auto-feed Click to enable or disable auto-feed functionality in the Inbox pane. 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 panes 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."
Unity Workflow
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 pane
using the Enable or Disable buttons in the Inbox panes title bar.
Actions Description
Route Item Allows you to move an item in the Inbox pane to any queue connected
to the current queue by a transition. 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.
Take Ownership Click to take ownership of the selected items in the Inbox pane.
Release Ownership Click to release your ownership of the selected items in the Inbox pane.
Execute Script Task Click and select a Unity Script to execute on the selected items in the
Inbox pane.
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.
The Tasks ribbon group on the Workflow tab contains all ad hoc tasks that are available for a
queue. Click the tasks icon to initiate the ad hoc task on the selected items in the Inbox pane.
A status message displays indicating that a task was successfully executed.
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:

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2. The Reorder ad hoc tasks dialog box is displayed:
Unity Workflow
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.
5. The Tasks ribbon group is updated to reflect your changes.

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Changing the Workflow Layout

The Simple layout is displayed by default the first time you open Workflow:
Unity 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.

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4. The layout you selected is displayed. As an example, the following screen shot depicts
the Classic layout:
Unity Workflow
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.

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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:
Unity Workflow

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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 panes title bar on top of the other panes 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 panes title bar or right-click the panes 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.
Unity Workflow
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 panes title bar.
The following is any example of a hidden pane:

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Primary Viewer and Secondary Viewer Tabs

The Primary Viewer and Secondary Viewer tabs are confined to the document content area:
Unity Workflow
Consequently, they cannot be repositioned and pinned like the other panes in the Workflow
layout. However, these tabs can be stacked on one another.
The Primary Viewer and Secondary Viewer tabs contain the following buttons:
Clicking the Active Files button allows you to select the tab that has focus.
Clicking the Close button will close the tab.
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.

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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:
Unity Workflow
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.

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5. To modify the layout, click Modify Layout. The [name of layout] - Layout Designer
window is displayed:
Unity Workflow
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] - Layout
Designer 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.
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 boxs
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.

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Workflow User Options

Workflow options can be configured on the Workflow tab in the User Options dialog box:
Unity Workflow

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Workflow OnBase 12
The following user options are available:
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 More than one instance of the Workflow layout can be opened.
the Workflow layout The ability to detach and float panes in the Workflow layout is
Unity Workflow
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: Changes to Layout Options take effect after the client has been restarted.
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.

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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 this user option is selected, the Remember the last filter
applied to each Inbox view check box is available. When this
check box is selected, the last Workflow filter you applied to each
Unity Workflow
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.
Remember the last folder The last Workflow filter applied to the related folder in each
template or filter applied to Workflow queue is automatically reapplied when you return to
each related items view that view.
Note: This setting only applies to filters and templates applied to

the default work folder for the queue.
Note: Persistent filter information is not saved across OnBase sessions.
For more information on the User Options dialog box, see the Unity Client documentation.
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.
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.

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The Workflow Queue Administration window is displayed:

Unity Workflow
For load balanced queues, the Workflow Queue Administration windows status bar displays the
type of queue (Type) and any filter that is applied (Filtered by). For ownership queues, the
Workflow Queue Administration windows status bar displays the type of queue (Type) and the
number of items (Count).
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.

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The Home tab is available in the Workflow Queue Administration window. This tab contains the
following buttons:
Common Description
Refresh Click to refresh the Queue Administration window, without transitioning

items out of any queues.
Unity Workflow
Load Balancing Description
Rebalance Queue Click to rebalance all items in the selected queue. Items are re-
distributed according to the queues load-balancing logic.

Note: This button is not available for queues configured as Match

Keyword to User Name queues.

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Reassign Item 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.
Unity Workflow
You can also reassign items by clicking and dragging the item under the
appropriate user/user group.
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.

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Rebalance Item Click to rebalance the selected item. The item is re-distributed according
to the queues load-balancing logic.

Unity Workflow

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Ownership Description
Change Owner Click to change the owner of the selected items.

You are prompted to select a user to assign ownership to:
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.
Assignee Filter Description
Apply Filter Click to filter load balancing assignees. The Filter Load Balance
Members window is displayed. For more information on applying a filter
to the Workflow Queue Administration window, see Filtering Load
Balanced Members on page 147.
Clear Filter Click to clear the filter applied to the Workflow Queue Administration
window.
Tasks Description
Perform System Work Click to perform the system work for the selected queue.
Execute Timer Work Click to execute timer work for the selected queue.
Items Description
Keywords Click to view the keywords of the selected item.
Properties Click to view the properties of the selected item.

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A right-click menu is available. This menu contains options used in the Unity Client and
options specific to Workflow. Menu options used in the Unity Client are described in the Unity
Client documentation. The following Workflow-specific right-click options are available:
also not have all of these options depending on granted user rights.
Unity Workflow
Option Description
Workflow History Displays the Document History window, which allows you to view
Document History, Workflow Queues, and Workflow Transactions.
For more information, see Document Workflow History on page 155.
Filtering Load Balanced Members

The Filter Load Balance Members window allows you to apply a filter to the Workflow Queue
Administration window:
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.

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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
Unity Workflow
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 users relationship in an organizational

relationship in an org 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.
Members of Role Select to apply a filter based on a users role.
3. To apply the filter, click Filter. To cancel, click Cancel.

4. The filter is applied to the Workflow Queue Administration window.
After applying a filter, you can clear the filter by clicking Clear Filter.

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Queue Administration Tab

The Queue Administration is also available if the selected queue is configured as a load-
balanced or ownership queue, and the logged-in user has the appropriate administrative
privileges:
Unity Workflow
Much of the functionality that is available from this tab is also available from the Workflow
Queue Administration window.
Inbox View Description
Assigned To Select to view items assigned to the current user in the Inbox pane.
Current User
Unassigned Items Select to view items not assigned to any user in the Inbox pane.
Show Other Users Select to view items assigned to another user in the Inbox pane.
Inbox
Show All Items Select to view all items in the queue in the Inbox pane.
Manage Work Description
Rebalance Click and select one of the following:

Rebalance Item - Select to rebalance the selected item in the Inbox
pane. For more information, see Rebalance Item on page 145.
Rebalance Queue - Select to rebalance the selected queue in the Inbox
pane. For more information, see Rebalance Queue on page 143.
Reassign Item Click to reassign the selected item in the Inbox pane.
For more information, see Reassign Item on page 144.
Change Owner Click to change the owner of the selected item in the Inbox pane.
For more information, see Change Owner on page 146.
Tasks Description
Queue Click to open the Workflow Queue Administration window for the selected
Administration queue.
For more information, see Queue Administration on page 141.

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Tasks Description
Perform System Click to perform the system work for the selected queue.
Work
Evaluate Click to evaluate the documents against the Business Rule Engine.
Documents
Execute Timer Click to execute timer work for the selected queue.
Work
Unity Workflow
Viewing Another Users Inbox in Load-Balanced Queues

You can view another users inbox in a load-balanced queue by right-clicking on the queue
name and selecting Show Other Users Inbox.
Note: If Show Other Users 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.
Selecting this option displays a dialog box where you can choose to view another users inbox.
All users who are load-balancing members are displayed:

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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:
Unity Workflow
In the case of a Coverage queue, the Show Other Users Inbox options will not reflect coverage
documents.
When a load balanced queue is configured as Match Keyword to User Name, the Show Other
Users 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 items 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.
To view an items queues, select an item, right-click and select Workflow | Workflow Queues.
The Workflow Locations 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. 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 Workflow Locations dialog box:
Button Description
Refresh Click to refresh the Workflow Locations 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.

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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 159.
In addition, depending on your installation, a Workflow Queues button may be available in OLE
or PDF documents. Clicking this button will open the Workflow Locations dialog box.
Unity Workflow

Instead of displaying the currently selected queues contents, the Inbox pane can display the
contents of a combination of life cycles and queues. This is known as the combined view. In
order to show the contents of multiple life cycle queues, queues must be configured for
display.
To select multiple life cycles and queues for display:
1. From the Life Cycles pane, in Inbox Views, right-click Combined Inbox.
2. Select Configure Combined Inbox.

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3. The Combined View Settings dialog box is displayed:
Unity Workflow
4. 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.
5. Click OK to close the Combined View Settings dialog box and apply the new settings to
the Inbox pane.

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Workflow OnBase 12
Once queues have been configured for the combined view, you can select to view the
combined queues by clicking Combined Inbox in the Inbox Views pane. The Inbox panes
status bar is updated to reflect that you are working in combined view:
Unity Workflow
To turn off the combined view, select another Inbox View or a life cycle and/or queue from the
All Life Cycles pane.
Note: Items in Auto-Feed queues are not displayed when using the combined view.
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 combined view, the queue is auto-opened after opening
Workflow. Select a life cycle to show the combined view in the Inbox pane.

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OnBase 12 Workflow
Icon
Document Name
Unity Workflow
Workflow Life Cycle
Workflow Queue
Entry Date
Workflow Queue
Queue, Entry Date.
Note: Filters cannot be applied to a Combined View consisting of non-document items.

E-Forms in Workflow are viewed via selection from the Inbox or Related Items panes, as well
as by executing an ad hoc task. Depending on the method of viewing, E-Forms behave
differently.
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:
pane. Clicking Cancel will close the E-Form without saving any changes made to the
E-Form.
Document Workflow History

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Workflow OnBase 12
Workflow.
Unity 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 documentation for more
information.
Workflow Queues Tab

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 Tab


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OnBase 12 Workflow
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, as shown below:
Unity Workflow

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Workflow OnBase 12
The Tasks tab includes the following:
Button Description
Workflow Click to display a list of all the queues the item is in. To open the item in a
Queues 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:
Unity Workflow
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 documentation.
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 tasks icon 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 is executed.
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.

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OnBase 12 Workflow
Entering Items into a Workflow

The process in which items enter a Workflow life cycle varies based on the type of item.
WorkView objects enter the life cycle after executing an action or upon object
creation.
Managed folders enter the life cycle upon the folders transition to final disposition.
Plan Review projects and Agenda Management agenda items automatically enter the
life cycle upon creation.
Unity Workflow

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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 document is configured for one life cycle, Workflow enters the document 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.
Unity Workflow
If the document is configured for multiple life cycles, you are prompted to select the
appropriate life cycle by the Add To Workflow dialog box:
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 documents 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.

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OnBase 12 Workflow
Click OK to add the document to Workflow.

If the document is not configured for any life cycles, you are prompted that the
document is not assigned to any life cycles.
If the document is already assigned to all of its life cycles, you are prompted that
there are no more life cycles to add the document to.
Running System Tasks
Unity Workflow
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.
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 Console Help files.
Breakpoint Debug Click to enable break point debugging. Any actions/rules/task lists that
have the Enable Debug Breakpoint check box selected in the
Configuration module will cause a message box to display giving details
of the breakpoint.
Step Breakpoint Debug Click to display a message box after each rule, action, or task completes.
Used for determining the location of logic problems in a Workflow
configuration.

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Unity Workflow

162
CONFIGURATION MODULE CONFIGURATION
Configuration
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 the Configuration module, a life cycle can
be viewed in a 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 Workflow

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 the Configuration module. 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.
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 designs logic is easily interpreted and conducive to troubleshooting.

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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.
Configuration Module Configuration
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.
Transitions must be drawn graphically to manually route documents from the right-click menu
in the Client module.
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.
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.

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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 user work and tasks, in the

Client module, 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 Workflow 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 SYS 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.
Break Processing - Breaking can also be achieved through the use of SYS 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).

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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.
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:

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OnBase 12 Workflow
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.
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 users 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.

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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 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 keywords Data Type as Alphanumeric
Single Table.

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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.

Using E-Forms
Electronic Forms (E-Forms) are custom written in HTML to meet a specific need within
Workflow. 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.


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related documents.
Workflow Configuration Overview

In order for a life cycle to be functional, there are mandatory elements it must contain. These
include:
Adding a Life Cycle (page 179)
Configuring the Life Cycle (page 180)
Adding Queues (page 186)
Configuring the Queues (page 187)
Rules (page 214) and/or Actions (page 217) configured as System Work (page 231),
User Work (page 234), or Ad Hoc Tasks (page 237).
In addition to elements, life cycles must:

be associated with appropriate document type(s) (page 260).
have appropriate users group(s) allowed access to the life cycle (page 261).
have appropriate user group(s) allowed access to specific queues via the User Group
right-click menu (page 212).
There are also optional elements that can be used to further develop a life cycle. These
include:
Load Balancing Work (page 231)
Transitions (page 212)
Forms (page 219)
Notifications (page 221)

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Timers (page 252)

Web/API Tasks (page 245)
System Tasks (page 249)
Custom Queries (page 257)

Related Documents (page 181)
To begin configuring Workflow, select Workflow | Configuration in the Configuration module.
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.
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.
Items
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
Cyles and the routing of all item types can only be configured in the Workflow Studio. Life
cyles 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.

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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.
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.
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 seven 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.

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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.
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, Web Client, or Java 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.

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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 are not supported in the Desktop Workflow and Java Web Client Workflow
interfaces.
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.
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.
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.
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, and Unity
Workflow interface can accommodate user forms accessible by URL.

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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
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
Special Considerations for Java-Based Workflow Configuration

The Java-based Workflow interface does not support all of the features that some of the other
Workflow interfaces provide. When configuring a Workflow solution for the Java-based
interface, take the following into consideration.
Non-supported features:
Coverage Queues and Calendar functionality
The following advanced queue options are not supported
Inbox Refresh Rate
Window Titles
VB Script to Execute on Selected Document
User Privileges

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The following queue-level options are not supported:

Double-Click Begins User Work
Auto-Select Next Document
Hide Document Count

If User Doesn't Have Rights - Show Disabled Icon
MRM Queue
Exclusive Document Viewing
Hidden
If User Doesn't Have Rights - Hide Queue
Workflow settings in the Web Servers web.config file, except showQueueCounts.
showQueueCounts is supported.
Understanding Configuration Windows

Two major windows are used to configure life cycles: the Tree Configuration window and the
Graphic Layout window.
Tree Configuration Window

To open the Tree Configuration window in the Configuration module, select Workflow |
Configuration. The Tree Configuration window displays all workflows and system tasks that are
configured. If your database contains no configured workflows, by default, only the System
Tasks folder displays.

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The following right-click options are available from the System Tasks folder:
Option Description

New System Task A series of rules and/or actions that are applied to a document
independent of its life cycle or queue.
New Life Cycle Creates an empty life cycle.
Expand Tree Expands all items in the System Tasks folder.
Graphic Layout Configuration Window

The graphic layout of a life cycle in the Configuration module determines the graphic view of
the life cycle in the Client module. To configure the graphic layout, right-click the name of a
life cycle and choose Graphic Layout. A window opens displaying a graphical toolbar and any
queues that are in the life cycle. Each icon is a queue in the life cycle. By default, the queues
are stacked on top of one another. If an icon is not assigned for a queue, a gray box is
displayed for the queue.
The graphic layout toolbar can be used to configure certain aspects of the life cycle:
Button Description
To return to the Tree Configuration, click the close button on the Graphic Layout
window.
The Select button enables you to move the queue icons into position. This button
automatically activates when an icon is clicked.

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Button Description
The Erase button enables you to remove transition arrows and queues. Click the button
and then click the object you want to erase.
The New Queue button enables you to create a queue. Click the button and then click in
the graphic view window. Enter the queue name and select large and small icons in the
New Queue dialog box.
The New Transition button lets you draw a transition between queues.
The Zoom In button magnifies an area of the graphic view window.
The Zoom Out button widens the focus of the graphic view window.
The Actual Size button restores the graphic view window.
The Grid On button displays grid lines (useful during the design process).
The Grid Off button removes grid lines.
Position the Queues

Position the queues in the order that the documents will flow. To position the queues, click
Select and drag and drop each icon to the desired position within the window.
Tip: Hold down the Shift key and select one or more queues. This locks the selected queues,
enabling you to move them simultaneously. This functionality is helpful if you are adding new
queues to an existing life cycle.
Create a New Transition

For the life cycle to route documents manually, each queue must be transitioned within the
graphic layout. Documents will transition without this step; however, they cannot be routed
manually.
To enable transitions:
1. Click the New Transition button.

2. With the icon selected, click on a queue and drag your mouse pointer to the queue to
which the documents will be transitioned. This draws an arrow connecting the two
queues. The direction of the arrow determines the direction in which the document
moves.
Note: In order for a document to travel both directions between two queues, you need to
insert a transition in both directions.

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Once the transition is drawn, a Transition Configuration dialog box displays.

This dialog box names the originating queue, From:, and the destination queue, To:, in the
Queues section. Selecting the Hidden check box makes the transition invisible in the graphic
view of the life cycle in the Client module. Click Save & Close to save the transitions to the
queues. To display the Transition Configuration dialog box after the transition is drawn, right-
click on the transition arrows and select Transition Properties.
Life Cycles
Caution: Encrypted keywords are not supported in the Classic Client interface.
Adding
1. Right-click on the System Tasks folder in the Tree Configuration window, or right-click
on existing life cycle.
2. Click New Life Cycle. A folder, followed by a field, displays.
3. Type the name of the life cycle in the field.
Note: The maximum number of characters for a life cycle name is 50.
4. Press Enter.
5. In the Assign Life Cycle to User Group dialog box, select the user group(s) that will have
rights to this life cycle. When the Use Workflow Configuration Rights option is selected,
you must select the Execution Rights tab to assign user groups that will access
Workflow in the Client.
6. Click Close.
Note: The new life cycle appears in red until a queue has been added.
Once a new life cycle is created, add new queues, actions, and rules, configure the graphic
layout and complete the configuration of the life cycle.

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Deleting
1. Right-click on the life cycle name and select Delete.
2. The Delete Confirmation box, displays. Click Yes to remove the life cycle from the
system. Click No to cancel.
Note: A life cycle cannot be deleted if documents exist in the life cycle.
Configuring
Once a new life cycle is created, half of the Tree Configuration window displays a configuration
section. In the upper right-hand corner of this section, the life cycle number is displayed.
Option Description
Life Cycle Help Text An optional description of the life cycle that displays in the User Work
window when viewing the life cycle in the Client module.
Initial Queue Specifies the queue that initially receives the documents into the life
cycle.
Work Folder 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 display 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. You can select the Classic Thick Client
(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.
Org Chart and Calendar This section allows you to configure Org Charts and Calendars for the
queue. See Org Charts and Calendars in Workflow Configuration on
page 695
Queue Sequence To change the queue sequence, select a queue and use the Move Up or
Move Down button to move the queue to the correct position. Click
Close to execute the changes.

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Option Description
Window Titles When any of the windows in the Client module share a docking position,
they have name tabs at the bottom. The default names are Document,

Life Cycle View, User Interaction, and Work Folder. You can rename
these by clicking Window Titles. Select the window to be renamed from
the Window drop-down list in the Tab Name Configuration dialog box.
In the New Window Title field, type a new name to appear on the tab
and click Save. You may select a name that has already been added
from the New Window Title drop-down list. To delete a title from the
list, select its name and click Delete. A Confirmation box appears
informing you that any windows currently using the name you are
deleting will no longer have this name and will revert to their default
name.
Note: Editing window titles in this area renames them for the entire life
cycle. Window titles can also be renamed at the queue level. The titles
set at the queue level take precedence over those set at the life cycle
level.
Icon An optional setting to represent life cycle(s) and queue(s) with bitmap
images. The larger icon represents the life cycle in the graphic layout;
the small icon is used in tree configuration. The Icon drop-down list
contains the SYS System Icons Document Types. The Small Icon drop-
down list contains the SYS System Bitmaps Document Types.
Apply Saves any changes made in the life cycle configuration section.
Clear Resets the Life Cycle Help Text box, Initial Queue and Work Folder
fields. It does not clear the settings to Queue Sequence, Window
Titles, or Icon.
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.
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.

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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. 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. To
associate a folder type with a life cycle:
1. Select Workflow | Configuration.

2. Select the life cycle that you want to associate the folder type with.
3. Select the folder type from the Work Folder drop-down select list.
4. Click Save.
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.
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.

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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.
Note: 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.
Configuring Life Cycle Versions

Different versions of a life cycle can be created: Reference Versions and Working Versions.
Reference versions of life cycles are read-only versions of a life cycle that provide system
administrators the ability to create snapshots of life cycles at a certain point in time.
Reference versions are locked in the Configuration module and cannot be modified unless the
life cycle is unlocked. Reference versions are not available in the Client interfaces. Creating a
reference version of a life cycle does not impact the original life cycle. The original life cycle
continues to process documents and is available in the Client interfaces.
Working version of life cycles allow system administrators to create a version of an existing
life cycle, while leaving the original life cycles configuration unmodified. The original life
cycles configuration is locked in the Configuration module and can only be modified if the life
cycle is unlocked. Both the original life cycle and the working version of the life cycle are
available for use in the Client interfaces. Documents that are in the original life cycle will stay
in that life cycle and will process in the original life cycle.

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To create a life cycle version:
1. In the Configuration module, right-click on the life cycle that you would like to create a
version of and select Create Life Cycle Version. The Select Life Cycle dialog box is
displayed.
2. You can select multiple life cycles to create a version of at once. Move the appropriate
life cycles into the Selected box.
3. If you want to create a reference version of the selected life cycle(s), select Create
Reference Version.
If you want to create a working version of the selected life cycle(s), select Create
Working Version.

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4. Click Continue>>. The Choose New Life Cycle Names dialog box displayed.

5. You can modify the name of the new version in the New Life Cycle Name field.
6. Click Create Life Cycle Versions. The new version of the life cycle(s) display in the Tree
Configuration in the Configuration module.
Life Cycle Right-Click Menu
Menu Option Description
Graphic Layout Opens the graphic layout configuration window for the selected
life cycle.
Create Configuration Report Creates a SYS Configuration Report that can be viewed in the
Client. This report lists a breakdown of all queues, Load
Balancing Work in Rules Based Load Balancing queues,
descriptions, help text, associated Document Types, and task
lists on a life cycle basis.
Export Allows for a life cycle to be deployed to another site. In the

Auto Configuration: Choose Export File box, enter the
destination for the Workflow file in the Default Directory field
and the file name in the Default File Name field.
User Group Displays the Assign Life Cycle to User Group dialog box, and
allows for editing of the currently assigned user groups for that
life cycle.
Document Type Opens the Assign Life Cycle to Document Type dialog box
that allows you to assign Document Types to the select life
cycle.
Expand Tree Expands all life cycles, queue and task lists.
Note: In order to collapse all components simultaneously, log

out and log back in to the Configuration module.

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New Life Cycle Creates a new life cycle below the System Tasks Folder. Exit
and re-enter Workflow configuration and the life cycles are
listed alphabetically.
New Queue Creates a new queue at the bottom of the list of queues for the
life cycle selected. Use the Queue Sequence button to reorder
the queues.
New System Task Creates a new system task at the bottom of the list of life
cycles.
Edit Comments Displays Comments field. You may type comments that display
when the mouse pointer rests on the life cycle name, in the
Configuration module. Edit comments is also available on
queues, system work, user work, rules, actions and transitions.
Rename Enables the user to rename the life cycle.
Delete Permanently deletes the life cycle from OnBase.
Queues
Adding and Deleting a Queue
In the Tree Configuration Window
Adding
1. Right-click on the life cycle in the Tree Configuration window.

2. Select New Queue.
3. Type the name of the queue in the field that displays.
4. Press Enter.
5. In the Assign Work Queue to User Group window, select the user groups that will have
rights to this queue. When finished, click Close.
Deleting
1. Right-click the queue name and select Delete. Click Yes to proceed and the queue is
removed from OnBase. Click No and the action is cancelled.
2. If the queue is not in use elsewhere in the life cycle, a Delete Confirmation box
displays. If you answer Yes, the queue is deleted from OnBase. If you select No, the
queue remains in OnBase and can be selected from the drop-down list when another
queue is added to the life cycle.
Note: You cannot delete a queue if it contains documents or if documents associated with the
queue are in Document Maintenance. Documents must be removed from the queue or purged
from Document Maintenance before the queue can be deleted.

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In the Graphic Configuration Window

Adding
1. To configure the graphic layout, right-click on the name of a life cycle and select

Graphic Layout.
2. Click the New Queue button on the toolbar and click in the graphic layout window.
3. The New Queue dialog box displays.
4. Enter a name for the queue. Select an Icon and Small Icon to represent the queue in
the graphic layout and tree configuration window, respectively.
5. When finished, click OK.
6. In the Assign Work Queue to User Group window, select the user group(s) that will have
rights to this queue. Click Close.
Deleting
1. Click the Erase button on the toolbar.

2. Click on the queue you want to delete.
3. Click Yes to proceed and the queue is removed from the life cycle. Click No and the
action is cancelled.
4. If the queue is not in use elsewhere in the life cycle, a second Delete Confirmation box
displays. If you answer Yes, the queue is deleted from OnBase. If you select No, the
queue remains in the system and can be selected from the drop-down list when
another queue is added to the life cycle.
Configuring Queues
Standard Tab
When a queue is selected, the Standard tab on the queue configuration section displays.

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Be sure to click the Save button before leaving the queue configuration section to keep your
settings.
Parameter Description
Queue Name The queue name field is read-only. To change the name of a queue,
right-click on the queue name in the Tree Configuration window and
select Rename.
Description Optional area to add comments about the queues function. For
informational purposes only and is not displayed in the Client.

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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 entry in the Document window triggers associated

User Work user work.
Exclusive Document Permits only one user to view the document at a time. Another user can
Viewing retrieve the document through the Document Retrieval window, but not
through Workflow. A document that exists in multiple queues in
different life cycles that have this setting enabled will only permit the
document to be opened in one queue at a time. If the document lives in
two life cycles in two queues and if one queue has this setting enabled
and the other does not, the same document is available for viewing in
both queues by two different users.
Note: This option controls document access within a queue.
Note: When this option is applied, documents 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 documents within the Document

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: The Java Workflow interface does not support the Exclusive
Document Viewing locks.
Auto-Feed Documents Automatically displays the next available document in the viewer.

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Auto-Select Next
Document Note: This option applies to the Core-based Client interface.
When a single document is selected before execution of an action, if the

selected document is not transitioned out of the queue, it is displayed.
When the document selected is transitioned out of the queue, the next
document available in the queue is displayed.
When multiple documents are selected before execution of an action,
when the displayed document is still in the queue, it is displayed again.
When the displayed document is not in the queue, the first document
within the selection that remains in the queue is displayed. If no
document within the selection is found, no document will be displayed.
If all selected documents are transitioned out of the queue, the next
available document is selected.
Note: If the current queue is configured for exclusive viewing, Workflow

will loop through the selected documents, starting from the first
document in the selection, to find the first available document. If an
available document 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 interfaces.

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Respect Security
Keywords Caution: This option is not supported in the Classic Client interface.

When this option is selected, security keywords are respected when
displaying documents within the queue. Only documents 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 this level, security keyword checks are performed on every
document in the queue.
Note: If a filter is applied to a queue configured for security keywords,

the security keywords are still respected, but all documents within
Document Types configured at the filter level are displayed regardless of
whether or not the Document Types are configured for security
keywords at the queue level.
Selecting this option enables a Document Types button. Upon clicking

this button, an Assign Document Types to the Queue dialog box is
displayed. Select the Document Types you want to assign to the queue.
If you click the Select All Document Types Assigned to the Life Cycle
button, all of the Document Types currently assigned to the Life Cycle to
which the queue belongs are selected. Click Add>>. Click Close when
this is configured.
Hide Document Count If this option is enabled, the number of documents within the queue is
not displayed in the Client module. If it is disabled, the number of
documents within a queue is displayed. If no documents exist in a
queue, a zero will be displayed for the count.
Note: For the Web Client and Java Client, if the Web Servers
web.config file ShowQueueCounts option is set to true, it will not
override the individual queue's Hide Document Count setting. If
ShowQueueCounts is set to false, no queue counts will be displayed.
Disable Logging Every time a document enters or exits a queue, an entry is made in the
Workflow log. Checking this option disables the logging function.
Hidden Hides the queue in the Clients Tree View and Graphic Layout, even if the
user has rights to the queue.

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Override Document When the For Primary Document option is checked, allows users who
Modification Privilege do not have a modify privilege to modify a document and update its
keywords that is 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.
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 that is a document within the Work Folder within the queue.
Note: Users do not need access to the documents 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.
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 Clients 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 This option allows users access medical record charts residing in this
queue from the Medical Records Management (MRM) Web Client.
If this option is selected, then the queue is accessible from the MRM
Web Client. If it is disabled, then the queue is not accessible from the
MRM Web Client.
The MRM Web 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,
Reanalysis, or Coding in the MRM Web Client.
If this queue will be used for deficiency creation (Analysis) or
confirmation (Reanalysis), 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 MRM Web Client but should
not be used for Analysis, Reanalysis, or Coding, then select
<None>.
See the Medical Records Management Solution module reference guide
for more information.

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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.
Click Save before leaving the queue configuration section to keep your settings. If you make
changes without clicking Save and go to another area in the tree view, the system displays a
Confirm prompt box asking you if you if you want to save before you move on.
Allowing Users to Override the Auto-Feed Documents Setting

A user can override the Auto-Feed Documents setting configured for queues and view all
documents 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

When a queue is configured with the Auto-Feed Documents options, locks are placed on
documents. When the user first opens the auto-feed queue, the first available document in
the queue is displayed. The document has an auto-feed lock placed on it, which can be viewed
by selecting Admin | Utilities | Process Lock Administration in the OnBase Client.
processing the same document. 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.

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Advanced Tab
When you click on each queue, an Advanced tab is available that provides queue level
configuration options.
Queue Types
The Queue Type drop-down list is the first field in the Advanced tab. You may choose to skip
this setting, in which case the default setting of Standard prevails. The Configure button is only
active when Load Balancing is selected from the list.
Caution: Changing queue types clears information that is not required for the newly selected
type.
Standard
A Standard queue type has no special configuration. Users with access to a standard
queue can see and perform work associated with any of its documents.

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Load Balancing Queue

A Load Balancing Queue distributes documents according to the different
assignments described below. Before configuring Allocated Percentage, Keyword
Based, or By Priority queue types, you must first configure Members. See Configure

Members on page 198.
All users/user groups that work is distributed to must have rights to the load balanced
queue.
Note: If a Default user was configured for load balancing, certain configurations options will be
available. In these cases, the first document received in the queue will be assigned to the
Default user. The Default user will also be assigned documents that do not meet load balance
criteria configured for any of the other assigned users.
Select Load Balancing Queue and click Configure to assign one of these types:
Allocated Percentage Configuration. See page 195.
By Priority Configuration. See page 195.
In Order Configuration. See page 196.
Keyword Based Configuration. See page 196.
Match Keyword to User Name Configuration. See page 197.
Rules Based Configuration. See page 197.
Shortest Queue Configuration. See page 198.
Caution: The Administrator user should not be included as a load balancing member. By default,
the Administrator has rights to see all documents in a load balancing queue.
Allocated Percentage Configuration

Allocated Percentage assigns a specified percentage of the system documents to each user.
1. Select Allocated Percentage in the Assignment Type drop-down list.

2. Click the Configure button.
3. Select a user or user group from the User or User Group drop-down list. Enter a
number representing the percentage of documents they receive.
4. Click the Save button to add the information to the User or User Group list.
5. Repeat steps 3 and 4 until 100% of the documents are assigned.
6. Click the Close button when finished.
Note: If the sum of the percentage amounts is not equal to 100 when you save and close the
dialog box, a Confirmation Box displays, asking if you would like to exit. If you choose Yes, the
percentage of documents unaccounted for are not routed to a user/user group.
By Priority
By Priority distributes documents to users based on the priority assigned to documents.
Priority values are assigned to specific user groups.
1. Select By Priority in the Assignment Type drop-down select list.

2. In the Assign by Priority Configuration dialog box, enter a Priority value (1-999) and
select an Operator that define a specific priority criteria.

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3. Select the User or User Group from the drop-down select list.
4. Click Save.
5. Repeat steps 2 through 4 until all priority assignments are configured.
6. Click Close.
In Order Configuration
In Order distributes documents to users in a specified order until all of the documents in the
system have been assigned. As additional documents enter the system, assignments continue
with the next member or group in the rotation.
1. Select In Order in the Assignment Type drop-down list.

2. Click the Save button.
3. 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.
4. The documents are routed to the User/User Groups specified in the Members
configuration. This is performed in alphabetical order.
Note: If no Default Recipient is defined, the document is assigned to the first user or user
group assigned to that queue.
Keyword Based Configuration

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.
1. Select Keyword Based in the Assignment Type drop-down list.

3. Select a keyword type from the Keyword Type drop-down list on the Keyword Assign
Configuration window.
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 a Keyword Value in the Value field.
Note: Regardless of the workstations 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 a User or User Group from the last drop-down list. This indicates who receives
the document based on its Keyword Value.

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6. Click the Save button to add this information to the list.
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 Configuration
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: 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.
1. Select Match Keyword to User Name in the Assignment Type drop-down list.
3. Select the user name Keyword Type from the Keyword Type drop-down list in the Match
Keyword and User Name window.
Rule Based Configuration
Rule 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:
SYS - Assign Related Document to User
SYS - Assign to User
SYS - Remove All User Assignments
SYS - Remove All User Assignments from Related Documents
SYS - Remove User Assignment
SYS - Remove User Assignment from Related Document
1. Select Rule Based in the Assignment Type drop-down list.

users.

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3. Click Save.
Note: If there is no Load Balancing Work configured for the queue, nothing occurs when
Rebalance is selected.
For more information about configuring Load Balancing Work, see Configuring Load Balancing
Work on page 231.
Shortest Queue Configuration
Shortest Queue initially assigns documents to users one by one in an orderly fashion. As
additional documents enter the system, assignments are made to the user with the fewest
unprocessed documents that is encountered first by the system.
1. Select Shortest Queue in the Assignment Type drop-down list.

users.
Configure Members
1. Activate the Members drop-down list by choosing Load Balancing Queue in the Queue
Type drop-down list.
2. Select Users, User Groups, or Roles from the Members drop-down list.
Caution: When configuring a Match Keyword to User Name load balancing queue, only the Users
option is supported.
Note: Some window titles and field names display User, User Groups, or Roles, depending on
which member type you choose.
Note: The Coverage tab is not available when Roles or User Groups is selected.
Note: When Roles is selected, the Load Balancing Queue Assignment Type is automatically set to
Rules Based.
3. Click the Configure button next to the Members field.

4. In the User, User Group, or Roles Selection box, select a name in the Available list and
click the Add>> button. When configuring user, the Available list displays the user
name followed by the configured real name in parenthesis.

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5. From the Default Recipient drop-down list, 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.
6. 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 Types value will be populated with
the assignment.
Note: If this is configured in conjunction with Match Keyword to User Name load balancing
queue type, the Keyword Types value will not be populated with the assignment.
7. If Users is selected for the Members drop-down list, a Role Selection button is available.
This button allows you to assign users based on their roles. For more information, see
Configuring Role Selection on page 200.
Caution: When editing the Members drop-down lists setting, a message stating Changing the
member type will delete all configuration information for the previous type. Change anyway? is
displayed. After clicking Yes, the previously configured Members setting and configured members
are cleared and the change made to the drop-down list setting is saved.

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Configuring Role Selection

You can configure Users as load balancing members based on their roles. To assign roles:
1. In the queues Advanced tab, select Users from the Members drop-down list, then click
the corresponding Configure button. The User Selection dialog box is displayed.

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2. Click Role Selection. The Assign to Load Balancing Queue dialog box is displayed.

3. Select the role(s) you want to add. The users that belong to the selected role(s) are
highlighted. You can deselect users that you do not want to include in the assignment.
4. Click Add>>.
5. Click Update and Close.
6. Click Save.
Note: Users can be removed from the User Selection dialog box and the role(s) they belong to
will retain assignment settings.
Removing Members
If you remove a member to which documents are currently assigned, a message is displayed
stating There are currently document assignments related to this user group/user/role. Are you
sure you want to remove the user group/user/role? Click Yes to remove the member. Click No if
you do not want to remove the member. If you removed members that had document
assignments, assignments will be removed upon clicking Save.
Removing Users from a User Group Who are Members
If you remove a user from a user group who is currently a member of a load balancing queue
and has documents assigned, a warning will display upon removing the user from a user
group. This warning states The user is a load balancing queue member and has documents
assigned. User may lose access to these documents if removed from the group. Are you sure you
want to continue? Click OK to remove the user. Upon removal, the following occurs:

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All documents assigned to the removed user are reassigned to the default user (if
configured) or to <Unassigned>.
All Load Balancing information (Allocated %, Keyword-based, etc.) for the removed
user is removed.
The user is removed from all drop-down lists in the Load Balancing configuration
dialog boxes and from the Load Balancing tree in the Client.
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.
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.
Work Folder
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 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.

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Default Template
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.

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.
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 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

The Inbox Refresh Rate 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 Clients 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 feature to function in the Core-based Client interface,
the Refresh tree counters Workstation Option must be selected.

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Sort Options
The Sort Documents By section allows you to set the display order for entries in the Document
window in the Client module.
Sort Type Description
<None> Documents are not sorted.
Document Handle Documents are sorted on the unique document identifier that was
stored when the document first entered the system.
Document Name Documents are sorted on the configured Auto-Name string for the
Document Type, in ascending order.
Document Date Documents are sorted by the document date, in ascending order.
Entry Time Documents are sorted on the date of entry to the queue (arrival time),
in ascending order.
Priority Documents 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 999 would be the lowest priority. When sorting
descending, 999 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
Handle, Document Name, Document Date, Entry Time, or Priority) to
descending, instead of the default (ascending) order.
Window Titles
The Window Titles button calls the Tab Name Configuration dialog box. This box allows you to
rename the tabs on the Workflow Inbox windows, which by default are labeled Life Cycle View,
Document, User Interaction, and Work Folder.
To change a window title:
1. Select the window you would like to change from the Window drop-down list.
2. Type a new name over the text in the New Window Title drop-down list and click the
Save button.
3. Repeat steps 1 and 2 to change other window titles.
4. Click Close.
To delete a window title:
1. Select the window title to delete from the New Window Title drop-down list and click
the Delete Title button.
2. A Confirmation box displays, informing you that any windows currently using that title
will reset to their default title. Click Yes to continue or No to leave the title unchanged.
3. Repeat steps 1 and 2 to delete other window titles.
4. Click Close.
User Task Order

The User Task Order button allows you to change the display order of ad hoc user tasks in the
task bar.

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After clicking User Task Order:
1. The Sequence dialog box displays a list of ad hoc user tasks.

2. Use the Move Up and Move Down buttons in the Sequence window to change the order.

3. Click Close when finished.
4. Double-click the Ad Hoc User Tasks folder to display the new task list order.
User Privileges
In the User Privileges dialog box, you can assign users rights to administrative functions.
To open the User Privileges dialog box, click User Privileges on the Advanced tab.

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Within this dialog box, you can assign the following privileges:
Privilege Description
Load-Balancing Administration Grants access for selected user to the Load Balancing
Administration dialog box and the functionality contained within
this dialog box.
See Other Users Documents Grants access to the See Other User's Documents queue right-
click menu.
Note: Users can also view other users documents 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 documents in a queue
configured with the Auto-Feed Documents setting by granting
access to the Show All Documents right-click menu for queues
configured for Auto-Feeding Documents.
Note: In the Unity interface, users with this privilege can

perform tasks on documents 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.
To assign users privileges:
1. Rights can be granted to a user or a User Group. You can display the User Groups
currently assigned to the queue by selecting the User Groups with Rights to the Queue
option. You can display users currently assigned to the queue by selecting the Users
with Rights to the Queue option.
2. Select the appropriate user or User Group.
Note: User names are followed by the configured real name in parenthesis.
3. Select the appropriate privilege(s) check box(es).

4. Click Save.
5. Repeat steps 2 and 3 for each user.
To remove a user, select the user from the list of configured users and click Remove.

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If you want to edit an existing configuration, select the user, add and/or remove privileges,
and click Save.
Filters Tab

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 check box is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. When this option is
checked, only the assigned filters are available. When the option is not selected, any custom
query configured as a Workflow Filter can be used to filter the Workflow inbox. 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 user interface.

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Assigned Filters
The Assigned Filters 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 a Workflow Filter that are assigned to the queue and that the
user has permission to are displayed for selection when Filter Inbox is displayed.
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. These 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.
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. In the Desktop, the default
filter will override the persistent filter. The use of persistent filters in the Desktop is initiated
by right-clicking in the Document window and selecting Filter Inbox | Use Persistent Filters.
Persistent filters are not supported in the Web or Java Web Clients.
Note: Use caution when using a filter with a queue configured with the Auto-Feed Documents
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.

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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.

Coverage Tab
For information about coverage functionality and configuration, see Assigning Queue
Coverage on page 697.
Monitoring Tab
The Monitoring tab provides access to features that monitor queue document counts.
Queue Watermarks
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. Select the Use Watermarks check box.

2. Enter the appropriate number of documents for the High Watermark Warning and Alert
levels and click the corresponding Log check box.
3. Enter the appropriate number of documents for the Low Watermark Warning and Alert
4. Click Save.

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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. (Warning or Alert)
count surpasses the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the
document count reaches the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the
document count goes below the Low Watermark. (Warning or 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.
Icon Tab

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Click the Icons tab to select an icon to symbolize the queue in the Graphic Layout and in the
Tree Configuration window. This is an optional setting.

The default representation of a queue in the Graphic Layout is a gray square. A selection from
the Icon drop-down list overrides this default setting. A selection from the Small Icon drop-
down list replaces the folder with an icon in front of the queue name in the Tree Configuration
window. The default in this view is a yellow folder.
Note: The default representation of a queue in the Graphic Layout for the Web Client Workflow
is a notebook.
Note: Icons are only available after they have been stored in the SYS System Icons and SYS
System Bitmaps Document Types.

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Workflow Queue Right-Click Menu

Right-clicking on a queue in the Configuration module displays the following options:
Add Load Balancing Work This option is only enabled for Rules Based load balancing queues.
Once load balancing work has been added to a Rules Based queue,
this option is no longer enabled. See Adding Load Balancing Work on
page 231 for more information.
Delete Removes the reference to the queue from that portion of the life
cycle or from the life cycle entirely, depending on the user response
to the Queue <name> is no longer in use. Destroy permanently?
prompt box.
Note: 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 Workflow Timer Service Administrator.
User Group Displays the Assign Work Queue to User Group dialog box, and
allows for editing of the currently assigned user groups for that
queue.
Edit Comments Enables editing of the contents of the comment field stored for that
queue. Comments display when the mouse pointer rests on the name
of the queue in the Workflow Configuration tree.
Rename Allows the name of the queue, as it appears in the Workflow tree, to
be edited. All occurrences of the queue within the same life cycle will
be renamed.
Expand Tree Causes the contents of the queue (i.e., any rules, actions, or tasks
defined for the queue) to be fully displayed in the tree.
Transitions
For the life cycle to route documents manually, queues must be configured with transitions.
Transitions can either be added in the Graphic Layout or in the Tree View.
Transitions in the Graphic Layout

Adding
1. To enable transitions, click the New Transition button.

2. With the button selected, click on a queue and drag your mouse pointer to the queue
to which the documents will be transitioned. This draws an arrow connecting the
queues. The direction of the arrow determines the direction in which the document
moves. In order for a document to travel in both directions, between two queues, you
need to insert a transition in both directions.

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Deleting
1. To delete a transition, click the Erase button.

2. With the button selected, click on a transition. A Delete Confirmation box displays. Click

Yes to delete the transition, click No to cancel. If a transition goes between two
queues, the last one drawn is the first one deleted.
Configuring
Once a transition is drawn, a Transition Configuration dialog box displays.
Item Description
From: The documents origination queue.
To: The documents destination queue.
Hidden Makes the transition invisible in the Client Graphic Layout.
Transitions in the Tree View

Adding
1. Right-click on the Transitions folder and select New Transition.
2. Select a queue in the current life cycle to transition to.
Deleting
1. Right-click on the transition name and select Delete.
2. Click Yes to proceed and the transition is removed from the system. Click No to cancel.
Attaching Work to Transitions

You can attach work to transitions and view existing transitions in the Tree Configuration.
Transition work can be configured to occur directly before or immediately after the document
moves. Performing work on a transition can save processing time if the origin of a document
is important in the next queue. For instance, the receiving queue may have a task that routes
a document to a specific queue based on a Keyword Value. If that task/work is performed on
the transition you do not need to perform it in the queue, saving a step.

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To use these options, first create the transition action in the life cycle, and then create the
pre- or post-transition task list. The task list is performed before system work on a pre-
transition and after the system work on a post-transition.
Create a transition task list

2. Select a life cycle.
3. Expand the queue that will receive the task list.
4. Open the Transition folder and create a new transition or use an existing transition.
5. Right-click on the transition and select Add Pre-Transition Task List or Add Post-
Transition Task List.
The following options are available after right-clicking a transition:
Option Description
Change Destination Changes the destination queue of the transition.
Add Pre-Transition Task Adds a task list to be executed before the transition is executed.
List
Add Pre-Transition Test Adds a rule, which is evaluated before the transition takes place. If
the rule evaluation returns false, the transition is cancelled. If the
rule evaluation returns true, the transition proceeds. This test
ensures that a transition is allowed to proceed out of the queue.
Add Post-Transition Task Adds a task list that is to be executed when the transition completes.
List
Note: This task list is executed after the system work in the
destination queue is performed.
Delete Deletes the transition and associated tasks.
Edit Comments Displays the Comments dialog box. Comments pop up when the
pointer is held over the transition name in the Tree Configuration.
Rules
Adding
1. In the Tree Configuration window, right-click the task list to which you are going to add
the rule.
2. Select New Rule.
3. Type the name of the new rule in the field. If you have previously added rules, a list
allows you to select an existing rule; however, if you make changes to the rule, they
take effect everywhere that rule exists.
4. Press Enter.
Note: The rule name displays in red until a rule type has been selected.

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Deleting
1. Right-click the rule name and select Delete.
2. Click Yes to proceed and remove the rule from the system. Click No to cancel the

action.
3. If the rule is not in use elsewhere in the life cycle, a Confirm box is displayed. Answer
Yes to delete the rule from the system. Select No and the rule remains in the system
and can be selected from the drop-down select list when another rule is added to the
life cycle.
Configuring
Option Description
Disable Allows you the flexibility of turning off a rule without deleting it. A rule in a
disabled state appears grayed-out. The rule can be reinstated, without
reconfiguring, by re-selecting this box.
Enable Debug Used for determining the location of logic problems in a Workflow configuration.
Breakpoint Causes a message box to display before the execution of the rule.
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 Execution When this check box is selected and the rule is executed, an entry is made into
the system's database. If the rule is disabled when an entry is made, it will be
logged in the system's database that the rule was disabled at the time of
execution.
On Failure All rule types allow you to configure what happens when the rule fails. Click On
Failure to display the On Failure dialog box.
Show Message on Failure: Allows you to display a message when the rule fails.
Activates the Help Text box.
Help Text: Text message that displays when the rule fails.
Override User Group: Specifies members of a user group that have the ability to
override the failure of a rule.
Override Key Type: Only has meaning if the Override User Group field is
configured. Allows selection of a Keyword Type in order to save the users
response to the override as a keyword. This lets you distinguish documents that
succeed on the rule from those that succeed on an override of the rule.
Note: This option is only supported in the Classic Client interface.

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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.
For more information about rules, see Rules Descriptions.
Copy and Paste 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.
1. Right-click on a rule and select Copy.

2. Select the task list to receive the configured rule, right-click and select Paste | Paste
Rule.
The Confirm Paste dialog box is displayed, asking Are you sure you want to Paste? If you
do not want this dialog box to display every time pasting occurs, select Do not remind
me again.
3. Click Yes to paste the rule. Click No to cancel. If you do not want this dialog box to
display every time pasting in Workflow occurs, select Do not remind me again.
4. If the rule already exists in the life cycle, a dialog box asking Rule name of rule is
already present in this Life Cycle. Do you want to use it? If you click Yes, the same rule
will be pasted. If you click No, the Rename Rule Dialog dialog box is displayed, allowing
you to rename the pasted rule, creating a new rule that contains all of the
configuration information from the copied rule.
Note: Rules that have been added, but not assigned a rule type, appear in red in the tree
configuration view. If a rule is not fully configured, processing is aborted. In some situations,
rules not fully configured may return a false result if the value is determined before the
missing configuration information is encountered.
Rule Right-Click Menu

Right-clicking on a rule displays the following options:
Option Description
Delete Removes the reference to the rule from that portion of the life cycle or from the
workflow entirely, depending on the user response to the Rule is no longer in use.
Delete permanently? prompt box that appears.
Edit Enables editing of the contents of the comment field stored for that rule. Comments
Comments display when the mouse pointer rests on the name of the rule in the Workflow
Configuration tree.
Rename Allows the name of the rule, as it appears in the Workflow tree, to be edited. All
occurrences of the rule within the same workflow will be renamed.
Copy Saves a duplicate of the rule in memory, allowing the rule to be pasted into other
queues or life cycles.

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Option Description
Expand Tree Causes the contents of the rule to be fully displayed in the tree.

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 workflow, otherwise the new action will not
work. 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. The task may affect a document, an HTML form, a keyword, a notification, or a
system function. Once an action type is selected, OnBase prompts you for additional
information required in order to perform the task.
Adding
1. In the Tree Configuration window, right-click on any task list within the queue to
receive the new action.
2. Select New Action. A field or drop-down select list for that entry displays. A drop-down
select list only displays if other actions have been configured for this queue.
3. Type the name of the new action in the field or select an existing action from the drop-
down select list.
4. Press Enter.
Note: The action name displays in red until an action type is configured.
Deleting
1. Right-click on the action name and select Delete.
2. Click Yes to remove the action from the system. Click No to cancel the action.
3. In the Confirm box, select Yes to delete the action permanently or No to delete the
action but keep it available on the drop-down select list for future use.
Configuring
Once you have added a new action, and while the action is selected, the right side of the Tree
Configuration window displays an action configuration section.
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.

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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 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.
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.
Note: Actions that have been added, but not assigned an action type, appear in red in the tree
configuration.
For more information about Actions, see Actions Descriptions.
Copy and Paste 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 | Paste
Action.
The Confirm Paste dialog box is displayed, asking Are you sure you want to Paste?
3. Click Yes. Click No to cancel. If you do not want this dialog box to display every time
pasting in Workflow occurs, select Do not remind me again.
4. If the action already exists in the life cycle, a dialog box asking Action name of action
is already present in this Life Cycle. Do you want to use it? If you click Yes, the same
action will be pasted. If you click No, the Rename Action Dialog dialog box is displayed,
allowing you to rename the pasted action, creating a new action that contains all of the
configuration information from the copied action.

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Workflow Action Right-Click Menu

Right-clicking on an action displays the following options:

Add Pre- Allows for the configuration of a rule that the action is conditional upon. Select Pre-
Action Test Action Test and a new rule is created.
Delete Removes the reference to the action from that portion of the workflow or from the
workflow entirely.
Edit Enables editing of the contents of the comment field stored for that action.
Comments Comments display when the mouse pointer rests on the name of the action in the
Workflow Configuration tree.
Rename Allows the name of the action, as it appears in the Workflow tree, to be edited. All
occurrences of the action within the same workflow will be renamed.
Copy Saves a duplicate of the action in memory, allowing the action to be pasted into
other queues or life cycles.
Forms
Note: For Keyword Values to be added, the Keyword Types configured on the user form must
be assigned to the active document in Workflow.
Adding
1. Select Workflow | User Forms. The User Forms dialog box displays.
2. Select the life cycle for which the form will be added from the Life Cycle drop-down list.
Note: Only life cycles for which you have configuration rights will be available for selection.
3. Type the name for the form in the field below the Form Name list.
4. Click Save.
Configuring
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.
1. Select Workflow | User Forms.

2. Select the appropriate life cycle and form.
3. Click Configure on the User Forms dialog box to open the User Form Configuration dialog
box.

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4. Type the file path in the Form 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.
Note: Date entry format uses the Windows regional settings.
5. Click Save & Close.

6. Click Close on the User Forms dialog box once the location to the form has been saved.
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 Form - Display HTML Form for This Document and/or Form - Display HTML Form for
Related Document Workflow actions.
The form field must be configured in the following format:

OB_WFPROPERTY_propertyname_instancenumber
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
Configure
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:

2. In the User Forms dialog box, choose the life cycle to utilize the form from the Life Cycle
drop-down list.

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3. The Form Name list displays all the forms currently available for that life cycle. Type a
name from your new form in the field below this list and click Apply.
4. With your new form selected in the Form Name list, click Configure.
5. In the User Form Configuration dialog box, type in the URL of the form you wish to use,

in the form http(s)://www.domainname.com. Click Save.
6. At the User Forms box, click Close to complete the configuration. You may also click
Delete to remove your newly added form. The Clear button de-selects the selected
form name.
7. The Form drop-down list on the action configuration screen is now available for user
form selection.
Note: 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 forms 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:
document.forms.item(0).action = 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.
Deleting
1. Select the Workflow | User Forms. The User Forms dialog box displays.
2. Select the life cycle from which you are removing the form from the Life Cycle drop-
down list.
3. Select the name of the form in the Form Name list.
4. Click Delete. A Delete Confirmation box appears.
5. Click Yes to delete this form from the life cycle. Click No to cancel.
Note: If the form is in a life cycle, it will not be deleted until it is no longer in use.
Notifications
Note: In the Web Client, the IIS Admin and World Wide Web Publishing services must be run
using a network user account in order for external notifications to execute correctly in
Workflow.

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Adding
1. Select Workflow | Notifications. The Workflow Configuration-Notifications dialog box
displays.
2. Select the life cycle to which you are adding the notification from the Life Cycle list box.
The notifications created for that life cycle populate the Notification Name list.
Note: If <None> is selected, the notification will be available across all life cycles.
3. Type the name of the new notification in the text box below the Notification Name list.
4. Click Apply to add the notification to the Notification Name list.
Deleting
1. Select Workflow | Notifications. The Workflow Configuration-Notifications dialog box
displays.
2. Select the life cycle containing the notification from the Life Cycle list box. The
notifications created for that life cycle populate the Notification Name list.
3. Select the name of the notification in the Notification Name list.

4. Click Delete to remove the notification from the life cycle. Click Yes to delete this
notification from the life cycle. Click No to cancel.
Note: Only unused notifications can be deleted from a life cycle.
Configuring
Note: Non-document items cannot be sent as attachments in notifications.
1. After a notification has been added to a life cycle, select the notification in the
Notification Name list and click the Configure button. The Notification Configuration
dialog box displays.
2. In the Subject field, type a name for the notification. You can also include keywords as
well as keyword symbols that are described in the table below.

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3. In the Message field, type the message to be sent. You can include keywords and
keyword symbols in the Message field. Click inside the field and either type the symbol
or click the symbol's button from the right side of the dialog box to add the symbol.

Note: Internal notifications are restricted to 250 characters in length. The character length of
notifications sent to external addresses are only limited by the database application.
Note: If you want to include the percent sign (%) in notification text, you must place two
percent signs (%%) to represent that percent sign. If only one percent sign is entered, the
percent sign will not display in the notification text.
Note: Links can be configured for a Life cycle and Queue, or Life cycle, Queue, and document,
but not just a Life cycle.
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, %K101.4
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.

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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 user name (if configured) of the user who created the current
document. If a real user name is not configured, a blank space will be displayed.
%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 alone
will not preserve the spaces, and therefore, the property will not be correctly
identified. When %V is used with a property name containing space in conjunction
with a formatting code, the property will be identified. %C(VProperty Name) would
be an example of property with spaces that will be identified correctly with the first
letter capitalized. This formatting option are available for the following actions:
Prompt User with Question Box/SYS - Prompt User with Question Box, Create Note/
Doc - Create Note on This Document/Related Document, Display Message Box/
Notify - Display Message Box, and Custom Log Entry/SYS - Custom Log Entry.
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.

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4. Use the Keyword Type drop-down list to add a keyword to the message. The Keyword
Itemnum number is displayed in parenthesis next to the Keyword Type name. If the
keyword type has multiple values on a document, specify the number of occurrences
of the 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 (%C) (capitalizes the first word of the value),
Capitalize Words (%W) (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 (%U) (all character in value are capitalized), or Lowercase (%L) (all
characters of value are lowercase). When the Keyword is selected, the symbol for the
Keyword Value and the number of occurrences populate the Message field at the cursor
location.
5. If you are configuring multiple values for a Keyword Type to display, you can specify
the characters that separate the values using the Keyword Separator and Last Keyword
Separator drop-down lists. The options are a dash (-), a comma (,), and, and or. The
Last Keyword Separator drop-down specifies the separator displayed between the last
two values.
6. If you want to provide a link to the relevant document within the notification, place
your cursor in the appropriate place within the Message box and click URL. The URL
Configuration dialog box is displayed. Select whether the server is using a SSL or not.
Select HTTPS to specify that SSL is used. Otherwise, select HTTP. Enter the Server
Name of the OnBase Web Server. If appropriate, enter the Virtual Root where the
OnBase Web Server is installed. Click OK.
7. If you want to provide a DocPop link to the relevant document within the notification,
place your cursor in the appropriate place within the Message box and click Docpop.
The DocPop link only generates a link based on document handle (docid) and
checksum using the Docpop button. The URL Configuration dialog box is displayed.
Select whether the server is using a SSL or not. Select HTTPS to specify that SSL is
used. Otherwise, select HTTP. Enter the Server Name of the OnBase Web Server. If
appropriate, enter the Virtual Root where the OnBase Web Server is installed. Click OK.
Note: In order for the checksum to work correctly, the web.config file must have DPCheckSum
set to true. For more information about DocPop, see the DocPop Module Reference Guide.
8. Select Recipients to configure who receives the notification when it is sent. A Recipients
for [notification name] dialog box displays, showing you who is currently configured to
receive the notification.
9. Different types of recipients can be configured for a notification from the Type drop-
down select list:
Address: allows you to specify an External mail e-mail address to be used for the
notification.
Keyword Type: takes the value of that Keyword Type on the current document, 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 can contain multiple addresses, separated by a comma or a semicolon.

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Load Balancing Members: when selected, a drop-down select list containing all of the
load balancing queues in the system displays. 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
document is assigned to) in the Client has an e-mail address configured (select Users
| User Names/Passwords and click Settings), an e-mail 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.
Role Members: when selected, a drop-down select list containing configured roles in
the system is displayed for configuration.
Note: The Role Members recipient option is not supported for the Classic OnBase Client User
Interface.
User: sends the notification to specific users.

User Group: everyone who is a member of the user group receives the notification.
Caution: Extra characters, such as '[', ']', '<', '>', will cause notifications to not be sent properly.
Using prefixes such as "mail:" and "fax:" before e-mail addresses will cause notifications to not
be sent properly.
10. To send the notification internally, you must select the Internal mail option before
clicking Add.
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 e-mail address is
present.
To send the notification externally, select the External mail option before clicking Add.
Note: When sending an external notification, an e-mail address must be present for the
notification to be sent. OnBase will not attempt to match e-mail accounts with internal user
names. However, OnBase will attempt to match internal user names with e-mail accounts.
To send the notification both internally and externally, select Both Internal and External
before clicking Add.
Note: After a system upgrade, if recipients were previously configured, the Mail Type may be
displayed as Not Configured. The users mail type must be updated. To update the mail type
used for a user, select the user, select the appropriate mail type radio button, and click
Update Mail Type. If the mail type is not updated, the recipients will be handled in the
following way: User and User Group notifications will be sent as internal mail; Address
notifications will be sent as external mail; load balance queue recipients will retain the
Internal or External setting as previously configured; Keyword recipients will first try to
resolve the value as an internal user and if found, an Internal notification is sent. If a valid
OnBase user is not found, an attempt is made to resolve the value with an e-mail account and
send it externally.

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11. Once a type has been configured, click Add. 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 9 through 11 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 e-mail address/distribution list is included for an external notification, the
invalid addresses are ignored and the e-mail is sent to any valid addresses/distribution lists.
To remove a recipient from a notification, select the name of the recipient in the list or
the appropriate drop-down list. Click Remove.
Note: In the case of multiple recipients with the same name, messages will not be sent. An
error message will display.
12. When the Send Attachments as Unity Pop option is selected, the notification will be sent
via the Distribution Service and the attachments will be sent as Unity Pop URLs.
13. If you are licensed for Integration for Microsoft Outlook 2007 or Integration for
Microsoft Outlook 2010 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 Documents or Exclusive Document
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: In the Message field, you can use HTML tags to format your e-mail notifications (e.g.,
format the font, embed images and logos). An <html> tag should designate the point youd
like the HTML formatting to begin. For example:
<html>
<body>
<font size="6" face="arial" color="red">Greetings, </font>
<b>Sincerely,</b>
<img src="logo.gif/>
</body>
</html>
The clients default e-mail format must be HTML.
Sending Notifications via System Tasks

Notifications can be configured for use as a system task. Additional steps are required for this
configuration:
Assign User Rights
1. Select Users | User Groups / Rights.

2. Select the user group name and click System Tasks.
3. Select the system task name that is configured to send the notification and click
Add>>.

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4. Click Close on the System Tasks window and Exit on the User Groups & Rights dialog
box.
Assign Document Types
1. Select Document | Document Types.

2. Select the Document Type and select System Tasks.
3. Select the system task name that is configured to send the notification and click
Add>>.
4. Click Save on the Task List Selection screen and Close on the Document Types dialog
box.
Task Lists
A task list is a series of actions and rules that are executed with respect to a document in a
queue, or the current document in the system. When a task list for a document is initiated,
the task list is executed on the document until the document transitions out of the queue that
began the task list. A task list is also referred to as work.
When a task list is run on multiple documents and a document is encountered that is
processed locked by another user, the processed locked document is not processed and a
message is logged in Document History and the task list is executed on the other unlocked
documents. Locks placed on a document by a user other than the user executing the task list
are not removed when the task list is complete. If a document processed by the task list has
a process lock, the last execution result is false. Actions that deal with related documents
vary in behavior regarding last execution results. See Last Execution Result Behavior for
Related Document Actions on page 604 for more information. In addition, action behave
differently when working with documents managed by the Records Management module. See
Records Managements Effect on the Last Execution Result on page 604 for more information.
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.

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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
On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.
On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.
The check boxes below the Break On section are described below:
Option Description
Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition
Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.
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.
Breakpoint
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.

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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 option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
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 Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 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 Documents or Exclusive Document 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 with the following modules:
Mobile Mobile Access for Android Phone
Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry
Note: Actions that require user interaction are not supported for use with these
modules.
Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
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 Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.
Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks 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 the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

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Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Adding Load Balancing Work
Load balancing work is triggered when a document enters the queue. The rules and actions
are performed by the workstation that places the document in the queue. To add load
balancing work:

3. Expand the queue where the work will occur.
4. Right-click on the queue and select Add Load Balancing Work.
Note: This option is only enabled if you are accessing it from a rule-based load balancing
queue. Once load balancing work has been added, the option becomes disabled.
5. Right-click on the Load Balancing Work folder and select New Rule, New Action, or New
Task List.
6. Type the name of the load balancing work in the field or select an existing entry from
the drop-down list. Press Enter.
7. Grant access to the appropriate user groups by selecting the name and clicking
Add>>.
8. Click Close.
Note: It is recommended that actions that require user interaction not be used as load
balancing work.
Deleting Load Balancing Work

1. Expand Load Balancing Work to expose the individual tasks and task lists associated
with it.
2. Right-click on the task or task list name and select Delete.
3. Click Yes to remove the work from the system. Click No to cancel.
4. In the Confirm box, click Yes to delete the load balancing work permanently or click No
to delete the load balancing work but keep it available on the drop-down list for future
use.
Configuring Load Balancing Work

While the Load Balancing Work task list is selected, the Tree Configuration window displays the
task list configuration section.
Adding System Work

System work is triggered when a document enters the queue. The rules and actions are
performed by the workstation that places the document in the queue.

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To add system work:


4. Right-click on System Work and select New Rule, New Action, or New Task List.
5. Type the name of the rule/action/task list in the field or select an existing entry from
the drop-down. Press Enter.
Add>>. Click Close.
Caution: System work that requires user interaction is not supported in the Core-based
Deleting Tasks from System Work

1. Expand System Work to expose the individual tasks and task lists associated with it.
4. In the Confirm box, select Yes to delete the system work permanently or No to delete
the system work but keep it available on the drop-down list for future use.
Configuring System Work

While the System Work folder is selected, the Tree Configuration window displays the task list
configuration section.
Break On
Option Description
Success
Failure
Never
of the evaluation.

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Option Description

Execution
After
Transition
Tickets
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.

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Option Description
Devices
modules.
Icon
Configuration.
Help Text
Assigned Tasks
Adding User Work

4. Right-click on User Work and select New Rule, New Action, or New Task List.
5. Type the name of the rule/action/task list in the field or select an existing entry from
the drop-down. Press Enter.
Add>>. Click Close.

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Deleting Tasks from User Work

1. Expand User Work to expose the individual tasks and task lists associated with it.
2. Right-click the task or task list name and select Delete.

3. Click Yes to remove the work from OnBase. Click No to cancel.
4. In the Confirm box, select Yes to delete the system work permanently or No to delete
the system work but keep it available on the drop-down list for future use.
Configuring User Work

While the User Work folder is selected, the Tree Configuration window displays task list
Break On
Option Description
Success
Failure
Never
of the evaluation.
Option Description
Execution
After
Transition
Tickets

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Option Description
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.
Devices
modules.

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Icon

Configuration.
Help Text
Assigned Tasks
Create Ad Hoc Tasks

To create new work, right-click on the new task to display the available menu options. Select
either New Rule, New Action, or New Task List in order to begin creating the optional work that
the user may elect to perform.
Adding an Ad Hoc Task List

Ad hoc tasks are tasks that the user decided to perform if necessary. Ad hoc tasks are

2. Select a life cycle, then select a queue.
3. Right-click on the Ad Hoc User Tasks folder in the queue where the task will be created.
4. Select New Ad Hoc User Task. A field or drop-down list for that entry displays. A drop-
down list only displays if other task lists have been configured for this life cycle.
5. Type the name of the new action in the field or select an existing action from the drop-
down list. Press Enter.
Add>>. Click Close. The window displays a task list configuration section.
Adding a Task to the Ad Hoc Task List

3. Select the Ad Hoc User Tasks folder.
4. To create a task under the new ad hoc task list, right-click on the task name to display
the available menu options.
5. Select either New Rule, New Action, or New Task List to begin creating optional work
that the user may perform.

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Deleting an Ad Hoc Task List

1. Expand the Ad Hoc User Task folder to expose the task lists associated with it.
3. Click Yes to remove the task from OnBase. Click No to cancel.

4. If the task list is not in use elsewhere in the life cycle, a Confirm box displays. Click Yes
to delete the list from the system. If you click No, the list remains in the system and
can be selected from the drop-down list when another task list is added to the life
cycle.
Deleting a Task from an Ad Hoc Task List

1. Expand the task list to expose the individual tasks and task lists associated with it.
2. Right-click on the task name (it could be an action, rule, or task list) and select Delete.
4. If the task is not in use elsewhere in the life cycle, a Confirm message box displays.
Click Yes to delete the task from the system. If you click No, the task remains in the
system and can be selected from the drop-down list when another task is added to the
life cycle.
Configuring Ad Hoc Task Lists

Within the Ad Hoc User Tasks folder, while an ad hoc task is selected, the right side of the Tree
Configuration window displays a task list configuration dialog box.
Break On
Option Description
Success
Failure
Never
of the evaluation.
Option Description
Execution
After
Transition

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Option Description

Tickets
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.

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Option Description
Devices
modules.
Icon
Configuration.
Help Text
Assigned Tasks
Password Protection
Caution: This option is not supported when using Single Sign-On.

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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 NT Authentication or LDAP Authentication, if the wrong password is entered
exceeding the configured failed login attempt limit, the user account is locked in Active
Directory.
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.
Workflow Ad Hoc Task Right-Click Menu

Right-clicking on an ad hoc task displays the following options:
Delete Deletes the task from the configuration of the current queue.
New Rule Allows for the addition of a rule to the task definition.
New Action Allows for the addition of an action to the task definition.
New Task List Allows for the addition of a task to the task definition.
On Abort Task LIst Allows the addition of a task list to be run when an abort occurs.
User Group Allows for editing of the currently assigned user groups for that task.
Edit Comments Enables editing of the contents of the comment field stored for that task.
Comments display when the mouse pointer rests on the name of the task in
the Workflow Configuration tree.
Rename Allows the name of the task, as it appears in the Workflow tree, to be edited.
All occurrences of the task within the same Workflow will be renamed.

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Copy Saves a duplicate of the task in memory, allowing the task to be pasted into
other queues or life cycles.
Paste Pastes the currently copied rule/action/task list into the selected ad hoc
task.
Expand Tree Causes the contents of the task (i.e., any rules, actions, or tasks defined for
the task) to be fully displayed in the tree.
Copy and Paste Task List

Once a task list is configured, it can be copied and pasted into other task lists within that life
paste a task list:
1. Right-click on the task list and select Copy.

2. Select the Ad Hoc User Tasks folder, right-click and select Paste Task List. In the Assign
Ad Hoc User Tasks to Usergroup dialog box, select the user groups to have access to this
task list and click Close. To paste the task list under System Work or User Work, right-
click and select Paste | Paste Task List. The Confirm Paste dialog box is displayed,
asking Are you sure you want to Paste?
3. Click Yes to paste the task list. Click No to cancel. If you do not want this dialog box to
display every time pasting in Workflow occurs, select Do not remind me again.
4. If the task list already exists in the life cycle, a message asking Task List <name> is
already present in this Life Cycle. Do you want to use it? is displayed. Click Yes to confirm
the paste. Click No to paste the task list with a different name. Specify the name you
want for the pasted task list and click Save. Subsequently, you will encounter a prompt
for every rule or action in the task list that already exists in the life cycle.
5. The Assign Ad Hoc User Tasks to User Group dialog box is displayed. Select the
appropriate user groups and click Close.
On Abort Task Lists
Note: On Abort task lists are only available in the Core-based and Web Client interfaces.
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 Exit 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.

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Adding On Abort Task Lists


3. Select User Work.
4. To create an On Abort task list for the entire set of task lists in User Work, right-click on
the task name to display the available menu options.
Note: On Abort task lists can also be created for specific task lists. To create these, right-click
on the user task description to display the menu and select On Abort Task List.
5. Select On Abort Task List. A field or drop-down list for that entry displays. A drop-down
list only displays if other task lists have been configured for this life cycle.
6. Type the name of the new task list in the field or select an existing action from the
drop-down list. Press Enter.
7. To create work for the On Abort task list, right-click on the task list name to display the
available menu options.
8. Select either New Rule, New Action or New Task List to begin creating optional work
that will be executed upon an abort.
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

While the On Abort task list is selected, the Tree Configuration window displays the task list
Break On
Option Description
Success
Failure

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Option Description
Never
of the evaluation.
Option Description
Execution
After
Transition
Tickets
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.

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OnBase 12 Workflow
Option Description

Devices
modules.
Icon
Configuration.
Help Text
Assigned Tasks
Adding a Web/API Task

1. Right-click the Web/API Tasks folder in the queue where the task will be available.

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3. Right-click the Web/API Tasks folder in the queue where the task will be available. The
right-click menu allows the following actions:
New Web/API Task - allows for the addition of a Web/API task.
Expand Tree - displays the expanded view of all actions/rules defined for all Web/API
tasks.
4. Select New Web/API Task.
5. In the drop-down box that appears, type the name of the new task or select an
existing task from the list.
Deleting a Web/API Task

1. Right-click the task name and select Delete.
3. In the Confirm box, select Yes to delete the task permanently or No to delete the task,
but keep it available on the drop-down list for future use.
Configuring Web/API Tasks

While the Web/API Tasks folder is selected, the Tree Configuration window displays task list
Break On
Option Description
Success
Failure
Never
of the evaluation.
Option Description
Execution
After
Transition

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Option Description

Tickets
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.

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Workflow OnBase 12
Option Description
Devices
modules.
Icon
Configuration.
Help Text
Assigned Tasks

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Adding a System Task

System Task Lists allow you to execute a task list without having the Workflow system open in
the Client. You must associate the system task list with any document type on which you want
to execute the task.

Note: System tasks are not supported in the Desktop and Java Web Client interfaces.
1. Select Workflow | Configuration. The Tree Configuration window displays.

2. Right-click the System Tasks folder and select New System Task.
3. Type the name of the system task in the field or select an existing entry from the drop-
down list.
4. Press Enter.
5. Grant access to the appropriate user groups by selecting the name and clicking Add>>.
Click Close.
Caution: When configuring system tasks, tasks that require user interaction are not supported
and, if configured for system tasks, may produce undesired results.
Deleting a System Task

1. Select Workflow | Configuration. The Tree Configuration window displays.
2. Expand the System Tasks folder to expose the individual tasks.
3. Right-click the task and select Delete.
Configuring System Tasks

After adding a system task, the right side of the Tree Configuration window displays a task list
configuration dialog box. You may customize the system task settings with the following
options:
Break On
Option Description
Success

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Option Description
Failure
Never
of the evaluation.
Option Description
Execution
After
Transition
Tickets
Breakpoint
interfaces.
Execution
from Related
Items
Items pane.

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OnBase 12 Workflow
Option Description

Devices
modules.
Icon
Configuration.
Help Text
Assigned Tasks

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Assigning System Tasks to User Groups

After configuring the task, user groups must be assigned rights to the task list. To do this:
1. Select Users | User Groups / Rights.

2. Select the user group and click System Tasks.

3. In the System Tasks dialog box, select the task(s) in the Available list and click Add>>.
Click Close.
4. In the User Groups & Rights dialog box, click Exit.
Assigning System Tasks to 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.
In the Workflow Tree Configuration dialog box:

2. Expand System Tasks.
3. Right-click on the system task and select Document Types.
4. Select the Document Type(s) and click Add.
5. Click Close.
In the Document Types dialog box:

2. In the Document Types dialog box, select the Document Type and click System Tasks.
3. In the Task List Selection dialog box, select the task(s) in the Available list and click
Add>>. Click Close.
4. Click Save.
Configuring Timers
A Workflow server monitors queues with timers configured. Status of timers is monitored in
the Classic Client using the Workflow System Monitor using the WFSRVR switch. For all other
user interfaces, timers can be monitored using the Workflow Timer Service. Refer to the
Workflow Timer Service documentation for more information. Users with Administrative
Processing Privileges may also execute timer work manually.
Adding
1. Right-click on the timer folder. The right-click menu allows the following actions:
New Timer - allows for the addition of a timer.
Paste Timer - allows a previously copied timer to be placed in the folder. If the timer
already exists in the life cycle, a message stating Timer <name> is already present in
the Life Cycle. Do you want to use it? is displayed. Click Yes to confirm the paste. Click
No to paste the timer with a different name. Specify the name you want for the
pasted timer and click Save. Subsequently, you will encounter a prompt for every
task, rule, or action in the task list that already exists in the life cycle.
Expand Tree - displays the expanded view of all tasks/actions/rules defined for all
timers.

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2. Select New Timer.

3. Type the name of the new timer in the field. If you have previously added timers, the
list opens, allowing you to select an existing timer.
4. Press Enter.

Deleting
1. Right-click the timer name and select Delete.
2. Click Yes to proceed and the timer is removed from OnBase. Click No and the action is
cancelled.
3. In the Confirm box, select Yes to delete the timer permanently or No to delete the
timer but keep it available on the drop-down list for future use.
Configuring
1. Select the Document Type to be affected by the timer.
Note: The default Document Type <ALL>, means all Document Types are subject to the task
performed under the timer. The timer evaluates all documents in the queue.
2. Three types of timers are available in the Type section: At Certain Time, Every, and
After time in Queue. After selecting the type, select the number of Day(s), Business
Day(s), Hour(s), or Minute(s) or a specific day and time to evaluate the documents in
the queue.
Note: Business Day(s) is only available if a Work Calendar has been assigned to the life cycle.
Note: You can view a queues timer information from the Workflow System Monitor screen in
the OnBase Client module.
3. Set the status of the First Document Only check box. If enabled, the Workflow Timer
will only execute against the first document found in the queue, instead of executing
against every document found in the queue. The first document 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 documents that need attention. If First
Document Only is not selected, if the queue contains 100 documents, the notification is
sent 100 times (once for each document).
4. 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 queues 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.
Caution: Only use this option if necessary, as it may slow performance.
5. If the Log Start/Stop option is selected, every time the selected timer is executed or
stopped, it will be logged in the systems database.
Note: All logs will show the database server time, rather than the processing workstations
time.

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6. If you are using a periodic or queue-based timer, the Use Execution Windows check box
and Configure Execution Windows button are 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.
When the Use Execution Windows check box is selected, the Stop immediately at end
check box is enabled. 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.
7. Click Apply.
Note: A record is kept of a timers last execution, allowing it to resume where it left off if the
Client is closed. If the timer needs to be restarted, the timer could be removed and then
reassigned to the Assigned Queues list in the Workflow Server Queues tab of the Workstation
Options dialog box. This will effectively force the timer to start from the beginning of the
configured timer period.
After configuring a timer, actions and rules or timer work can be added to the timer. This
work will be initiated when the timer is executed.
Caution: When configuring timer work, work that requires user interaction is not supported and,
if configured for timer work, may produce undesired results.
View a queues timer information from the Workflow System Monitor screen in the Client
module. This screen is available only if:
The workstation has been enabled as a Workflow server by applying the -WFSRVR
command line switch on the Client modules command line.
The workstation has be enabled for timer configuration by applying the -WFSRVR,C
command line switch to the Client modules command line. Timers will not execute
and the Workflow System Monitor screen is not available
The queue that contains the timer is assigned to the Workflow server. To do so,
select User | Workstation Options. See page 53 for more information

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One Workflow server can monitor multiple timers and perform other server work. Workflow
timers can be initiated automatically or manually.
Note: 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 Workflow Timer Service Administrator,
depending on the method being used to monitor timers.
Caution: When you are using more than one workstation to perform timers, if Keyword Values
are changed after one workstations timer work, a notification may be sent falsely by a second
workstation running the same timer if the document is not removed from the queue.
Caution: If you are using a timer to send notifications, there is no way in the Workflow module to
verify that the notification was successfully received.
Caution: When a timer is configured to perform an action on a document if it stays in a queue for
a certain period of time, the timer will reprocess the document if it is not removed from the
queue.
Caution: If you have a task that runs a Client Side script, and the timer is manually executed, the
Client Side script(s) is/are not executed in the Core-based Client interface.
Configuring Execution Windows

Configuring Execution Windows allows you to specify windows of time when the selected
timer should be triggered. Execution Windows provide a second level of scheduling for timers.

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To configure Execution Windows:
1. Click Configure on the timer configuration dialog box. The Execution Windows
Configuration dialog box displays.
Note: The Configure button is not available if the At Certain Time type is selected.
2. Click Add.
3. Select the days and time ranges for which you want the timer to be executed.
Note: If you select more than one day, all of the days selected will use the same time range. If
you want to specify different time ranges for different days, you must configure multiple
Execution Windows.
4. Click Save. The Execution Window information will be listed in the All Execution
Windows box.
Caution: In order for a timer to use the configured Execution Windows, the Use Execution
Windows check box must be selected.
To edit an existing Execution Window, select it in the All Execution Windows box, make changes,
and click Save.
Workflow Configuration Shortcut Keys

There are several shortcut keys that can be used in Workflow. The shortcut keys active
depend on the item selected in the Workflow Configuration screen. Shortcut keys coincide
with the right-click menu options that are available. The following shortcuts are available:
Ctrl + Q Creates a new queue.
Ctrl + T Creates a new task list.

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Ctrl + R Creates a new rule.
Ctrl + A Creates a new action.

Ctrl + C Copies select item (action, rule, tasklist, timer).
Ctrl + V Pastes the last copied object in the select node.
Custom Queries
Custom Queries can be used to create filters that can be applied to a Workflow queue. A filter
is used to view documents from within the life cycle that meet specific criteria.
Any queries created only as Workflow filters, using the Workflow Filter setting during custom
query configuration, will be available for selection via the Workflow Document Inbox and are
not selectable via the Custom Query list in the Client module.
If you want to use an HTML Form for a standard custom query and as a Workflow filter,
selecting the Workflow Filter setting is not required. In this instance, the Use HTML Form option
must be selected and a path to the HTML form must be specified.
Note: Filtering overrides the default columns in the Document Inbox. Ensure that the
appropriate columns required for viewing in Workflow are configured for the custom query.
A custom query can be assigned to multiple queues to be used as a filter. This can be
configured in the Custom Query Options dialog box in the Configuration module. When a filter
is assigned to a queue, the filter is automatically available in the Use only selected filters
selection box in the Filters tab during Workflow queue configuration for the selected queue(s).
To assign a custom query as a filter to multiple queues:
1. Click the Assign button next to the Workflow Filter check box.
2. Select the queues that you want assign the custom query to and click Add.
3. Click Close and save the custom query.
Configuring your custom queries for Workflow filters with a Keyword Type name that contains
underscores is not supported. If a Keyword Type name contains underscores, you must use
the Keyword Type number to configure the custom query. For example, if a Keyword Type
name is First_Name and its Keyword Type number is 222, the Keyword Type must be
configured using OBKey__222_1.
For more information about configuring custom queries, see the Configuration module
documentation.

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Apply the Custom Query as a Filter
Note: It is recommended that Custom Queries used as Workflow filters not use the By Keyword
option. Instead, the By Document Type option should be used whenever possible.
1. In the Client module, expand a life cycle that contains the Document Type you
assigned to the custom query.
2. Select a queue in the Life Cycle View or right-click in the Document Window. Select
Filter Inbox and choose your filter from the list.
3. If a form displays, enter value(s) and click the Submit button to filter the Document
Window.
4. The documents meeting the criteria are displayed in a sortable list in the Workflow
Inbox.
Remove the Filter

To remove the filter, right-click in the Document Window and select Filter Inbox... | <No Filter>
from the list. Alternately, you can click the Filter Inbox button and select <No Filter>.
Removing Documents from a Life Cycle

When documents meet the end of the life cycle or they are no longer needed, the user has
options on how and when to eliminate documents. A timer can be set that expires a
document. The final queue(s) of each life cycle may also be emptied after a document has
remained there beyond a specified period. To use this functionality, timers must be configured
to remove documents from a life cycle or delete documents.
You may also manually eliminate documents. If authorized to do so, users may delete or
archive documents that are no longer needed.
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.

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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.
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.

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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.
Adding and Removing a Document Type in a Workflow

Life cycles can be assigned to DocumentTypes, 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 documents Document Type is associated
with. The document will not be added to any Unity Life Cycles the documents Document Type is
associated with.
Adding
1. Select Document | Document Types, or in the Workflow configuration screen, right-click
on the life cycle and select Document Type.
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.

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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, or in the Workflow configuration screen, right-click
on the life cycle and select Document Type.
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.
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.
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.

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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.
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.

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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 Product Rights to the
Configuration module and Workflow Configuration Rights.
Assign Product Rights

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 Product Rights.
3. On the Assigning Product Rights for [group name] Group dialog box, check the
Configuration box to give that user group access to the general Configuration module.
Assign Workflow Configuration Rights

Granting Rights to the Workflow Menu in the Configuration Module
To grant user groups the right to access the Workflow configuration menu and to configure
life cycles:
1. Click the Configuration Rights button in the User Groups & Rights dialog box.
2. Select the Products tab.
3. Select the Workflow Configuration check box. If you want to grant configuration rights
for all life cycles, select All Life Cycles. If you want to only allow a user group to
configure only the life cycles they have rights to, select Assigned Life Cycles.
4. Click Save & Close. The Workflow menu becomes active in the Configuration module.
5. Click Exit.
Note: If the Use Workflow Configuration Rights option is configured, the rights set at the user
group level are ignored.
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.

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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.
Granting User Groups Rights to Individual Life Cycles

In some instances, you may want to grant a certain user group rights to configure a certain
life cycle. To grant rights for a specific life cycle:

3. Click Save.
5. Select the appropriate life cycle, right-click, and select User Group.
6. Select the Configuration Rights tab.
7. Select the appropriate user group(s) and click Add>>.
8. Click Close.
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

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.
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.

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4. To assign Workstation Options, check the User/Workstation Options box in the Client
Features section.

To gain access to the Workflow inbox, but deny the right to the Execute Workflow
right-click menu outside of Workflow
3. If the Workflow privilege is selected for the user group, clear it.
Workflow Restricted box in the Client Based Products section.
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.
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.
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).

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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.

4. Click Exit.
Assign Web/API Tasks to a User Group:

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

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.
Assign/revoke System Tasks to/from Document Types

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:

2. In the Document Types dialog box, select the Document Type name to configure and
click System Tasks.
Add>>. When finished, click Close.
4. On the Document Types dialog box, click Close.

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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.
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:

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 264.
Gain access to the Workflow inbox and workstation options. See page 264.
Change viewing privileges to life cycles and queues in the Workflow Inbox. See
page 265.
Change privileges to Ad Hoc Tasks and System Tasks. See page 265.
Grant Administrative Processing Privileges. See page 267.

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Configuring Web Services

You can create a web service by mapping a name to the location of a WSDL that can be used
within Workflow configuration. These configured web services can be used in the SYS - Call
Web Service action. To map a WSDL to a name:
1. In the Configuration module, select Workflow | Web Services.
2. Enter a name for the web service.

3. Click Create.
4. Enter the WSDL location. The location value cannot exceed 255 characters.
5. Click OK.

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Exporting Life Cycles

Workflow has an option for exporting a configured life cycle to disk. This 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, or as a method for the creation of pre-configured life

cycles, such as the Workflow life cycle used in the Document Distribution module.
Life cycle import and export occurs in the OnBase Configuration module. 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 XML file:
Life cycles
Unity Life Cycles
Work Queues
Rules
Actions
Transitions
Task Lists
Timers
Ad Hoc User Tasks
Comments
Help Text
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, XML Formats, and XML Format Ports.
Note: If a form references a URL, the URL reference and the form are 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.
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.
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.

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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.
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.
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.
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.

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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.
The import and export of templates are done for the whole template. All fields
configured on the template will be included, and the user will not have the option
of selectively adding or removing fields during the import/export process.
Attribute type fields configured on a template will not be exported.
Image field types configured on a template always reference a specific document
by their document handle, so both the Document Type and the specific document
itself is exported. If this Document Type is not present in the destination system
during the import you then have the option to Map, Replace, or create a new
Document Type. If you choose to create a new Document Type during the import,
it will be created without a Disk Group configured, and the import of the actual
image file document will fail.
The following data is not exported/imported:
Disk Groups
Document Type/Disk Group relationships
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.
The requirements below are suggestions for best results:
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 workflows.
Validate task sequences. See for page 307 more information.

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You can export one or more life cycles during a single export process. To initiate an export:
1. Select Workflow | Export, or right-click the life cycle in the Workflow window and
choose Export to display the Workflow Configuration Export dialog box.
2. Enter a path to the directory where the file(s) will be placed in the Export File Name
edit field.
Note: Use the same directory name for the import process.
You also can browse to the directory using the ellipse button (...). You must specify the
full file name, including the file extension (.xml), in order to use the browsing feature.
3. The left side of the dialog box (Available Life Cycles) shows a list of all life cycles
available for export.
Select life cycle(s) to export and click Add>>, or click Add All>> to include all the life
cycles for export. (<<Remove can be used to exclude any selected life cycle from the
export; <<Remove All removes all life cycles from the Selected Life Cycles list.)
4. If you want to archive the export file into OnBase, select Save Export File into OnBase.
The export .xml file is archived into the SYS Configuration Reports Document Type. The
name of the report will be SYS Configuration Reports - <date> WORKFLOW EXPORT FILE.

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5. When you are finished, and all the life cycles to be exported appear in the Selected Life
Cycles list, click OK to begin the export process or Cancel to discard these settings.
Note: Multiple life cycles are exported into one file. They are separated into individual life

cycles on import.
Note: Life cycles that contain invalid characters cannot be exported successfully. If you
continue to attempt the export after being alerted that an invalid character exists, a
configuration report stored in SYS Configuration Reports will provide information about the
location of the invalid character. An export file will not be created until the invalid character is
corrected.
If a life cycle being exported has an action or rule configured which has a dependency
on another life cycle, a prompt asking An action/A rule name of action or rule refers to
another Life Cycle name of life cycle referenced. Do you want to add this Life Cycle to
Export? Click Yes to export the life cycle. Click No and the life cycle will be created as a
placeholder. This life cycle is displayed in red in the configuration in the destination
database, and appear only when the life cycle being exported has a rule/action that
interacts with that life cycle.
If an Org Chart was configured for the life cycle, a prompt asking Do you want to export
Org Chart? is displayed. Click Yes to export the Org Chart. Click No and the Org Chart
will not be exported.
When the export is complete, a message stating Workflow Export Complete is
displayed.
An export is canceled if any of the following are encountered:
The SYS HTML Forms document used as an E-Form was deleted.
An invalid path to a user form is found.
A SYS HTML Forms document, an overlay, an icon, or a bitmap used in the life cycle
was deleted manually from the Disk Group (not using the OnBase interface).

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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.
5. Click OK.

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6. The Workflow Import dialog box displays. From this dialog box, you must choose
whether you want to restore a life cycle from backup, resume a saved session, or
import new data.

Note: The Restore from Backup button will only be available if a backup of an import process
exists. If you have never used the Workflow import feature, this button will not be enabled.
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 277 for more information about
conflict resolution.

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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. Close and open the Configuration module in order to see the changes made
by the restore.
9. Complete the necessary post import activities. See page 292 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 282 for more information.
5. Click Retest. See page 289 for more information.
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.

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7. When the import has completed successfully, the Import Completed Successfully dialog
box displays.
8. Click OK. Close and open the Configuration module in order to see the changes made
by the import.

9. Complete the necessary post import activities. See page 292 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
user groups
note types
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.

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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
actions and rules that refer to another queue
WorkView Class DTAs
WorkView Filter DTAs
WorkView Applications
WorkView Classes

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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 279
Queue - page 280
Document Types - page 283
All other conflict types - page 285
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.
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.

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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.
Rename the queue by clicking Create New and supplying the new name. The
Replace the current queue with the newly imported queue by selecting a queue from
the Mapping/Replacing Choices box and clicking Replace.

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3. Repeat steps 1 and 2 for each queue.

4. Click Save when all conflicts have been resolved for the queue(s).


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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 283 and page 285 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 289 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 290 for more
information.
Save Session allows you to save your progress in the current import process. See page 290 for
more information.
Resolutions from File allows you to import a saved session information to use for the current
conflict resolution. See page 290 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.

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Resolving Document Type Conflicts

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.
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.
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.

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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.
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.
4. Select the user form to obtain a description of the conflict on the right side of the
dialog box.
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.
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

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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
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
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

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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
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
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
balancing queue would be associated with users.)
user groups
note types
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.

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conflicts.

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
WorkView Class DTAs
Managed Folder Types
Folder.

RIM Event Sets
RIM Events
RIM Retention Plans

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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.
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.

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
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.
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.

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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.
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.

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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.).
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.

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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.

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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.
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.

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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.
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 Servers 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.

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Setting Workflow to Initiate Upon Import

If you want Workflow to always be initiated when documents are imported into OnBase,
complete the following steps:
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.
Note: This option does not apply to the Unity or Java Client interfaces because the Initiate
Workflow check box is not available in these interfaces.

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Setting Workflow to Initiate Upon Re-indexing

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.
Note: This option does not apply to the Unity or Java Client interfaces because the option to
initiate Workflow when re-indexing is not available in these interfaces.
Workflow Execute Script Support in Core Services

Due to the changing API, VBScripts must undergo some changes in order to be executed by
the OnBase Core. Most notably, scripts must now declare a Sub named Main. Main has the
following prototype:
Sub Main(Session , Document )
Parameter Type Purpose
Session IOBXSession The session that script is running under
Document IOBXDocument The document that the script is to be run on
A programmer familiar with the Core API can use the session object to access the full range of
OnBase Core functionality. The document can be used to access information about or modify
the document.

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Example
Important Notes
1. The OnBase Core does not support script substitutions, such as "<<DocumentNum>>" or
"<<OBKey_[]>>".
Note: These scripts run on the Application Server, not the client machine.
Administration
In addition to the design considerations that go into making a resilient Workflow solution,
certain maintenance and administration tasks can be performed to ensure that the life cycle is
performing at maximum efficiency. Areas in which preventive maintenance can be applied
(and their associated tools) include:
Timer Management. See page 296.
Workflow Search. See page 297.
Workflow Replay. See page 300.
Workflow Doctor. See page 301.
Managing 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 cycles
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. For all other user interfaces, timers can
be monitored using the Workflow Timer Service. Refer to the Workflow Timer Service
documentation for more information.
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.

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Workflow Search
The Workflow Search utility is a tool that indicates where various aspects of the Workflow
configuration (e.g., Keyword Types, Document Types, or VBScripts) are in use. This tool is
especially helpful in assisting administrators determine how changes to an area will affect the

life cycle as a whole.
The following object types are available for search:
Action Types
Actions
Document Types
Folder Types
Keyword Types
Life cycles
Note Types
Notifications
Queues
Rule Types
Rules
Task Lists
Timers
Unity Scripts
User Forms
VBScripts
When searches are performed, results are based on references to the selected Object type and
Object. If an object exists but no task list, action, or rule refers to the object, the object will
not display in the results.

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To perform a Workflow Search:
1. In the Configuration module, select Workflow | WF Search. The Workflow Search dialog
box is displayed.
2. Select the type of object to search for from the Object type drop-down list.
3. Select the specific object (of that type) to search for from the Object drop-down list.
This field is disabled if <All Objects> is selected from the Object type drop-down list.
4. If <All Objects> is selected from the Object type drop-down list, the Search Text field is
enabled. You can enter text in this field to search across objects. This field can be used
in conjunction with the Search this Life Cycle Only and Search this Queue Only options.
This field allows up to 40 characters. The search is case-insensitive.
Note: If you are searching for a life cycle or a queue, all reference to that life cycle or queue in
a rule or action are searched for.
5. If you want to search a specific life cycle, select Search this Life Cycle Only check box
and select the appropriate life cycle from the corresponding drop-down list.
Note: If you select this search option, and you are searching for an action, a rule, a task list,
or a timer, the Object drop-down list will refresh to only include those objects that exist in the
selected life cycle.
6. If you selected the Search this Life Cycle Only check box, you can also search a specific
queue within the selected life cycle. If you want to search a specific queue, select the
Search this Queue Only check box and select the appropriate queue from the
corresponding drop-down list.

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7. Click Search and the system will proceed to check the life cycle configuration and
determine all locations that the object is in use. A list is then presented and can be
sorted by Life Cycle, Queue, and Top Task List, and Task List, Action or Rule columns.

Note: Both an Object type and Object must be selected for the search. Searches including only
the Object type are not permitted unless the selection is <All Objects>. If <All Objects> is
selected, text must be entered in the Search Text field in order to proceed with the search.
8. Select the object of interest and click Open Occurrence or double-click the item in the
list. This opens the Workflow configuration tree at that location and automatically
selects the object (or the container object, if the object itself does not appear in the
tree).
The search results list remains open after an occurrence is selected, to allow selection
of other objects without having to perform the search multiple times. During this time,
normal actions in Workflow configuration may be performed.
To perform another search, click Next Search and the Workflow Search dialog box will
be presented again. Click Close.

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Workflow Replay
Workflow Replay shows the state of a life cycle at any given time. This is a tool to allow
system administrators to uncover bottlenecks and inefficiencies within a life cycle. Workflow
Replay requires Administrative Processing Privileges for Workflow.
Note: Although Workflow Replay is executed in its own viewer, it can only be used if Workflow
is active. Closing the Workflow window also terminates Workflow Replay.
1. To use Workflow Replay, right-click the life cycle name in the tree view of the Classic
Client interface.
2. Select Workflow Replay. A graphic view displays the state of each of the queues at the
date and time specified in the Workflow Replay Controls window.
Oldest Date - The date and time when the first document entered the queue.
Recent Date - The most recent date and time currently being tracked for the queue.
Document Count - The number of documents processed by the queue. The counter is
increased incrementally for each processing function performed on a document, this
number does not track the physical number of documents in the queue, but rather
document transactions.

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Minimum/Maximum Document Count - The minimum and maximum number of

documents that existed in a queue over a specified time span. The information is
formatted as minimum document count..maximum document count To determine the
minimum and maximum number documents within a queue during a specific period

of time, set a reference point by entering a date and time into the fields in the top
left corner of the Workflow Replay Viewer and clicking Set Time. Adjust the time
forward or backward (without clicking the Set Time button) to view the minimum and
maximum document counts that exist between the set time and the adjusted time.
Marginal Document Count - The difference in the number of documents processed
into (+) or out of (-) the queue as the tracking interval is changed. This will only be
displayed if there is a difference between the simulators set time and the current
simulator time displayed.
Documents Exited - The number of documents that have exited the queue during the
current day (tracked from midnight of the previous day).
Document Tracking Indicator - The * symbol indicates the presence of a user-
specified document in the queue. See Tracking a Single Document through the
Workflow on page 301.
Dynamically Adjusting the Time Interval Tracked for Display

The time interval tracked for display can be dynamically updated by hour or minute using the
buttons to adjust the hours and the buttons to adjust the

minutes. Press the desired button, and the queue statistics are updated per that time change.
Setting a Specific Time Interval for Replay
Note: In order to adjust the time interval per multiple time characteristics (i.e., day, hour and
minute), use the date and time drop-downs.
1. Adjust the date and/or time using the arrows in the associated drop-downs.
2. When the time interval is satisfactory, select Set Time.
The queues are updated with statistics that summarize the change in queue count
over the time interval specified. The time interval is defined by the currently set time
and the time prior to when Set Time was activated.
Tracking a Single Document through the Workflow

Enter the document handle in the Doc Handle: edit field. The documents location is indicated
with an asterisk (*) next to the Document Count indicator in the graphic display.
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 302.
Fix Configuration Errors. See page 305.

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Fix System Errors. See page 307.
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.

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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 in
that have a Workflow function, but have not been executed.
never been
used
Configuration Issues - errors that exist in the configuration of the life cycle.
Disabled Objects that are currently configured for use, but have been disabled (e.g., disabled
Objects 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 or a
Configured removed/deleted object. For example, a transition action that has a "From queue
Objects 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 Configuration.
Icons
Rules or The rules, actions, and task lists that are triggered by a timer at a specific point in
Actions time, and require input from the user.
under Timers
requiring
User
Interaction

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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.
Documents Referential Documents that have references in Workflow, but have been
Integrity deleted.
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 cycle,
Assignments for Documents but still has a load balance assignment associated with it, and
Not In Life Cycle remove these assignments from the database.
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.

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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.
Fix Configuration Errors

You can also fix current configuration errors using the Workflow Doctor. To fix configuration
errors:
1. In the Configuration module, select Workflow | WF Doctor | Fix Configuration Errors.

The Select Errors dialog box is displayed.

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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 302.
3. Click Next>>. The Select Life Cycles dialog box is displayed.
4. Select the appropriate life cycles and click Add>>. Click Add All>> to add all life cycles.
5. Click Diagnose.
6. Both the Workflow Tree Configuration dialog box and the Workflow Configuration Errors
dialog box open.
7. Any existing configuration errors display in the Workflow Objects list with information
concerning the type of object, the error type, and the name of the object.

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8. To view the details of an error, select the error. Information pertaining to the errors
location is displayed in the Object Location list.
9. To automatically find the error to correct it, select the error and click Open Occurrence.
The error will be opened in the Tree Configuration dialog box, allowing you to make

changes to the error in order to correctly resolve it.
Note: You can sort the results by clicking on the columns.
To refresh the display in order to see the most recent error results, click Search.
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 302.

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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
the document type, life cycle, and work queue level. Specifically:

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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
for <document type> dialog box.

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 2007 and Integration for Microsoft

Outlook 2010
If your OnBase system is licensed for Integration for Microsoft Outlook 2007 or Integration for
Microsoft Outlook 2010, 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.
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

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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 2007 and Office Business Application

for 2010
If your OnBase system is licensed for the Office Business Application for 2007 or 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 Phone
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.

310
WORKFLOW INSTALLATION
Requirements
The following sections list requirements for using Workflow with the OnBase Client and
Desktop.
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
Mobile Access for Android Phone
Office Business Application for 2007
Office Business Application for 2010
Client Module Supported Operating Systems

Windows XP SP3 or later service pack
Windows Server 2003 SP2 or later service pack
Windows Vista SP1 or later service pack
Windows Server 2008 R2 SP1 or later service pack

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Windows 7 RTM or later service pack
Note: As of release 7.2, OnBase no longer supports the use of the Windows NT 4.0 and
Windows 98 operating systems. Microsoft retired its support of Windows NT 4.0 on January
1, 2005 and Windows 98 on July 11, 2006. Microsoft no longer offers technical support or
security updates for these operating systems.
Workflow Installation
Note: As of release 10.0.0, OnBase no longer supports the use of the Windows 2000
Professional Edition and Windows 2000 Server operating systems. Microsofts extended
support for these operating systems was retired on July 13, 2010. Microsoft will no longer
offer technical support or security updates for these operating systems after that date.
Additionally, these operating systems do not support Microsoft .NET Framework 4.0, which is
a requirement as of OnBase version 10.0.0. If you are using either Windows 2000 operating
system, you should not upgrade to OnBase 12 until you have upgraded to a Windows
operating system supported by OnBase.
Operating System Requirements

The above Client module supported operating systems require both:
Microsoft .NET Framework 4.0 (Client Profile)
Microsoft Visual C++ 2010 Redistributable Package (x86)
Note: The Microsoft Visual C++ 2010 Redistributable Package (x86) is installed using the
vcredist_x86.exe delivered with OnBase.
Client Retrieval Workstation Hardware Requirements
Hardware Minimum Recommended
CPU 1 GHz 2 GHz or faster
Memory (RAM) 512 MB 1 GB or greater (2 GB or greater for

Windows Vista and later versions of
Windows)
Free Hard Disk Space 200 MB 500 MB
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.
Desktop Supported Operating Systems

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OnBase 12 Workflow
Apple Mac OS X version 10.4 or laterSupported only by the HTML Web Client and
Java Web Client.
Note: As of release 7.2, OnBase no longer supports the use of the Windows NT 4.0 and
Windows 98 operating systems. Microsoft retired its support of Windows NT 4.0 on January
1, 2005 and Windows 98 on July 11, 2006. Microsoft no longer offers technical support or
security updates for these operating systems.
Note: As of release 10.0.0, OnBase no longer supports the use of the Windows 2000
Professional Edition and Windows 2000 Server operating systems. Microsofts extended
support for these operating systems was retired on July 13, 2010. Microsoft will no longer
offer technical support or security updates for these operating systems after that date.
Additionally, these operating systems do not support Microsoft .NET Framework 4.0, which is
an OnBase requirement as of version 10.0.0. If you are using either Windows 2000 operating
system, you should not upgrade to OnBase 12 until you have upgraded to a Windows
operating system supported by OnBase.
Desktop Requirements
Desktop Component Minimum Recommended
CPU 1 GHz
Memory (RAM) 512 MB 1 GB or greater (2 GB or greater

for Windows Vista and later
versions of Windows)
Free Hard Disk Space 200 MB 500 MB
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.
Microsoft .NET Framework Microsoft .NET Framework 4.0

(Client Profile)
Microsoft MSXML MSXML 4.0 SP2 or later service

pack

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Workflow OnBase 12
Desktop Component Minimum Recommended
E-mail Platform MAPI 1.1 Compliant E-mail

Client connection and
supporting Active Messaging
DLLs
Local Mode Desktop Support

The OnBase local mode Desktop has been removed from the OnBase product suite. The local
mode Desktop is no longer supported as of OnBase version 11.0.0.
Databases Supported
The following tables list the databases supported in OnBase 12.
Microsoft SQL Server
Microsoft SQL Server Additional Information
Microsoft SQL Server Microsoft SQL Server 2000 and 2005 must be running in compatibility
2000 (SP4 mode 7 or greater. Running in compatibility mode 6.5 or lower will result
recommended) in errors during the upgrade process.
Microsoft SQL Server SQL Server 2005 drivers must be upgraded to the Feature Pack for
2005 (SP2 or later Microsoft SQL Server 2005 - December 2008 or a later feature pack.
recommended)
Microsoft SQL Server Note: On January 11, 2011 Microsoft discontinued technical support for
2008 (RTM, SP1, SP2; Microsoft SQL Server 7.0. As of release 11.0.0, Hyland Software no
SP2 recommended) longer supports SQL Server 7.0.
2008 R2 (RTM, SP1; Note: You must ensure that your SQL Server database client software
SP1 recommended) version matches or exceeds the database server version. For example, if
Microsoft SQL Server your database server is SQL Server 2005, verify that the database client
2012 is SQL Server 2005 (or later). Running a previous client version, such as
SQL Server 2000, will result in system instability and memory issues. For
instructions on determining your server and client versions, see
Database Client / Server Version Compatibility on page 315.

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OnBase 12 Workflow
Oracle
Note: If you are using an Oracle database, it is strongly recommended that you have a
certified Oracle Database Administrator on staff.
Oracle Additional Information
Oracle v 8.0.5.0 or Oracle version 8.0.5.0 can be used, but it is not recommended due to
later potential memory leaks. If Oracle 8.0.5.0 is used, a third-party ODBC
driver is recommended.
Oracle 8i: 8.1.7.7 or ODBC drivers should be 8.1.7 or later. 8.1.6.x drivers have known issues
later and are not supported.
Oracle 9i: Release 1 Oracle driver version 10.2.0.3 is recommended.

and Release 2 (9.2)
An issue has been observed with the Oracle ODBC drivers where Unicode
Oracle 10g: Release 1 characters (e.g., Japanese characters) retrieved from a CLOB data type
and Release 2 will be truncated, and could potentially cause errors in OnBase. The data
remains intact in the database; however the results when retrieving the
data will be truncated. This has specifically been observed in two areas of
OnBase that use the CLOB data type to store large amounts of data:
VBScripts and License Certificates. This behavior may apply to other
areas of the software that use this data type as well.
To ensure that Unicode characters retrieved from a CLOB data type are
not truncated, the Oracle 10g R2 ODBC drivers (which are backward
compatible) should be installed, as well as the latest patchset (version
10.2.0.3) for these drivers.
Oracle 11g: Release 1 All Oracle 11g drivers can be used.

and Release 2
Sybase SQL Anywhere
Sybase SQL Additional Information

Anywhere
Sybase SQL No 6.0.X releases.

Anywhere 5.5.04,
7.0.0-7.0.3, 8.0.1, 9.0, Note: As of release 8.2.0, Sybase Adaptive Server Enterprise (ASE) is no
10 and 11 longer supported.
Database Client / Server Version Compatibility

Due to critical issues that have been reported to Hyland Software, Hyland Software strongly
recommends that:
your database client software version matches or exceeds the database server
version and

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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 10 Release 2, verify that the Oracle Client software is Oracle 10 Release 2
(or later). The same is true of SQL databases. For example, if your database server is SQL
Server 2005, verify that the database client is SQL Server 2005 (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 10 Release 2, the version number should
appear as 10.2.[#.#.#] (or later), where 10.2 is the version number and [#.#.#]
represents the service pack.
If your database server software is SQL Server 2005, the version number should
appear as 2005.[##.####.##] (or later), where 2005 is the version number and
[##.####.##] represents the service pack.
The above descriptions are examples of two commonly used database version numbering
schemes. Ensure that the supported database you use adheres to the database client/server
recommendation.
Database/File Servers
Server requirements are site-specific. Database/file servers should be dedicated purpose
servers; i.e., not used as a domain controller, e-mail server, print server, proxy server, etc.
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.
Third-Party Software Support

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, click on the following link:
https://www.hyland.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.

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OnBase 12 Workflow
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 environments 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 from your solution provider.
64-Bit Support Statement

The OnBase suite of products is tested on 64-bit systems and is capable of being deployed on
64-bit systems using the Windows 32-bit on Windows 64-bit Emulator (WOW64) layer.
However, OnBase modules that integrate with third-party applications may not be able to be
used with the 64-bit versions of these applications. For these modules, only the 32-bit
versions of these third-party applications are currently supported by the OnBase integrations.
Consult the module-specific requirements section in each module reference guide for
complete requirements details.
Supported database versions that are deployed on a 64-bit database server are also
supported. For more information, contact your solution provider.
Windows User Account Control Statement

Hyland Software is dedicated to ensuring that OnBase is compatible with Windows User
Account Control (UAC). UAC is a feature of Windows operating systems that was introduced
with Windows Vista. It limits the ability of standard users to make global system changes to a
workstation and prevents malicious software from making unauthorized changes to protected
areas.
For details on UAC, refer to your Microsoft support information or see http://
technet.microsoft.com/en-us/library/cc709691(WS.10).aspx.
You may encounter UAC in OnBase when:
Installing or uninstalling OnBase, OnBase modules, or OnBase ActiveX controls.
Copying, moving, or saving files to the Program Files directory, Windows directory,
or another protected location.
Modifying system-wide settings, such as the registry.
If Windows UAC is enabled, the above operations will prompt for administrator privileges,
even if an administrator is currently logged on.

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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 3 for licensing requirements.
Pre-Installation
You must have a functioning OnBase database licensed for Workflow.
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 Softwares 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.

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OnBase 12 Workflow
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.
Sending Notifications Using the Workflow Service

To setup notifications using the Workflow Service:
1. Select Start | Control Panel.

2. Double-click on Administrative Tools.
3. Double-click on Services.
4. Right-click on the Hyland Workflow Service and select Properties.
5. Restart the Hyland Workflow Service
6. Execute the Workflow Timer Service and assign the timer to the database.
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 293 for more information.
The following files must be in the same directory as the OnBase Client and
Configuration executables: Hyland.Client.Workflow.dll,
Hyland.Core.Workflow.Common.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 this module 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, Web Client, or Desktop.
Note: You do not need a separate license in order to use the Application Server.
Defining the Application Server

To use the Workflow Client interface in the OnBase Client, you must define the Application
Server.

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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. This path must point to the OnBase Application
Server. Pointing it to the OnBase Web Server is not supported.
For a typical installation, the path will be like the following: http://hostname/
AppServer/Service.asmx. The path can be up to 255 characters.
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 Configuration module 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.

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OnBase 12 Workflow
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 Clients 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.
WorkflowLayout This setting allows the layout of Workflow to be specified.
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.
Viewer Vars
WORKFLOWMENU When workflowMenu is set to true, the Workflow right-click option is
available from the open document right-click menu.
WORKFLOW RELATED DOCUMENTS 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.
Workflow for the Java Client and the Web.config File

The only setting that applies to the Java Workflow Client in the Web Servers web.config file is
the javaEnableWorkflowTaskList setting. When this setting is set to true, the setting is set to a
blank value, or the setting is removed from the file altogether, the task list window is
displayed. When this option is set to false, the task list window is not displayed.
The other settings contained in the web.config file do not apply to Java Workflow Client.

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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 files <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.
file by default. To use this setting, you must manually add
it to the Unity Client configuration files <appsettings>
section, in the following format:
<add key="alwaysOpenWorkflowInNewWindow"
value="true"/>
enableWorkflowDebugTrace For more information on this setting, see Debug

Breakpoints on page 333.
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.
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 files <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.

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Setting Description
startupWorkflowLayout This setting controls the OnBase User Group layout that is
displayed by default when a user opens the Unity Clients
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 boxs drop-down select list.

file by default. To configure this setting, you must
manually add it to the Unity Client configuration files
<appsettings> section, in the following format:
<add key="startupWorkflowLayout"
value="[layout ID]"/>
For more information on the Unity Client configuration file, including location and additional
settings, see the Unity Client documentation.
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.

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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 Clients
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 modules 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.
Location
The table below shows the default location of the onbase32.ini for supported operating
systems.
Operating System Default Location
Windows XP C:\Documents and Settings\All Users\Application Data\Hyland Software
Windows Server 2003 C:\Documents and Settings\All Users\Application Data\Hyland Software
Windows Vista C:\ProgramData\Hyland Software
Windows Server 2008 C:\ProgramData\Hyland Software
Windows Server 2008 C:\ProgramData\Hyland Software

R2
Windows 7 C:\ProgramData\Hyland Software
Note: To maintain backwards compatibility with previous versions of OnBase, OnBase will
check the workstations 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.

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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 shortcut 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.
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.

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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.
ShowHandleInInbox Adds a Document Handle column to the Document window.

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OnBase 12 Workflow
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 box
or submit forms
SubmitKey*
NoFlag* Indicates the hot key used to answer 'No' to a message box.
NoKey*
CancelFlag* Indicates the hot key used to answer 'Cancel' to a message

box or to cancel a form
CancelKey*
LCWindowFlag* Indicates the hot key used to set focus to the Life cycle
window
LCWindowKey*
DocumentWindowFlag* Indicates the hot key used to set focus to the Document
window
DocumentWindowKey*
UIWindowFlag Indicates the hot key used to set focus to the User
Interaction window
UIWindowKey
FolderWindowFlag* Indicates the hot key used to set focus to the Folder window
FolderWindowKey*
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.
[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.

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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.
ExternalLeft* Indicate persistent window location information between

sessions.
ExternalTop*
ExternalRight*
ExternalBottom*
ExternalMaxizimed*
PersistentFilters Defines whether OnBase is persisting filter information.

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OnBase 12 Workflow
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.
[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.
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.

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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.
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.

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OnBase 12 Workflow
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.
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.

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Workflow OnBase 12
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.
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 Servers 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.

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OnBase 12 Workflow
Debug Breakpoints
This option causes a Windows message box to display before the execution of the 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 modules 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 files 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.
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 2007.
Step Debug, Trace Window, and Trace to File

See page 33 for more information on using this functionality through the OnBase Client.
See page 128 for more information on using this functionality through the Unity Workflow
interface.
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.
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.

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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.
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.

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OnBase 12 Workflow
Generate Reports
Configuration Report
In the Configuration module, right-click on a life cycle and select Create Configuration Report.
This generates a configuration report that can be viewed in the Client.
In Document Retrieval, select the System Documents Document Type Group and SYS
Configuration Reports Document Type. This report steps through the queues and task lists and
all the options configured for the entire Workflow.
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.

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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.
Timers
You need the -WFSRVR command line switch applied to the Client workstation monitoring
timers in the Classic Client using the Workflow System Monitor.
For all other interfaces, the Workflow Timer Service should be used to monitor timers. See the
Workflow Timer Service documentation for more information.

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OnBase 12 Workflow
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 Servers 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.
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.

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For more information about configuring the Diagnostics Console, see the Diagnostics Console
Help files.
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.
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: 12.571) and/or the Core Services version
and build (Example: 12.6).
The type and version of the connected database, such as Microsoft SQL Server 2008
or Oracle 11g, and any Service Packs that have been installed.
The operating system that the workstation is running on, such as Windows XP or
Windows Server 2008, 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.

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CONFIGURATION MODULE ACTIONS
DESCRIPTIONS
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 users ad hoc task rights.
Note: When configuring timer work, work that requires user interaction is not supported and,
if configured for timer work, may produce undesired results.
Actions
The following prefixes are used to group actions:
DOC actions performed on the active document or a document related to the current
document.
FORM actions that create or display forms.
KEY actions performed on keywords or related to keywords.
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 also case sensitive.

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KEYSET actions related to AutoFill Keyword Sets and their values in OnBase.
Configuration Module Actions Descriptions
Note: Actions with the KEYSET prefix 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.
MED actions that are related to the Medical Records Management module.
NOTIFY actions that prompt notifications to be sent or displayed.
Note: If you are sending attachments with notifications and are using Windows XP SP2, in
order to successfully send the attachments with the notifications, the following registry
setting must be set:
Under: HKEY_LOCAL_MACHINE\Software\Microsoft\Internet Explorer\Main\FeatureControl
(32 bit system) or HKEY_LOCAL_MACHINE\Software\Wow6432Node\Microsoft\Internet
Explorer\Main\FeatureControl (64 bit system)
On the server:
FEATURE_MIME_HANDLING\explorer.exe and FEATURE_MIME_HANDLING\iexplore.exe:
should be set to 1
FEATURE_MIME_SNIFFING\explorer.exe and FEATURE_MIME_SNIFFING\iexplore.exe: should
be set to 1
On the client:
LOCALMACHINE_LOCKDOWN\explorer.exe and LOCALMACHINE_LOCKDOWN\iexplore.exe:
should be set to 1
PROP actions that affect properties and their values in OnBase.
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.
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.
SYS actions that perform system functions.
Actions Not Supported in Configuration

Some newer actions cannot be configured in the Configuration module and can only be
configured in the Workflow Studio interface. When an action is selected in the life cycle tree
configuration that has been configured in Workflow Studio and cannot be configured in the
Configuration module, the configuration screen will be read-only and display the following in
the Action Type field: <This Action Type can be configured only in Workflow Studio>
Doc - Add Document to Other Life Cycle

Adds the current document to the specified queue in another life cycle.

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You can specify a life cycle and queue to which you want to add the document. Select a Life
Cycle from the drop-down select list. Select a queue from the Assign Document to this Queue

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 Assign
Document to this 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.
3. If you do not want the document 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 cycles 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
documents 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.
Doc - Add Related Document to Content Source

Note: This action is not supported in the Classic Client Workflow interface.
Note: You must be licensed for Integration for Microsoft Search for this action to function.
Adds a related 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.
Select a Content Source to assign the related document to. This will display all the configured
Content Sources.
Related Documents
Caution: If the primary document also meets the requirements of a related document, the
primary document is excluded from related documents results.
Under the Related Documents heading, the status of the related documents configuration is
displayed.

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To access related document options, click Configure.

Note: Some fields will only become enabled after you have selected a method to relate
documents.
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.
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.
Folder Type

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OnBase 12 Workflow
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 displayed for selection in the Folder
Type drop-down select list.
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 182.
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"
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.

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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.
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.
Doc - Add Related Document to Life Cycle

Adds a related document to the specified queue of another life cycle.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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OnBase 12 Workflow

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
You can specify a life cycle and queue to which you want to add the document. Select a Life
Cycle from the drop-down select list. Select a queue from the Assign Document to this Queue

1. Select the Get Life Cycle from this Property check box. The Life Cycle and Assign
Document to this Queue drop-down select lists are disabled. The Get Queue from this
Property check box is automatically selected.
3. If you do not want the document 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 cycles initial queue
will be used.
You can select the Use Initial Queue if Property does not exist option if you want
documents to be placed in the initial queue when a property does not exist.
Doc - Add This Document to Content Source

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.
Select a Content Source from the Content Source drop-down select list.
Doc - Assign Related Document to Reading Group

Note: This action is only available if licensed for the Document Knowledge Transfer module.
Assigns the displayed related 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.
Related Documents

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Workflow OnBase 12
displayed.
documents.
Document Handle
Document Type
documents.

Folder Type

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OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

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Handle.
being executed.
Note: If the document is already in a reading group, processing breaks and the subsequent
actions/rules in a task list will not complete.
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.
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.
Mark as Reference
If you want documents to be automatically marked as a reference, select this option.
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).

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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.
Doc - Assign This Document to Reading Group
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.

selected.

Mark as Reference
Approval Groups

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list(s).
Doc - Auto-Folder Related Document

This action will create a folder based on the related document of the currently selected
document. 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.
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.
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.

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6. Repeat steps 4 and 5 for each Document Type you want to configure auto-foldering in
conjunction with Workflow actions.

7. Click Save.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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Folder Type
configuration.
to an ad hoc task.

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OnBase 12 Workflow

Folder Type.
Handle.
being executed.
Doc - Auto-Folder This Document

This action will create a folder based on the current document. 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 folders documentation for information about configuring auto-
folders.


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7. Click Save.
Doc - Check In Current 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.
Doc - Check In Related Document

Allows OnBase to unlock a related document after updates are made to it. Related documents
are defined by specifying a Document Type and/or Keyword Types, folder type, or by selecting
the Document Handle check box.
Related Documents

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displayed.

documents.
Document Handle
Document Type
documents.

Folder Type

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configuration.
to an ad hoc task.
Folder Type.

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Handle.
being executed.
Doc - Check Out Current Document

Allows OnBase to lock a document while updates are made to it.
The Check In After Task Execution option can be selected to automatically release the
document lock after the top level task has completed execution.
Doc - Check Out Related Document

Allows OnBase to lock a related document while updates are made to it. Related documents
are defined by specifying a Document Type and/or Keyword Types, folder type, or by selecting
the Document Handle check box.
Related Documents
displayed.
documents.
Document Handle

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Document Type
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Doc - Copy Document

Makes a copy of the current document. If the current document has many revisions, the last
revision will be copied. You can also choose to Copy All Keywords or Copy Selected keywords. If
the Copy Selected option is selected, you must click Configure and select the appropriate
Keyword Types to copy. If the selected keywords are part of a Multi-Instance Keyword Type
Group, the Multi-Instance Keyword Type Group will be copied. The Multi-Instance Keyword
Type Group will be blank for the keywords that were not selected.
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 others 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.
You can copy notes on the current document by selecting Copy Note(s).
The copied document is not added to Workflow by default. If you want the document to be
added to Workflow, select Initiate Workflow.
If the document that is being copied belongs to a Document Type that is configured for auto-
foldering, when the documents keywords are copied, auto-foldering is initiated.
Note: If the original documents 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.
Note: If working in an Institutional Database, the Institution # keyword will always be copied,
regardless of selection.
Note: If a document has multiple renditions of the current revision of the document, the
renditions will also be copied.

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Doc - Create Note on Related Document

Adds a note or annotation of the specified type to the related document. You can configure

the text contained in the note.
Note: Note text is limited to 250 characters.
In order for this action to complete successfully, the documents 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)
Related Documents
displayed.
documents.
Document Handle
Document Type

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documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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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.
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.
Symbol Description
document.
not supported.

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OnBase 12 Workflow
Symbol Description

%MName.

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Caution: The Note Contents field will override the default text configured for a note type.
Specify the type of note by selecting it from the Note Type drop-down list.

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If you want to specify the exact position that the note should be placed on the document, you
can specify Horizontal and Vertical 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 setting is 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.
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.
When the note type is Highlight with note attached and 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.
When the note type is Highlight with note attached and 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.
When the note type is an Arrow or Ellipse style, 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.
When the note type is an Icon Stamp style, 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.

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OnBase 12 Workflow
When the note type is the Overlapped Text style, 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 to this note type.
Note: In the Core-based OnBase Client interface, the Overlapped Text note style is only
displayed on image documents.
Caution: Notes are not supported in the Java Client Workflow interface.
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.
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.
Note: The Display Note Text for Edit option is not supported in the OnBase Mobile Access for
BlackBerry or Mobile Access for Windows Phone interfaces.
Doc - Create Note on this Document

Adds a note or annotation of the specified type to the document. You can configure the text
contained in the note.

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Workflow OnBase 12

arrow
overlapped text
ellipse


page.
Symbol Description

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OnBase 12 Workflow
Symbol Description

document.
not supported.
%MName.

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]

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Doc - Create PDF/TIFF for This Document

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Note: This action requires the Conversion from Microsoft Office to Image Framework license.
Note: This action is not supported in the Classic Client interface.
Note: This action requires a special version of the Snowbound .dll file, the docplug.dll file, and
pdfplug.dll file. The new Snowbound .dll, docplug.dll, and pdfplug.dll files need to be placed in
a location where the IIS Worker Process on the Application Server can access them. In
addition, when using Microsoft Word 2007 or 2010, this action requires the Aspose.Words.dll
and Aspose.Words.lic files to convert the .docx file format. For more information on obtaining
the special version of the Snowbound .dll, docplug.dll, pdfplug.dll, and Aspose files, contact
your OnBase solution provider.
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, and 2010. Microsoft Word versions 6 and 95 are not currently supported by this action.
This action allows a user to create an image-based PDF rendition or a TIFF rendition of any
Microsoft Word document which has a file extension of .doc or .docx. This action can also be
configured to create a new image-based PDF document or TIFF document from any Microsoft
Word document which has a file extension of .doc or .docx.
In addition, you can create a TIFF image rendition of any PDF document. Also, new TIFF
image documents can be created from any PDF document.
File Type
Select PDF or TIFF to determine which file type is created.
Keep Color
If you want to maintain the color in the Word document upon conversion, select this 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.
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.
Document Type
Select the Document Type in which you want to store the new document.
Inherit Keys from Active Document

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OnBase 12 Workflow
If Inherit Keys from Active Document is selected, the Inherit All and Inherit Selected options are
enabled. If Inherit All is selected, all Keyword Values on the current document are inherited by

the new document. If Inherit Selected is selected, the Configure button is enabled. Click
Configure and select the Keyword Types from which you want the new document(s) to inherit
values.
Inherit Notes
If this option is selected, notes from the current document are inherited by the new
document(s).
Initiate Workflow on New Document(s)
If this option is selected, Workflow is initiated for the newly created document(s).
Doc - Create SAP Work Item
Note: This action is only available if licensed for Connector for use with SAP ArchiveLink
module.
Note: This action is not supported in the Java Client interface.
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.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 access the Create Content Server Alias dialog
box to create an alias for a content server. See the Connector for use with SAP
ArchiveLink documentation for more information about this dialog box.
Note: The default port number can be overridden by specifying a port number in the address.
The following format can be used: address:portnumber
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
SAPs 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
Doc - Create WorkView Object From This Document

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Note: This action is only available when licensed for WorkView.

Note: This action is not functional in the Classic Client or Java Client interfaces.
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.
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.
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.
Caution: When a relationship attribute is used during object creation, if more than one object is
found for the relationship attributes value, the first object found is used for the relationship. If
an object is not found that matches the relationship attributes value, a new relationship object is
created.
Doc - Delete Note From Related Document

Removes specified note type from the related document.
Note: Notes will be deleted using this action regardless of the note type privileges the
currently logged in user has outside of Workflow.

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OnBase 12 Workflow
Related Documents

displayed.
documents.
Document Handle
Document Type
documents.

Folder Type

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Workflow OnBase 12
configuration.
to an ad hoc task.
Folder Type.

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OnBase 12 Workflow


Handle.
being executed.
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 create or delete by selecting it from the Note Type drop-
down list.
Doc - Delete Note from this Document

Removes specified note type from the document.
You must specify the type of note to delete by selecting it from the Note Type drop-down list.
Doc - Delete Related Document

This action deletes a document related to the current document.
The document deleted is no longer accessible through normal retrieval. The document may be
recovered using the Document Maintenance window.
If no keywords have been specified via Related Document Type and/or Common Keyword Types,
Folder Type, or by selecting the Document Handle check box, then no documents are evaluated
by Workflow.
Related Documents

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Workflow OnBase 12
displayed.
documents.
Document Handle
Document Type
documents.

Folder Type

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OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

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Workflow OnBase 12

Handle.
being executed.
Doc - Delete This 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.
Note: If the Abort Processing After Delete option is selected, processing is aborted after the
current document is deleted.
Doc - Display Folder for Document
Note: This action is not supported in the Desktop, Unity, Java Client, or OnBase Mobile
interfaces.
This action will open the File Cabinet window with the folder to which the document belongs. 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.
Doc - Display Related Document

Displays a related document on the screen. By default, the document displays in the
Document Viewer primary window in the Workflow interface, unless the secondary window is
open. In this instance, it will display the related document in the secondary window.
You can also specify that the document should open in a separate window by checking the
Display in Separate Window check box.

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OnBase 12 Workflow
When used in conjunction with Display in Separate Window, the Use Top Level Window check
box causes the document to be opened in a window that can be dragged outside of the

OnBase window to display it on a second desktop (if using dual monitors). With this setting
enabled, when the separate window remains within OnBase, it is always the top window. 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, the related documents will use only one
window to display all documents. If there are multiple related documents, only the last
document is displayed. If this option is not selected, related documents will use a new window
for each document.
The Use Primary Pane option is only enabled when the Display In Separate Window option is not
selected. The Use Primary Pane option has the following effects:
If the Display Second Pane option is not checked in Workstation Options, the Use Primary Pane
option is ignored.
If the Use Primary Pane option is not checked, displays related documents in the second pane.
If the Use Primary Pane option is selected, the related document will be displayed momentarily
in the primary pane.
Note: When 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 few seconds in the primary pane before the
interface refreshes and restores focus to the primary document.
Note: The Use Primary Pane option is not applicable to the Desktop interface.
Note: In the Unity Workflow interface, the related document is displayed in the primary pane
momentarily only when you do not have an action after it that displays something in the User
Interaction pane. If you do have an action after it that displays something in the User
Interaction pane, then the document is displayed in the primary pane. When the task list is
finished executing, the document selected when executing the task is reloaded into the
viewer.
Related Documents
displayed.
documents.
Document Handle

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Workflow OnBase 12
Document Type
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Doc - Display This Document
Note: This action is not supported in the OnBase Mobile interfaces.
The display document action will display the document to the user. By default the document
will be displayed in the Workflow clients embedded document viewer.
Display in Separate Window check box. When used in conjunction with Display in Separate
Window, the Use Top Level Window check box causes the document to be opened in a window
that can be dragged outside of the Workflow window to display it on a second screens
desktop (if using dual monitors).
Note: When performing this action directly from an Outlook e-mail message using the
Integration for Microsoft Outlook 2007 or Integration for Microsoft Outlook 2010, the
document will always be displayed in a separate Document Viewer window. This is because
Outlook does not have its own viewer.
Note: The Use Top Level Window option is not supported in the Unity interface. When
performing this action from the Unity interface, the document will always be displayed in a
separate Document Viewer window.
The Use Top Level Window option is enabled only when Display in Separate Window is selected.
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 Primary Pane option is only enabled while the Display In Separate Window option is not
option is ignored.
If the Use Primary Pane option is not checked, another copy of the main document is displayed
in the second, lower-right pane.
If the Use Primary Pane option is selected, the main document is displayed in the primary,
upper-left pane.
Doc - Print Batch

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OnBase 12 Workflow

This action allows users to print multiple documents in multiple Document Types in one
printing batch. This action will print the contents of the folder specified in the Folder Type
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. The batch will
be sent to the queues specified in the Print Queue drop-down select list.
Note: When using a Web Client using Standard mode, a network printer is the only Print Queue
type supported.
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
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: This option is not supported in the Classic Client interface.
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.

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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.
If the Show Print Dialog option is selected, the Print dialog box will be displayed, allowing you
to select options before printing.
Note: The Show Print Dialog option is not supported in the OnBase Mobile interfaces. This
option is not supported in the Web Client when printing with a Network Print Queue. The print
dialog box will not display.
Note: When printing to a Named network print queue, a workstation must be running as a
Print Server when using the Web Client interface.
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 either the Classic or Core-based OnBase Client
interfaces.
Doc - Print Related Document

A related document goes to the default print queue as defined in the client program. 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 Show
Print Dialog check box if you want printing to occur with no user interaction.
Related Documents
displayed.
documents.
Document Handle

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OnBase 12 Workflow

Document Type
documents.

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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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.
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.
type supported.
Print Format
Configuration module under Printing | Print Formats. See the Configuration documentation for
more information.
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.

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Workflow OnBase 12
De-select the Show Print Dialog box to send the current/related document directly to the
printer.
dialog will not display.
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 this option is used with the Java Workflow Client, a dialog box is displayed
allowing users to select No overlay, Overlay, or Fax Compatible before displaying the printing
dialog box.

When this option is selected the first revision of the document is printed, otherwise the latest
Note: This option is only supported in the Web and Java Client Workflow interfaces.
Print Specific Pages

Selecting this check box allows you to specify a specific page range to be printed within a
document.
Using This Action in the Java Client

When using this action in the Java Client, the following options are supported:
Show Print Dialog
When using this action in the Java Client, there are a few limitations:
The Java Client only supports printing to local printers.
The Java Client does not support print formats.
This action is only supported for image, text, and HTML documents.
In addition, a user will be unable to print related documents if a folder is used as the criteria
for finding related documents and the folder has one or more documents that the user cannot
access.
Doc - Print This Document

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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 Queue
type supported.
Print Format
more information.
Show Print Dialog


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Workflow OnBase 12
printer.
print format.
dialog box.


document.

Show Print Dialog
Doc - Push Document into Cache
Note: This action is only supported in the Classic Client Workflow interface.

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OnBase 12 Workflow
Places the current document in a predetermined file cache (which is configured via the Disk
Mgmt option in OnBase Configuration). This is the only way to place documents into cache for

prefetching.
Cache
Specify the name of the cache in the Cache drop-down list after its location has been
established and configured. Caching up to 2 Terabytes is supported.
Note: In order for this action to execute successfully on a document, the document must
belong to a Document Type configured with the Allow File Caching option selected. See the
System Administration Module Reference Guide or the Configuration help files for more
information about this setting.
Doc - Push Related Document into Cache

Places the specified related document in a predetermined file cache. Related documents are
defined by specifying a Document Type with common Keyword Types, Folder Type, or by
selecting the Document Handle check box.
Cache
Related Documents
displayed.
documents.
Document Handle
Document Type

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Workflow OnBase 12
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Doc - Queue Related Document for OCR

Note: In order to use this action, the system must be licensed for Ad-Hoc Automated
Indexing, Automated Indexing, Intelligent Indexing, Ad Hoc Document OCR, or Batch 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. See the Batch OCR documentation for more information.
Places the related document in the Awaiting Ad-Hoc OCR queue
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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OnBase 12 Workflow

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Automated Index

Note: This option requires that the documents being automatically indexed are image
documents.
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.
If you want the document to be sent to the Awaiting Ad-Hoc Automated Indexing queue, select
the Automated Indexing option. This option requires either the Ad Hoc Automated Indexing
license or the Automated Indexing license.
If you want the document to be queued to be processed by the Intelligent Indexing Service,
select the Intelligent Indexing option. This action will queue the document in the database
based on the document handle to be processed by the II Service when the service executes.
This option requires the Intelligent Indexing license.
Note: A script can be created that will check the status of the document in the II process.
Doc - Queue This Document for OCR
Places the document in the Awaiting Ad-Hoc OCR queue.
Automated Index
documents.
license.

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Workflow OnBase 12
Doc - Re-Index Document
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: When this action is initiated on a document, the documents current Document Type is
available for selection during re-indexing, regardless of the currently logged in users
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: If Cancel is clicked during the re-indexing process, only re-indexing is canceled.
Subsequent processing is not automatically aborted.
Allows primary documents within a life cycle queue to be re-indexed. This action should not
be used in System Work or Timer Work. The Remove Document from Current Workflow
Locations check box allows documents to be removed from a life cycle after they have been
indexed. 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.

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OnBase 12 Workflow
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.

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.
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: This option is only supported in the Classic OnBase Client, Core-based OnBase 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.

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Workflow OnBase 12
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
Note: The Application Enabler-related options are not supported in the Java Client or Desktop
interfaces.
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 Document 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.
Use Only Active Keywords
Note: This 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.
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: 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 Document Type

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OnBase 12 Workflow
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.
Doc - Reload Keywords

When the action is executed, all cached information about a document is cleared. When the
document is accessed again, information is pulled from the database. This will pick up any
changes made outside of Workflow.
Doc - Reload This Document

Doc - Remove Related Document from All Life Cycles

Removes a related document from all life cycles. The documents are still available in OnBase,
but are no longer associated with any life cycle. If no keywords have been specified via
Related Document Type and/or Common Keyword Types, Folder Type, or by selecting the
Document Handle check box, then no documents are evaluated by Workflow.
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.
Related Documents
displayed.
documents.
Document Handle

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Workflow OnBase 12
Document Type
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Doc - Remove Related Document from Reading Group

Removes a related document from one or all reading groups to which it belongs.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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OnBase 12 Workflow

Folder Type
configuration.
to an ad hoc task.

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Workflow OnBase 12

Folder Type.
Handle.
being executed.
If you want to remove the related document from all reading groups, select the Remove from
All Reading Groups option.
If you want to remove the related document from a specific reading group, select Remove
from Selected Reading Group and select the appropriate reading group from the drop-down
select list.
If you want to remove all revisions of the document, select the Remove All Revisions check
box.
Doc - Remove Related Document from This Life Cycle

Removes related documents from selected in the Life Cycle drop-down select list that match
the configured related document criteria. The documents are available through normal
retrieval and remain in any other life cycles they may have been in. If no keywords have been
specified via Document Type and/or Common Keyword Types, Folder Type, or by selecting the
Document Handle check box, then no documents are evaluated by Workflow. The documents
are available through normal retrieval and remain in any other life cycles they may have been
in.

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OnBase 12 Workflow

Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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Folder Type
configuration.
to an ad hoc task.

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OnBase 12 Workflow

Folder Type.
Handle.
being executed.
Doc - Remove This Document 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.
All Workflow processing halts when the Break All Processing box is checked.
Doc - Remove This Document from Reading Group
Removes the primary document from one or all reading groups to which it belongs.

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If you want to remove the primary document from all reading groups, select the Remove from
If you want to remove the primary document from a specific reading group, select Remove
select list.
box.
Doc - Remove This Document from This Life Cycle

Removes the current document from the life cycle selected in the Life Cycle drop-down select
list.
If the Break Processing option is selected, the processing of the current task list is aborted on
the current document.
Doc - Set Document Type
Caution: This action does not support Medical Records Management Document Types.

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OnBase 12 Workflow
Sets the Document Type of the document to the Document Type specified. If the Document
Type selected has multiple revisions configured, the most recent revision of the Document

Type structure will be used for the document. 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: 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 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.
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 Keywords 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.
Doc - Set Document Type on Related Document


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Workflow OnBase 12
Sets the Document Type of the current documents related document to the Document Type
specified. If the Document Type selected has multiple revisions configured, the most recent
revision of the Document Type structure will be used for the document. 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.
be kept.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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OnBase 12 Workflow

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow

Document Type associated with a Multi-Instance Keyword Type Group is set to another
Document Type with the same Multi-Instance Keyword Type Group association.
Doc - Set Priority on Related Document

Sets a priority value to be applied to related documents.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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Workflow OnBase 12
Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.
Priority Value Comes From

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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 999 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 Classic Client interface.
Set on Related Documents in this Life Cycle

Select the life cycle from this drop-down select for which you would like the priority set for the
document. Priorities are attached to life cycles for a document. It is possible to have different
priority assignments for one document in multiple life cycles.
Doc - Set Priority on This Document

Sets a priority value to be applied to a document.
Active 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 active item/document. Priorities are attached to life cycles for an item or document. It is
possible to have different priority assignments for one item/document in multiple life cycles.
If <Current Life Cycle> is selected, the priority will be set for the life cycle executing the action
Doc - Set Related Documents Priority to This Documents

Priority
Sets the related documents priority to be the same as the current documents priority.

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Related Documents in this Life Cycle
the related document.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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Folder Type
configuration.
to an ad hoc task.

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OnBase 12 Workflow

Folder Type.
Handle.
being executed.
Doc - Sign Current Document
Note: This action requires that your system is licensed for Digital Signatures.
Note: This action is not supported in the OnBase Mobile or Desktop interfaces.
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. This 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: Web Client Workflow uses certificates stored on the users workstation. Core-based
Workflow interfaces 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.

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If the Do Not Break Processing option is selected, task lists do not abort processing after
signing a document fails or is canceled.
Doc - Split Document
Note: When using the Create Document from Select Page(s) option, this action is not supported
in the Web Client, Java Client, Desktop, Outlook Integration, or OnBase Mobile interfaces. The
Break Document on Each Page option is supported in the Web Client and Java Client interfaces.
Allows users to split the current document into multiple documents.
Note: This action only supports image documents.
Create Document from Selected Page(s)

Using this option, this action opens the Create new document from existing 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.
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.
values.
Inherit Notes
document(s).
Note: Users must have rights to the Document Type to which documents will be split into.
Doc - Stamp Version
Note: This action requires that your system is licensed for EDM Services.

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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.
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 the Unity or 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 14
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.
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.
Doc - Transition Related Document

Sends a related document along a configured transition. If the related document is not
specified via Related Document Type by Common Keyword Types, Folder Type, or by selecting
the Document Handle check box, then all documents matching the Document Type of the
current document are transitioned. Both queues in a transition must exist in the same life
cycle. (If desired, the To Queue and From Queue select list can be filtered by Life Cycle.)
Note: The related documents must be in a life cycle to be transitioned using this action.

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The Core-based interfaces also support transitioning a document based on properties. The
source and/or destination queues are found based on the configured property value. To
configure a source queue based on property value, select the Get From Queue from Property:
check box and enter the name or number of the desired Workflow property in the data entry
field. The From Queue drop-down select list will be disabled and not applicable as soon as this
check box is selected. To configure a destination queue based on property value, select the
Get To Queue from Property: check box and enter the name or ID number of the desired
Workflow queue in the data entry field. The To Queue drop-down select list will be disabled
and not applicable as soon as this check box is selected. Both queues in a transition must
exist in the same life cycle. The document will not be transitioned if the configured properties
are not set on the document.
Note: When Get To Queue from Property: is selected, a specific life cycle must also be selected
in the Life Cycle drop-down select list. The <ALL> option for life cycles will not function when a
property is configured as a destination queue, because multiple queues across life cycles
could have the same property.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Doc - Transition This Document

Moves a document from its current queue to another queue. The source and the destination

queues are specified in the configuration. (If desired, the To Queue and From Queue select list
can be filtered by Life Cycle.) To transition documents 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. Both queues in a transition must exist in the same life cycle.
The Core-based interfaces also support transitioning a document based on properties. The
source and/or destination queues are found based on the configured property value. To
configure a source queue based on property value, select the Get From Queue from Property:
check box and enter the name or number of the desired Workflow property in the data entry
field. The From Queue drop-down select list will be disabled and not applicable as soon as this
check box is selected. To configure a destination queue based on property value, select the
Get To Queue from Property: check box and enter the name or ID number of the desired
Workflow queue in the data entry field. The To Queue drop-down select list will be disabled
and not applicable as soon as this check box is selected. Both queues in a transition must
exist in the same life cycle. The document will not be transitioned if the configured properties
are not set on the document.
Note: When Get To Queue from Property: is selected, a specific life cycle must also be selected
Doc - 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.
Doc - Update WorkView Object From This Document
Note: This rule is only available when licensed for WorkView.
Note: This action is not supported in the Classic Client or Java Client interfaces.

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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.
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 objects 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 doc 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.
an object is not found that matches the relationship attributes value, the value for the
relationship attribute is stored as blank in the updated object.
Form - Create New Form

Creates and displays a new 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.
Form Type

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OnBase 12 Workflow
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 DOC - Auto-Folder
This Document action.
Caution: The following options are not supported in the Java Client: Display For Input, Save Form
on Submit, and Initiate Workflow on Submit.
Keywords
The Keyword Type drop-down list lets you choose a Keyword Type to add to the new form.
Enter the keyword value in the field.
Inherit Common Keys
If you want keywords from the active document to be added to the form, select the Inherit
Common Keys from Active Document check box. If you want all common Keyword Type values,
select Inherit All. If you want to specify a subset of common Keyword Type values that are
inherited, select Inherit Selected. The Configure button will be enabled. Click Configure to
specify what Keyword Types you would like to inherit values.
Note: When Inherit Common Keys is selected, the action will ignore any Keyword Types that are
on the primary document 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 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.
Fill Document Handle Keyword(s)

The Fill Document Handle Keyword(s) option will add a Document Handle keyword to the
primary document 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 document.
This option enables you to find the newly created E-Form as a related document in
subsequent actions and rule using the Document Handle related item option.

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The Document Handle Keyword Type must be assigned to both Document Types of the primary
document and the new E-Form.
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 Related Behavior

Document Document/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 Group Keyword Type Group Keyword Type Group (means they have the same
identification number)
Display For Input

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OnBase 12 Workflow
When this option is selected, the form is displayed in the User Interaction window for
additional data entry.

Note: The Display For Input option is not supported in the OnBase Mobile Access for BlackBerry
or Mobile Access for Windows Phone interfaces.
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 DOC - Display Related Document action be used
instead of this option under this circumstance.
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: The Save Form On Submit option is not supported in the OnBase Mobile Access for
BlackBerry, Mobile Access for Windows Phone, or Desktop interfaces.
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.
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 forms 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

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Workflow OnBase 12
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 Button Outcome

Options
Save Form on OBBtn_No Form is created.

Submit = No
Keywords that are inherited are
Initiate automatically saved.
Workflow On
Any changes made to the document in
Submit = No
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
Workflow On
Submit = No
the user interface.

Submit = No
Workflow On
Submit = Yes
Document is not added to the
Workflow life cycles.

Submit = No
Workflow On
Submit = Yes
Save Form on OBBtn_No Form is not created.

Submit = Yes
Keywords are not saved.
Initiate
Workflow On
Submit = Yes

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OnBase 12 Workflow

Options

Save Form on OBBtn_Cancel Form is not created.
Submit = Yes
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.

the E-Form.

Form - Create Unity Form
Note:This action is supported only in the Unity and Web Client interfaces.

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This action allows you to create a Unity 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.
Form Type
Select the Unity Form template that you would like to use to create the new form from the
Form Type drop-down select list.
Keyword Type/Keyword
Select a Keyword Type that you would like to populate on the form with a value. Enter the
value you want to populate in that Keyword Type in the Keyword field.
Inherit Common Keys from Active Document
Common Keys from Active Document check box. If you want all common Keyword Type values,
select Inherit All. If you want to specify a subset of common Keyword Type values that are
inherited, select Inherit Selected. The Configure button will be enabled. Click Configure to
specify what Keyword Types you would like to inherit values.
Note: When Inherit Common Keys is selected, the action will ignore any Keyword Types that
are on the primary document but not on the Form. Only the common Keyword Types will be
inherited.

If you check the Fill Document Handle Keyword(s) check box, the new document and the
primary document inherit each others 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.
Keyword Handling

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OnBase 12 Workflow

Form

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
Display for Input

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 DOC - Display Related Document action be used instead of this option under this
circumstance.
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.
Allow User to Discard Changes and Continue Execution

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Workflow OnBase 12
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.
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.
Form - Display E-form for Input
Note: This action is not supported in the OnBase Mobile Access for BlackBerry or Mobile
Access for Windows Phone interfaces.
Displays an E-Form or Virtual E-Form. Requires a license for the E-Forms module.
Document Handle
This option causes OnBase to use the value contained in the Document Handle keyword as
the common denominator between the current and related document.
Related E-Form Type
All Document Types are available for selection; however, only E-Form and Virtual E-Form
Document Types are valid selections. Once a Document Type is selected, the Common
Keywords button is enabled.
Note: Workflow will display an error message to a user attempting to view a related document
that is not an E-Form Document Type.
Common Keywords
After you select the Related E-Form Type, click Common Keyword. The Related Document Types
dialog box opens. To add Keyword Types to the list, select the Keyword Type in the drop-down
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.
Caution: If the current document contains a null value for a common Keyword Type, Workflow will
not find any related documents.
Keyword Type name after the common keyword(s) have been added (as shown in the screen
image).

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OnBase 12 Workflow
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.

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.
button.

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 task
only list is broken.
Current form OBBtn_No All E-Forms are displayed and the task
only 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 task
subsequent list is not broken. The last execution
forms result is set to False.
Form - Display HTML Form for Related Document

Displays an HTML form that allows the user to alter the keywords or Workflow properties of a
document related to the current document. Related documents are defined by specifying a
document type by common Keyword Types, Folder Type, or by selecting the Document Handle
check box.
Note: To input Workflow properties into a user form, the form must be configured properly. For
more information, see User Forms and the Workflow Property Bag on page 220.
Form

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Workflow OnBase 12
If a user form has been created for the life cycle, you can select it from the Form drop-down
list. You may also choose Auto-Generate and click Config, which calls the User Form
Configuration dialog box. In this screen, specify the instructions and up to three Keyword
Types to display on your form. Workflow properties cannot be selected for an auto-generated
form. When finished, click OK. OnBase then builds the form. User forms display in the User
Interaction screen when the action is performed.
Note: If the document this action is performed on has multiple related documents 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 documents.
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.
Note: If you perform this action from an e-mail notification in the Integration for Microsoft
Outlook 2007 or Integration for Microsoft Outlook 2010 and click the cancel button, the e-mail
notification is still modified to indicate that the ad hoc task that was successfully executed.
Task list execution does not continue.
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.
Related Documents
displayed.
documents.
Document Handle

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OnBase 12 Workflow

Document Type
documents.

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Configure

An alternative to an auto-generated form is configuring your own HTML form called a User
Form. A user form must contain keywords in its HTML code in order to work within the
system. Follow these steps to configure a user form:
1. Create a form with an HTML editor such as Microsoft FrontPage; save to disk as an
.HTM or .HTML file type.
Note: Any HTML forms that are used in a Workflow process must be available to all users of
the workflow process, from the same location on the network.

3. In the HTML Forms dialog box, choose the life cycle to utilize the form from the Life
Cycle drop-down list.
4. The Form Name list activates, displaying all the forms currently available for that life
cycle. Type a name from your new form in the field below this list and click Save.
6. In the User Form Configuration dialog box, click Browse. Navigate to your new form and
click the file name to select it and click Open. Click Save & Close.
7. At the User Forms dialog box, click Close to complete the configuration. You may also
click Delete to remove your newly added form. The Clear button de-selects the selected
form name.
form selection.

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Workflow OnBase 12
If you want the Keyword Values or Workflow properties associated with the document to
populate the forms fields, select the Fill HTML fields with document keyword and property
values option. When this is selected, the form will display the documents 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 updated.
Note: When the Fill HTML fields with document keyword and property values option is selected,
the cursor will not appear initially in the first field of the form unless the Allow active content to
run in files on My Computer option under Security is selected (accessed in Internet Explorer by
selecting Tools | Internet Options, then selecting the Advanced tab) in Windows XP or Windows
Server 2003.
Caution: When an HTML form allows the input of multiple values for a single Keyword Type within
a Multi-Instance Keyword Type Group, then only the last value specified for the Keyword Type
will be saved into the Multi-Instance Keyword Type Group.
Note: When auto-generating an HTML form for a document, the clients regional settings will
determine formatting for date and date time keywords.
Caution: When the Fill HTML fields with document keyword and property values option is selected,
ensure that the form is configured to display all instances of all keyword values. Only keyword
values displayed on the form will be saved. All other keyword values will be removed from the
document.
Configure

drop-down list.
form name.

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OnBase 12 Workflow
form selection.

Note: When using a URL to specify a user form, the Fill HTML Fields with document keyword and
property values field is not functional.
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.
Note: If there are several forms within a task list, if one of the forms is cancelled, the task
execution is aborted.
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 selected, fields
are filled with the values of the first Multi-Instance Keyword Type Group listed on the
document. When a value is changed, the displayed Multi-Instance Keyword Type Group is
updated. Likewise, deleting a value from a Keyword Type field removes the value from the
Multi-Instance Keyword Type Group.
When the Fill HTML fields with document keyword and property values option is not selected,
new values entered create a new Multi-Instance Keyword Type Group.
Form - Display HTML Form for This Document


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Workflow OnBase 12
Displays an HTML form in the User Interaction window that allows the user to change Keyword
Values on the document.
Form
This action requires configuration of the Form drop-down list. If a user form has been created
for the life cycle, you can select it from the Form drop-down list. You may also choose Auto-
Generate and click Config, which calls the User Form Configuration dialog box. In this screen,
specify the instructions and up to three keyword types to display on your form. When
finished, click the OK button. OnBase then builds the form. User forms display in the User
Interaction screen when the action is performed.
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
Note: To input Workflow properties into a user form, the form must be configured properly. For
more information, see User Forms and the Workflow Property Bag on page 220.
Note: If you perform this action from an e-mail notification in the Integration for Microsoft
Outlook 2007 or Integration for Microsoft Outlook 2010 and click the cancel button, the e-mail

Configure
An alternative to an auto-generated form is configuring your own HTML form called a User
Form. A user form must contain keywords in its HTML code in order to work within the
system. Follow these steps to configure a user form:
1. Create a form with an HTML editor such as Microsoft FrontPage; save to disk as an
.HTM or .HTML file type.
Note: Any HTML forms that are used in a Workflow process must be available to all users of
the workflow process, from the same location on the network.

3. In the HTML Forms dialog box, choose the life cycle to utilize the form from the Life
Cycle drop-down list.

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OnBase 12 Workflow
4. The Form Name list activates, displaying all the forms currently available for that life
cycle. Type a name from your new form in the field below this list and click Save.

6. In the User Form Configuration dialog box, click Browse. Navigate to your new form and
click the file name to select it and click Open. Click Save & Close.
7. At the User Forms dialog box, click Close to complete the configuration. You may also
click Delete to remove your newly added form. The Clear button de-selects the selected
form name.
form selection.
If you want the Keyword Values or Workflow properties associated with the document to
populate the forms fields, select the Fill HTML fields with document keyword and property
values option. When this is selected, the form will display the documents 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 updated.
Note: When the Fill HTML fields with document keyword and property values option is selected,
the cursor will not appear initially in the first field of the form unless the Allow active content to
run in files on My Computer option under Security is selected (accessed in Internet Explorer by
selecting Tools | Internet Options, then selecting the Advanced tab) in Windows XP or Windows
Server 2003.
Caution: When an HTML form allows the input of multiple values for a single Keyword Type within
a Multi-Instance Keyword Type Group, then only the last value specified for the Keyword Type
will be saved into the Multi-Instance Keyword Type Group.
Note: When auto-generating an HTML form for a document, the clients regional settings will
determine formatting for date and date time keywords.
Caution: When the Fill HTML fields with document keyword and property values option is selected,
ensure that the form is configured to display all instances of all keyword values. Only keyword
values displayed on the form will be saved. All other keyword values will be removed from the
document.
Configure

drop-down list.

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Workflow OnBase 12

form name.
form selection.
Note: When using a URL to specify a user form, the Fill HTML Fields with document keyword and
property values field is not functional.
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.
Note: OBBtn_KS###, OBBtn_ExpandKS###, and OBBtn_Keyset are not supported for this
action.


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OnBase 12 Workflow
Form - Display Unity Form for Input

Note: This action is supported only in the Unity and Web Client interfaces.
This action enabled the entry of information into a Unity form.

This action is used in conjunction with the Doc - Related Document Exists rule with the Use
Related Documents for Tasks option selected. Using this rule provides a way to determine if
there are Unity forms related to the primary document. If a Unity form is found that matches
the rule criteria upon task execution, it will be displayed for input. If multiple Unity forms are
found that matches the rule criteria, they will be displayed one after another until all of the
Unity forms are processed.
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.
There are two options under Cancel Form Applies to:, which is enabled when Allow User to
Discard Changes and Cancel Execution is selected.
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 document.
Key - Add Keyword to Document

Adds a new Keyword Value to the document. The Keyword Type selected must be associated
with the Document Type of the document in order for the action to succeed. Specify the
Keyword Value to add. When a Date Keyword Type is selected, the Current Date option can be
selected to use the date information for the Keyword Value. When a Date/Time or
Alphanumeric Keyword Type is selected, the Time Stamp 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.
Keyword Type
The drop-down list displays all available Keyword Types. Only keywords of the Keyword Type
selected are affected.
Keyword Value

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Workflow OnBase 12
Enter the value that you would like to add.

Note: A Keyword Value must be specified.
Note: When setting an Alphanumeric Keyword Type and using the Time Stamp option in the
Core-based interface, the value will be truncated if it is over 20 characters. This also applies
to the Core itself.
Currency Format
When the Keyword Type selected is configured as a Specific Currency Data Type, a Currency
Format drop-down select list is displayed. Any specific currency format configured for the
system can be selected from the drop-down select list.
Key - Add Keyword to Related Document

Adds a keyword with the specified value of the specified Keyword Type to a document related
to the current document. The Keyword Type selected must be associated with the Document
Type of the related document in order for the action to succeed. Specify the Keyword Value.
If the Keyword Type selected uses a Date or Date & Time data type, selecting Current Date is
will use the current date as the value. Date and date & time formatting are dependent on
regional settings.
When an Alphanumeric Keyword Type is selected, the Time Stamp option can be selected to
use the date/time information for the Keyword Value.
Keyword Type
The drop-down list displays all available Keyword Types. Only keywords of the Keyword Type
selected are affected.
Keyword Value
Enter the value that you would like to add.
Note: When setting an Alphanumeric Keyword Type and using the Time Stamp option in the
Core-based interface, the value will be truncated if it is over 20 characters. This also applies
to the Core itself.
Currency Format
system can be selected from the droop-down select list.
Related Documents

452
OnBase 12 Workflow
displayed.

documents.
Document Handle
Document Type
documents.

Folder Type

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Workflow OnBase 12
configuration.
to an ad hoc task.
Folder Type.

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OnBase 12 Workflow


Handle.
being executed.
Key - Autofill Keyword Set on This Document

Fills Keyword Values on a document with values from an AutoFill Keyword Set. This action
should be used in system work. 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.
Select the appropriate AutoFill Keyword Set from the Select Autofill Set 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.
Two options are available: Keep Existing Values and Replace Secondary Values When Only One
Instance Exists.
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.
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.
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.

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Workflow OnBase 12
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.

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OnBase 12 Workflow
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 Replaces Adds New

Values Existing Existing Keyword Value
Secondary Secondary
Keyword Value Keyword Value
Standard Keyword Type
Keep Existing 1 primary value x x

Values
2 different x x
primary values
Replace 1 primary value x x

Secondary
Values When 2 different x x
Only One primary values
Instance Exists
Single Instance Keyword Type Groups

Values
2 different n/a n/a n/a
primary values

Secondary
Values When 2 different n/a n/a n/a
Instance Exists
Multiple Instance Keyword Type Groups

Values
2 different x x
primary values

Secondary
Instance Exists
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 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.

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Workflow OnBase 12
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.
Using the Expand All Matching Instances Option

If you are using an AutoFill Keyword Set with the Expand All Matching Instances option applied,
this action will function in the following different ways when used in conjunction with the
Replace Secondary Values When Only One Instance Exists option:
Type Number Retains Existing Replaces Existing Adds New
of Secondary Keyword Secondary Keyword Keyword Value
Primary Value Value
Values
Standard 2 Adding a new instance If multiple AutoFill

Keyword with a different primary Keyword Sets are
Type value will replace the associated with a
existing secondary primary value, the
values. Since the secondary values for
keywords are not the last AutoFill
connected in a Multiple Keyword Set that was
Instance Keyword Type expanded will be
Group, there is no way stored.
to group primary and
secondary values.
Although both primaries
are retained, the
secondary values for
the AutoFill Keyword
Set that was last
expanded will overwrite
existing values and be
stored.
Single 2 n/a n/a

Instance
Keyword
Type
Group

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OnBase 12 Workflow


Primary Value Value
Values
Multiple 2 All existing Multiple If a Multiple Instance New values are

Instance Instance Keyword Type Keyword Type Set exists added.
Keyword Groups are retained and and the primary is
Type all new Multiple changed, upon
Group Instance Keyword Type expanding, the
Groups are added. secondaries are
overwritten with the
new secondary values
associated with the new
primary. If more than
one AutoFill Keyword
Set exists for a primary,
new Multiple Instance
Keyword Type Group
instances are created
for the each AutoFill
Keyword Set that
exists.
Key - Begin Keyword Record

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 Key-End Keyword Record action.
Caution: Any rules or actions that evaluate Keyword Values that have been added to the Multi-
Instance Keyword Type Group before the Key-End Keyword Record 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 Key - Begin Keyword Record and
Key - End Keyword Record actions. If this cannot be achieved, make sure that the Key - End
Keyword Record action follows after every Key - Begin Keyword Record action and test the
configuration thoroughly. The Key - Add Keyword to Document, Prop - Set Keyword from
Property, and Key - Set Keyword to Entry to Queue Date actions may be used in between the Key
- Begin Keyword Record and Key - End Keyword Record actions for Core-based interfaces. The
Classic Client interface only supports Key - Add Keyword to Document between the Key - Begin
Keyword Record and Key - End Keyword Record.

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Workflow OnBase 12
See Using Multi-Instance Groups with Begin/End Keyword Record on page 673 for more
information.
Key - Copy Keyword

Copies the value of the Source keyword into the value of the Destination keyword on the active
document.
Note: Keyword Values from standard Keyword Types cannot be copied to/from Keyword Types
in a Multi-Instance Keyword Type Group.
Source/Destination 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:
>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type
For more information about these system properties, see the Document Properties topic in
the OnBase Client help system.
Select the Keyword Type to which the value should be copied in the Destination Keyword drop-
down list.
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.
Note: When a Date or Date/Time Keyword Value is copied into an alphanumeric Keyword Type,
the servers default date and date/time format is used.
Key - Copy Keyword from Related Document

Copies the value of the Source Keyword on a related document into the value of the
Destination Keyword on the active document.

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OnBase 12 Workflow

>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type
down list.
copying.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

461
Workflow OnBase 12
Folder Type
configuration.

462
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Key - Copy Keyword Records from Related Document

This action copies all of the Multi-Instance Keyword Type Groups from all of the related
documents to the current document.
Select the Keyword Group that you want to copy from the drop-down select list.
Note: Blank values are copied.
copying.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

464
OnBase 12 Workflow

Folder Type
configuration.

465
Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
The Keyword Group drop-down select list specifies what Multi-Instance Keyword Type Group
you want to copy from the related documents. Only Multi-Instance Keyword Type Groups will

be listed in this drop-down.
Note: When this action is not fully configured, no actions are executed after it.
Key - Copy Keyword Records to Related Document

Copies Multi-Instance Keyword Type Group values from the active document onto a related
document that has the same Multi-Instance Keyword Type Group assigned.
copying.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

467
Workflow OnBase 12
Folder Type
configuration.

468
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
The Keyword Group drop-down select list specifies what Multi-Instance Keyword Type Group
you want to copy to the related documents. Only Multi-Instance Keyword Type Groups will be
listed in this drop-down.
Key - Copy Keyword to Related Document

Copies a Keyword Value from the active document onto a related document.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


470
OnBase 12 Workflow

Folder Type
configuration.
to an ad hoc task.

471
Workflow OnBase 12

Folder Type.
Handle.
being executed.
>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type

472
OnBase 12 Workflow
down list.

copying.
Key - Copy Keywords from Related Document

Copies the keywords from the related document to the primary document. You can select
Keep all existing keyword values if you want to keep the existing values, but add the values
from the related document. You can select Keep all existing values for common keywords if you
want to keep the values of common Keyword Types between the primary document and the
related document, but discard those that are not common between the two. You can select
Delete all existing keyword values if you want to delete the existing values and add the values
from the related document. 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 documents before adding the values to the primary document.
After selecting one of the above four options, select whether you wish to apply the option to
All Keywords or Selected Keywords. Selecting All Keywords will copy all the keywords from the
related document. Selecting Selected Keywords allows you to configure specific keywords to
copy. When selecting Selected Keywords, click the Configure button to configure the desired
keywords. Select the keywords in the Common Keywords to Inherit dialog box.
Caution: Copying a Keyword Type Group (non-Multi-Instance) from a related document using this
action will result in the copied values replacing the existing values regardless of the keyword
options configured for the action.
copying.
Related Documents
displayed.

473
Workflow OnBase 12

documents.
Document Handle
Document Type
documents.

Folder Type

474
OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

475
Workflow OnBase 12

Handle.
being executed.
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

Form

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
The following table describes the behavior for deleting a keyword from a related document
based on a primary document.

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OnBase 12 Workflow
Primary Related Document Behavior

Document
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

Keyword Type Group

Keyword Type Group
Multi -Instance Multi -Instance Only delete if they are the same Multi -Instance
Key - Copy Keywords to Related Document

Copies all keywords from the primary document to the related document. You can select Keep
all existing keyword values if you want to keep the existing values, but add the values to the
related document. You can select Keep all existing values for common keywords if you want to
keep the values of common Keyword Types between the primary document and the related
document, but discard those that are not common between the two. You can select Delete all
existing keyword values if you want to delete the existing values and add the values to the
related document. 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
documents before adding the values to the related document.
All Keywords or Selected Keywords. Selecting All Keywords will copy all the keywords to the
related document. Selecting Selected Keywords allows you to configure specific keywords to
copy. When selecting Selected Keywords, click the Configure button to configure the desired
keywords. Select the keywords in the Common Keywords to Inherit dialog box.
copying.

477
Workflow OnBase 12
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

Folder Type

478
OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

479
Workflow OnBase 12

Handle.
being executed.
Note: If the Folder Type method is used, the Keep existing values for common keywords and
Keyword Handling

Form

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group

480
OnBase 12 Workflow

Document

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
Key - Decrement Keyword on Related Document

Subtracts the value specified from a Keyword Value on a related document. The Keyword
Value is decremented by the number specified in the Amount edit field.
Note: Ensure that the Keyword Type that is selected for this action contains numeric-based
values.
Keyword Type
The drop-down list displays available Keyword Types. Only keywords of the selected Keyword
Type are affected.
Amount

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Workflow OnBase 12
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.
Caution: If you enter 0 in this field, when saved, it will automatically default to 1 for the value.
Note: If you are going to increment or decrement values in an alphanumeric or alphanumeric

single table Keyword Type, values must be whole numbers with no non-numeric characters
present. When a value is evaluated, the string is searched until a non-numeric item is found,
it assumes that the whole-number numeric value is what you intended to increment, and it
will only store this value plus or minus the configured value. So, if the Keyword Type value is
100.1 and you choose to increment this value by one, the resulting value stored will be 101.
Likewise, if you were to decrement by one, the value would be 99.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

482
OnBase 12 Workflow

Folder Type
configuration.

483
Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Key - Decrement Keyword on This Document

Subtracts the value specified from a Keyword Value on the current document. The value is

decremented by the number specified in the Amount edit field.
values.
Keyword Type
Type are affected.
Amount

Key - Delete All Keywords of Certain Type on Related Document

Removes all Keyword Values for a specific Keyword Type on the specified related document
related to the current document.
Keyword Type
Type are affected.
Related Documents
displayed.
documents.

485
Workflow OnBase 12
Document Handle
Document Type
documents.

Folder Type
configuration.

486
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Key - Delete All Keywords of Certain Type on This Document

Removes all Keyword Values for a specific Keyword Type on the current document. This action
affects rules that look for keyword existence or specific values of the Keyword Type.
Keyword Type
Type are affected.
Key - Delete Keyword on Related Document

Removes the specified Keyword Value from the specified related document.
Keyword Type
Type are affected.
Keyword Value
Specify the value in the Keyword field for the value that will be deleted.
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.
Related Documents
displayed.
documents.

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OnBase 12 Workflow
Document Handle

Document Type
documents.

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow

Key - Delete Keyword on This Document
Deletes the specified Keyword Value from the current document.
Keyword Type
Type are affected.
Keyword Value
Specify the value in the Keyword field for the value that will be deleted.
Allow Wildcards
COLUMBIANA.
Key - End Keyword Record

Signals to save the new Keyword Type Group of the type specified in the Keyword Record
drop-down select list created by the Key-Begin Keyword Record 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.
Caution: If this action is not used in conjunction with the Key - Begin Keyword Record, all values
added to a Keyword Type Group created by the Key - Begin Keyword Record 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 Key - Begin Keyword Record and
Key - End Keyword Record actions. If this cannot be achieved, make sure that the Key - End
Keyword Record action follows after every Key - Begin Keyword Record action and test the
configuration thoroughly.

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Workflow OnBase 12
information.
Key - Increment Keyword on Related Document

Adds the value specified to the Keyword Value on a related document. The Keyword Value is
increased incrementally by the number specified in the Amount edit field.
values.
Keyword Type
Type are affected.
Amount

Related Documents
displayed.
documents.
Document Handle
Document Type

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OnBase 12 Workflow

documents.

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Key - Increment Keyword on This Document

Adds the value specified to the Keyword Value on the current document. The Keyword Value is

changed incrementally by the amount specified in the Amount edit field.
Keyword Type
Type are affected.
Amount

Key - Replace Keyword on Related Document

Replaces the specified Keyword Value on the related document.
Related Documents
displayed.
documents.
Document Handle
Document Type

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Workflow OnBase 12
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Select the Keyword Type from the drop-down select list of which you would like to replace the
value. If you have a specific value you want the system to look for and replace, enter the
value in the Old Keyword field. Enter the value that you want to put in the old value's place in
the New Keyword section.
There are many options under the New Keyword section. If you want to specify a new value to
replace the Old Keyword with, select Specific Value and enter the value in the field. If you
would like to replace the Old Keyword with a value from the system, select System Value.
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 Users Name if you want the new value to be the user name of the currently
logged in user. select Current Users Real Name if you want the new value to be the real name
specified for the currently logged in user.
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 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.
Currency Format
Key - Replace Keyword on This Document

Replaces the specified Keyword Value on the current document.

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OnBase 12 Workflow

Currency Format
Key - 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 in the Keyword Type field. Only date and date/time keywords are
available from the Keyword Type drop-down select list.
Key - Set Keyword to Entry to Queue Date

The selected Keyword Type value will be set to the date or date/time the document entered
the queue. Only date and date/time keywords are available from the Keyword Type drop-down
select list.
Key - Set Keyword to User Name

Fills the specified Keyword Types value with the user name logged into OnBase when this
action is performed.
Keyword Type
Type are affected.
The Use Real Name option will cause the keyword to populate with the users real name as
specified in User Settings dialog box in the Configuration module.
Key - Set Keyword to User Name on Related Documents

Fills the specified Keyword Types value on all related documents with the user name logged
into OnBase when this action is performed. The Use Real Name option will cause the keyword
to populate with the users real name as specified in User Settings dialog box in the
Configuration module.

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Workflow OnBase 12
Keyword Type
Type are affected.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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OnBase 12 Workflow

Folder Type
configuration.
to an ad hoc task.

501
Workflow OnBase 12

Folder Type.
Handle.
being executed.
Key - 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.
Keyword Type
Type are affected.
Related Documents
displayed.

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OnBase 12 Workflow

documents.
Document Handle
Document Type
documents.

Folder Type

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Workflow OnBase 12
configuration.
to an ad hoc task.
Folder Type.

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OnBase 12 Workflow


Handle.
being executed.
Key - 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.
Keyword Type
Type are affected.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

505
Workflow OnBase 12

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
Key - Store Related Document Count in Keyword

Fills a specified Keyword Value with the number of related documents in OnBase.
Keyword Type
Type are affected.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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OnBase 12 Workflow

Folder Type
configuration.
to an ad hoc task.

509
Workflow OnBase 12

Folder Type.
Handle.
being executed.
KeySet - Create Autofill Record

This action will create an AutoFill Keyword Set instance from the values on the current
document. 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.
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.

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OnBase 12 Workflow
KeySet - Create Autofill Record From Related Document

This action will create an AutoFill Keyword Set instance from the values on the related
documents of the current document. Select the appropriate AutoFill Keyword Set from the
drop-down select list that will be filled with values from the document.
on the related documents in Workflow in order for the AutoFill Keyword Set record to be
created.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

511
Workflow OnBase 12
Folder Type
configuration.

512
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
KeySet - 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.
This action will delete AutoFill Keyword Set records that match the configured criteria.
Select the AutoFill Keyword Set from which you would like to remove records from.
The primary Keyword Types populates the Keyword Type to Search field automatically.
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.
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.
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.
KeySet - Set Autofill Value

Note: This action is not supported in the Desktop interface.
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.
AutoFill Keyword Set drop-down select list allows you to 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.

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OnBase 12 Workflow
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.
The Keyword Type to Set Value drop-down select list allows you to select the Keyword Type
value for which you want to change.
The Keyword Value field contains the value to which the Keyword Type will be changed.
When an Alphanumeric Keyword Type is selected, the Time Stamp 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.
KeySet - Set Autofill Value From Keyword

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.
search.
from which you would like to copy the value from the currently displayed document to the
identified AutoFill Keyword Set.

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Workflow OnBase 12
KeySet - 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
search.
The Keyword Type to Get Value From 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 document.
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.
KeySet - 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.
search.

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OnBase 12 Workflow

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.
Med - Create Physician Signature Note
Note: This action is not supported in the Classic Client, Desktop, or Java Client interfaces.
Note: This action is only available when licensed for the Medical Records Management or
Signature Deficiencies for Epic modules.
Places a physician signature note vertically on the document.

Specify the Note Type to use for the action. Select either MedRec-Not Approved Initials or
MedRec-Approved Initials.
If you want to break processing if the physicians information does not exist in OnBase, select
Break processing if physician information does not exist. This is based on the currently logged in
user.
If you want to specify the position of the note on the document, enter the distance from the
top of the document in the Vertical field and enter the distance from the right side of the
document in the Horizontal field. This is measured in pixels.
Med - Display ChartPop

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Workflow OnBase 12
Note: This action is only supported in the Web Client interface.

Note: This action is only available when licensed for HL7, Medical Records Management, or
Signature Deficiencies for Epic.
Display a Medical Records chart using the parameters defined.

To configure this action:
1.Select the HTTP or HTTPS protocol.

2.Enter the Server Name.
3.Enter the Virtual Root.
4.Select a parameter from the Available Parameters drop-down select list.
5.Click Add.
6.Define the Value of the parameter. Select Keyword Type and select a Keyword Type from
the drop-down select list, select Property and enter a property name, or select
Constant Value and enter a value.
7.With the correct parameter selected in the Parameter box, click Update.
If you want to append the chksum parameter to the generated URL, select the Verify
Checksum check box. In order for this option to function properly, the EnablePopChecksum
setting must be set to true in the ChartPop web.config file.
MED - 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.
1. From the Destination drop-down select list, select the destination for the HL7 message.
Only export destinations configured to Queue out-going messages for HL7 Auto-Sender
are available.
2. From the Message drop-down select list, select the HL7 Message Template for the
message you want to send. If the Message Template contains fields whose default
values begin with $^ characters, these fields can be mapped to The Value of a Property,
a URL, or a Value.
3. To map a field, select the field and select the type of mapping you want to use.
If you select The Value of a Property, enter the name of the property.
If you select URL, select the appropriate Document Display URL. This option uses
DocPop or a medical Pop integration to display a URL to the document or associated
chart. These URLs are configured under Utils | Document Display URLs in the
If you select Value, enter a value to map to the field
4. After selecting a type, click Map.

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OnBase 12 Workflow
5. Click Properties for additional options. The Properties dialog box is displayed.

6. To append additional parameters to a Document Display URL, select or configure the
following options:
Option Description
Document Handle The action appends the docid parameter with the document ID as
the value. For DocPop URLs, this parameter would retrieve the
document that triggered the message.
Keyword Value The action appends the specified Parameter Name with the value
of a Keyword Type from the document.
Parameter Name Enter the parameter name to append to the URL. For example, if
you are using ChartPop, you might use the acctnum 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.

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Workflow OnBase 12
7. Select Include Text Transcription to include text transcription data in the OBX.5 field.
The OBX.5 field in the HL7 message template must have a default value of $^TXDATA.
Caution: Do not enable this option if you want Workflow to 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 documents 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.
8. Click OK.
9. When finished, click Apply.
Configuring Document Display URLs

To map a field to a URL, you must configure a Document Display URL. To configure a URL:
1. Select Utils | Document Display URLs. The Document Display URLs dialog box is
displayed.

520
OnBase 12 Workflow
2. Enter a name and click Create. The Document Display URL Options dialog box is
displayed.

3. Type the appropriate URL for the Pop integration in the URL field. For example, if
youre using DocPop, youd type the following:
http://YourServer/AppNet/DocPop/DocPop.aspx.
Query string parameters can also be appended. For example,
http://YourServer/AppNet/DocPop/DocPop.aspx?clienttype=HTML tells DocPop to use
the HTML Web Client. See the DocPop documentation for further information about
configuring DocPop.
4. Click Save.
Notify - Display Message Box
Displays a customizable message box. This action allows you to enter a message to display in
the User Interaction screen. Enter the text to display in the Action Fields box under the Action
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 documents 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)

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Workflow OnBase 12

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
Symbol Description
document.
not supported.
%MName.

522
OnBase 12 Workflow
Symbol Description


%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Notify - Send Notification

Sends specified internal or external notification to the users specified in the notification setup.
Notification
After a notification has been added and configured, you can select it from the Notification
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.

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Workflow OnBase 12
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.
Priority
This gives you the ability to designate a priority of Low, Normal or High to your notification
when sending it through Microsoft Outlook.
Sender Address
Selecting the Use the distribution services default address option uses the e-mail address
specified in the Distribution Service configuration for the From: field value on the e-mail
notification.
Selecting the Use the users email address 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.
Selecting the Use the following address: option allows you to specify an e-mail address for the
sender of the notification. The value specified is used s the display name in the From: field on
the e-mail 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.
Caution: If you are using IDSMail to send multiple messages at once and one of the messages is
sent to an invalid address, all messages will be ignored and not sent. If you are using MAPI
(dmmailservice.dll) to send multiple messages at once and one of the messages is sent to an
invalid address, only the message sent to an invalid address will not be sent. All other messages
will be sent.
Notify - Send Notification with Batch

Attaches documents that exist in the selected Folder Type to notifications that are sent using
this action.
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 the documents within the selected folder.
Notification

524
OnBase 12 Workflow

selection.

Priority
Sender Address
notification.
notification.
will be sent.
Attach Document(s) in External Mail

When this option is selected, the document will be attached to the notification. This option is
selected by default.
If you want to send a notification even when no documents are attached, select the Send Even
If No Documents Attached option.

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Workflow OnBase 12
Notify - Send Notification with Related Document

Sends the selected notification with a document related to the current document as an
attachment. Related documents are defined by specifying a Document Type with Keyword
Types, Folder Type, or by selecting Document Handle. Any overlays or notes present on the
document will be included in the attachment.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


526
OnBase 12 Workflow

Folder Type
configuration.
to an ad hoc task.

527
Workflow OnBase 12

Folder Type.
Handle.
being executed.
Notification
selection.

Priority
Sender Address
notification.

528
OnBase 12 Workflow

notification.
will be sent.

If you want to send a notification even when no documents are attached, select the Send Even
If No Documents Attached option.
Notify - Send Notification with 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.
Notification
selection.

Priority
Sender Address

529
Workflow OnBase 12
notification.
notification.
will be sent.

Prop - Copy E-Form Field to Property

Note: This action is only supported in the Core-based and Java Client interfaces.
Copies the value of the configured E-Form Field Name to the designated Property Name
configured.
Prop - Copy Property

Allows the user to specify the Source Property Name and Destination Property Name and
whether the value of the destination property should be overwritten if it already exists. If it
should be overwritten, Overwrite if property exists should be selected.
Note: Property names are case sensitive.
Prop - Copy Property to E-Form Field

Note: This action is only supported in the Core-based and Java Client interfaces.

530
OnBase 12 Workflow
Updates the configured E-Form Field Name with the value of the specified Property Name. This
action is supported only for fields that are not linked to Keyword Types. This field should be a

text field. All changes to an E-Form made with this action 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 action also will create a new revision of the E-Form.
Note: Check boxes and radio button values are currently not supported for copying.
Prop - Copy Property to XML Node

Allows the user to copy the property specified in the Property Name field to an XML node.
Enter the XPATH at which the node is located in the XPATH 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 action cannot set an XML node equal to a collection property.
Note: This action cannot retrieve collections of nodes.
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 document must be imported via the Document Connector.
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.
Prop - Copy Property to/from Unity Form Field
This action will copy a property value to a Unity Form field or it will copy a value from a Unity
Form field to a property.
Property Name
Enter the name of the property that you would like to copy a value from or to.
Unity Form Field Name

531
Workflow OnBase 12
From the Unity Form Field Name drop-down select list, select the field that you would like to
copy to or from. Each field that exists on Unity 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.
Copy to Unity Form Field
Select this option if you want to copy a property value to a Unity 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.
Copy From Unity Form Field

Select this option if you want to copy a property value from a Unity Form field to the defined
property.
Note: This action cannot be used to copy the value of a property to a calculated field in a Unity
Form.
Prop - Copy XML Value to Property

Allows the user to copy an XML value from a node to the specified property.
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.
XML Format.

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OnBase 12 Workflow
Prop - Increment/Decrement Property Value

Allows you to increment or decrement the property specified in the Property Name field. 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
Note:The maximum value for the Increment and Decrement fields is 9 digits (999999999).
Prop - 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.
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.
Prop - Set Keyword from Property Value

Allows you to set a Keyword Type value to the value of a property or a constant value.
The Keyword Type selected is the Keyword Type that will inherit a new value.
The property specified in the Property Name field is the property from which the Keyword Type
can inherit the value. This field is limited to 249 characters.
If the Add as new keyword value option 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.
If the Replace existing keyword value option is selected, you can choose to replace an existing
value. If you select Constant Value, the value entered will be used to identify the value to be
replaced. If you select The value of a property, the value currently in the property specified will
be used to identify the value to be replaced. The field is limited to 254 characters for the The
value of a property field.
If the user chooses to replace an existing value and that value does not exist on the
document, then the document is not modified.

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Workflow OnBase 12
If the property value contains an array of values, all of those values are added to the
document. If a property contains an array of values and the action is configured to replace
existing values, only the first value in the array will be used to set the keyword value. For
example, if the property being used by the action contains the array of values "Property #1"
and "Property #2", the "Property#1" value will be used to replace existing keyword values.
Note: The value of a property does not support properties containing array values.
Prop - Set Property to Expression

Allows you to set the property specified in the Property Name field to the result of the defined
expression.
In the Expression field, you can define the expression that will determine the value of the
specified property. You can use the Keyword Type drop-down select this to select an
appropriate Keyword Type and click Keyword to insert the Keyword Type in the Expression
field. You can click Validate to validate the entered expression.
Prop - Set Property to User Name

Allows you to set the property specified in the Property Name field to the currently logged in
user. If Use Real Name is selected, the name entered in the Users Real Name field in the User
Settings dialog box is used for the property value. Otherwise, the user name will be used for
the property value.
Prop - Set Property Value

Allows you to set the property specified in the Property Name field to an Active Document
Keyword/Property value, a Related Document Keyword/Property value, a Constant Value, or the
Current Date/Time.

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OnBase 12 Workflow
If you select Related Document Keyword/Property the Configure button is enabled. In addition,
if a document has multiple related documents with one or more values on each document, the

property bag is set to use an array of values when the Set property to all keyword value
instances option is selected. If this option is not selected and there are multiple related
documents or if a single related document has multiple keyword values, the property will only
be set to the first keyword value returned. If there are no keyword or system property values
for the selected Keyword Type on the related document then the property is deleted. If the
property specified in the Property Name field does not already exist, it will be created.
Note: The properties of Entry to Queue Date, Assigned User, and Batch Number are not available
for related documents.
Note: The >>Assigned To, >>Batch Number, >>Document Date, >>Document Handle,
>>Document Type, >>Entry to Queue Date, >>Last Revision, and >>Last Version options are
functional only in the Core-based interfaces.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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Workflow OnBase 12
Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Select the Set property to all keyword value instances option to set the property to an array of
values for documents containing multiple values for a Keyword Type or system property. If the
check box is not selected and there are no Keyword Type or system property values for the
document then the property is deleted. If the document has multiple Keyword Types or
system property values then the property is set to the first Keyword Value.
In the case that Assigned User is selected for a document that is assigned to multiple users,
and Set Property to all Keyword Instances is selected, all user names will be set for the
property value. This includes user group and role for each user. If Set Property to all Keyword
Instances is not selected, only the first user name (with user group and role) will be set.
If the property specified in the Property Name field does not already exist, it will be created.
Prop - Store Related Document Count in Property

Sets the value of the property specified in the Property Name field to the number of related
documents associated with the currently displayed document.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

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OnBase 12 Workflow

Folder Type
configuration.

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Workflow OnBase 12

to an ad hoc task.
Folder Type.
Handle.
being executed.

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OnBase 12 Workflow
Note: If you do not use the Document Handle option and do not specify any common keywords,

the related document count will always be 0.
SPS - Create SharePoint Site

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.
The first time you configure this action, OnBase automatically creates the following
Alphanumeric Keyword Types:
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.
SPS Owners Group 250 Yes The name of the SharePoint owners group, if
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.

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Workflow OnBase 12

Length Case
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.
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 sites 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
to Yes.
SPS Visitors Group 250 Yes The name of the SharePoint visitors group, if

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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.
Configuration of this action involves entering 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.
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.

Assigns a related 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.
Related Documents
displayed.
documents.
Document Handle

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Workflow OnBase 12
Document Type
documents.

Folder Type
configuration.

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
being executed.

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Workflow OnBase 12
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.
The Load Balancing Queue drop-down select list contains the rule based load balancing queues
that you want to use for the user assignment.
The Assignment Type drop-down select list allows you to select the type of assignment you
want to perform. The assignment type options are Assistant of Logged in User, Assistant of User
Specified in Keyword Value, Assistant of User Specified in Property, Current User, Default User, Get
User Name, Group or Role from Keyword, Get User Name, Group or Role from Property, In Order,
Manager of Logged in User, Manager of User Specified in Keyword Value, Manager of User Specified
in Property, Prompt for User, Group or Role, Selected User, Group or Role, and Shortest Queue.
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.
The Assistant of Logged In User 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.
The Assistant of User Specified in Keyword Value 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 Get User Name from
Keyword drop-down select list.
The Assistant of User Specified in Property 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 Get User name from Property 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.
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.
The Default User option allows you to assign the document to the user specified as the Default
Recipient during membership configuration.

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OnBase 12 Workflow
The In Order option will distribute documents in the order the user groups are listed in the
load balancing queue.

The Manager of Logged In User 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.
The Manager of User Specified in Keyword Value option allows you to specify a Keyword Type
from which to take the user to which the Manager belongs. Select the appropriate Keyword
Keyword 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.
The Manager of User Specified in Property 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
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.
The Prompt for User 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.
Note: The Prompt for User option is not supported in the OnBase Mobile Access for BlackBerry
The Selected User option assigns the documents to the user selected in the Assigned User,
Group or Role drop-down select list.
The Shortest Queue option assigns documents to the user group that has the fewest number
of documents assigned to it.
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.

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Workflow OnBase 12
The Assigned User, Group or Role drop-down select list is only enabled for the Selected User,
Group or Role assignment type. When Get User Name, Group or Role from Keyword is select a
Get User Name, Group or Role from Keyword field is displayed. Select the appropriate Keyword
Type from which to acquire the value. When Get User Name, Group or Role from Property is
selected, a Get User Name, Group or Role from Property field is displayed. Enter the name of the
property from which you want to acquire the value.
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.
SYS - 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.
Select <<This Queue>> from the Load Balancing Queue drop-down select list to configure the
action for the specific queue that the document is in. Selecting <<This 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 document is in. When <<This 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 when the
Apply button is selected.

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OnBase 12 Workflow

this setting.
category.

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status.

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OnBase 12 Workflow

select list.
Note: When the selected queue is <<This Queue>>, the available assignment types are
restricted to those that could apply to any queue in the life cycle, regardless of membership.
SYS - Break Batch Processing

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.
Used when you have created batches with the SYS - Create Batch action. When executed, this
action halts batch processing. If you do not select the Break All Processing box, any other non-
batch processing continues.
SYS - Break Processing

Stops the processing of a document 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.
Break Current Task List

When processing a primary document, this option breaks the grandparent task list for the
current document.
When processing a related document, this option breaks the grandparent task list for the
current related document and continues on with the next related document, if applicable.
Example of Break Current Task List

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Workflow OnBase 12
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 actions parent task list that have not been
executed yet are not executed. Additionally, any actions that have not be executed under the
current actions 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.
Break All Processing for Current Document

When processing a primary document, this option breaks all processing for the current
document.
When processing a related document, this option breaks all processing for the current related
document and continues on with the next related document, if applicable.
Break All Processing for Top-Level Document
document.
document and the current top-level document.
Break Workflow Timer Execution
When processing a primary document using an ad hoc task or system work, the option breaks
all processing for the current document.
When processing a primary document using timer work, this option breaks all timer work for
all documents (timer execution completely stops).

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OnBase 12 Workflow
When processing a related document using an ad hoc task or system work, the option breaks
all processing for the current related document and the current top-level document.

When processing a related document using timer work, the option breaks all timer work for all
documents (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 Document
selected
Break All Processing and Break Workflow Timer Execution

Break Timer Execution
options selected
SYS - 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.
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.
Supports the following.NET primitive data types: System.Boolean, System.Byte,
System.Char, System.Decimal, System.Double, System.Int16, System.Int32,
System.Int64, System.SByte, System.Single, System.String. System.UInt16,
System.UInt32, System.UInt32
Has limited support for the System.Xml.XmlAttribute data type.
Supports mapping to constant values containing tokens.

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Workflow OnBase 12
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.
Does not support WSDLs split across several files.
Configuring this Action
1. 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: Workflow 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 Workflow Studio.
2. Click Retrieve.
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 the WSDL at
execution time option.
4. Select the Protocol from the drop-down select list.
5. Select a method using the Method drop-down select list.
6. Click Mappings. The Mappings dialog box is displayed.

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OnBase 12 Workflow

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Workflow OnBase 12
7. Select a parameter. The 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.
8. 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.
Symbol Description

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OnBase 12 Workflow
Symbol Description

document.
not supported.
%MName.

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Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
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.
9. Click Map.
10. Click OK.
11. Repeat steps 5 through 10 for each method and parameter.
12. Click Apply.
Options
When you click the Options button, you can access many addition options for the action.
General
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.
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.
Proxy

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OnBase 12 Workflow
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
The authentication page allows the user to specify a user name that should be used when
retrieving the WSDL and invoking the web service method. Select Use the following credentials
and enter the correct User Name, Password, and Domain that should be used.
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.
Advanced
The Advanced tab allows you to override the port binding address that is contained in the
WSDL. Select the Use the following end point URL instead of the one in the WSDL option and
specify the location in the field.
The following is an example of WSDL:
<wsdl:definitions>
<wsdl:service name="Service1"> <wsdl:port name="Service1Soap"
binding="tns:Service1Soap">
<soap:address location="http://server/virtualdir/Service1.asmx" />
</wsdl:port>
</wsdl:service>
</wsdl:definitions>
Enabling HTTP Get / Post protocols
In .NET the HTTP Get and HTTP Post protocols are disabled by default (See http://
support.microsoft.com/default.aspx?scid=kb;en-us;819267). When the action retrieves the
WSDL it excludes the protocols that are not enabled on the application server (HTTP Get) as
well as the protocols not enabled in the web service.
To allow the action to call a web service via HTTP Get or Post you need to modify the
web.config file of the Application Server and the web service you are calling to include the
following settings:
<configuration>
<system.web>
<webServices>
<protocols>
<add name="HttpPost" />
<add name="HttpGet" />
</protocols>
</webServices>
</system.web>
</configuration>

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Workflow OnBase 12
If you are executing a timer using the Workflow Timer Service and HTTP Post / Get is
executed from this service, you must also place the following setting in the
Hyland.Core.Workflow.NTService.exe.config file:
<system.web>
<webServices>
<protocols>
<add name="HttpPost" />
<add name="HttpGet" />
</protocols>
</webServices>
</system.web>
Testing the Web Service Call
You can test the displayed method by clicking Test. The Test Web Service Call dialog box is
displayed.

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OnBase 12 Workflow
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.
Additional Troubleshooting Features
The following features are only available when using the -ROMANZO switch.
Caution: Before using features enabled by the -ROMANZO switch, ensure that you understand the
feature and implications of any changes to your system. Contact your service provider with any
questions regarding these features. Features enabled by the -ROMANZO switch should not be
made available to the casual user. Remove the -ROMANZO switch after completing necessary
actions.
WSDL Tab

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Workflow OnBase 12
The WSDL tab is available when you click the Options button.
This tab displays the WSDL information that was used to configure the action.
Invoke method in a separate application Domain Setting
In the Test Web Service Call dialog box, the Invoke method in a separate application domain
check box is available when the -ROMANZO switch is applied. 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.
SYS - Call Web Service using MS SOAP Toolkit

Allows OnBase to connect to a user-defined web service to call a specified method. You can
also map the specified methods parameters to Keyword Types. When the action is executed it
uses these mappings to determine what parameter values to pass to the specified method.
1. Enter the location of the WSDL file used by the Web Service in the WSDL Location field.
The location value cannot exceed 255 characters.
2. Click Retrieve.
3. Select a method using the Method drop-down select list. Select an appropriate
parameter.

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OnBase 12 Workflow
4. For simple data types, either select Keyword Type and select the appropriate Keyword
Type from the drop-down select list, select The Value of a Property and enter an

appropriate value in the field, or select Value and enter a value in the field. If you are
configuring complex data types, see Mapping Complex Data Types.
5. Click Map.
6. Repeat steps 3 through 5 for each method and parameter.
7. Click Save.
Note: This action uses the Proxy Server settings found in the Local Area Network (LAN) Settings
dialog box in Internet Options within Internet Explorer.
The SOAP SDK maps a methods return value and arguments data types to a variant type. The
supported data types are:
VT_I2: short
VT_I4: long
VT_BSTR: string
VT_BOOL: bool
VT_R4: float
VT_R8: double
VT_I1: BYTE
VT_UI1: UBYTE
VT_UI2: USHORT
VT_UI4: UINT32
VT_UINT: UINT32
VT_INT: int32
VT_DECIMAL: int64
VT_DISPATCH (9) for complex data types (VT_EMPTY if the method does not return
a value.)
Note: Arrays are supported for every type listed except VT_DISPATCH.
The column to the right is the data type displayed in the configuration program. Any method
containing a data type not listed above is not displayed in the configuration program.
Mapping Complex Data Types

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Workflow OnBase 12
When a Method parameter is selected that is a complex data type, the mapping options are
disabled and you must select the appropriate parameter and click Modify to map the
parameters. The Properties dialog box is displayed.
From this dialog box, parameters can be mapped by creating New Members or New Types.
Creating New Members
1. Right-click on the parameter and select Add Member, as appropriate. The New Member

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OnBase 12 Workflow
2. Enter a Name.
3. Enter a Namespace for the new member. A namespace may be provided by default.

4. If the member contains an array, select the Array check box and enter a name in the
Array Element Name field.
5. Click OK.
6. With the member selected, select either to map the member to a Keyword Type or to
The Value of a Property.
7. Click Map.
Options
When you click the Options button, you can access many additional options for the action.
Authentication
The Authentication tab allows you to specify the Authentication Mode you want to use for the
service. The available options are Basic Authentication, NTLM Authentication, Digest
Authentication, and Negotiate Authenticating. If you select Basic Authentication or Digest
Authentication, you must enter a User Name and Password.
Note: Authentication selections should match the authentication specified in the IIS settings.
Creating New Types
1. Right-click on the parameter and select Add Type, as appropriate. The New Type dialog
box is displayed.
2. Enter a Name.
3. Click OK.
Headers
The Headers tab allows you to configure headers and additional namespaces. The action can
be configured to send zero or more headers, and allows the configuration of any of the
attributes defined by the SOAP protocol (as well as any user defined ones). To create a
header:
1. Click Add. The Header Properties dialog box is displayed.

2. Enter a Name for the header.
3. Specify the Namespace.

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Workflow OnBase 12
4. Select an Encoding Style from the drop-down select list.

5. Enter the Actor. The actor specifies who or what this header is targeted at.
6. If a header is marked as Must Understand, then if the web service that is being called
does not know how to process the header, the web service will return an error.
7. Select the Value you want associated with the header.
8. Click the Attributes tab.
9. Enter the Name for the attribute.
10. Enter the Namespace.
11. Enter the Value.
12. Click Add.
13. When finished entering attributes, click OK.
Proxy
There are several proxy server settings to choose from:
No proxy server
Use proxy settings specified by the proxycfg utility
Use Microsoft Internet Explorer proxy settings for the current user.
Use the following proxy server
You can also select Use the following user name/password to use the User name and Password
you enter.
Advanced
The Advanced tab allows you to overwrite the file specified in the WSDL Location configured
for the action.
Additional Considerations
Only a Keyword Type can be specified for an output or input/output parameter.
Static Text or a Keyword Type can be specified for an input parameter.
If a Keyword Type is mapped to an output parameter, when that method is called, a
new keyword will be added to the document.
If a Keyword Type is mapped to an input/output parameter, then that method is
called the existing keywords value is updated when the method returns.
If a document contains multiple Keyword Values for a mapped Keyword Type, the
value of the first keyword will be used.
If a document does not contain a value for a Keyword Type that is mapped to a
parameter a default value will be used. For numeric types the value is 0, for string
types the value "" is used.
Note: This action does not support arrays of complex data types.
SYS - Compose Document

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OnBase 12 Workflow
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. This action is only supported in the Desktop interface when it is not configured to
require user interaction.
Creates a document from the specified template.

If the Show Legacy Templates check box is selected, templates configured for the Document
Composition for Microsoft Word module will be displayed. If this is not selected, only the
template configured for the Document Composition module are displayed.
Select the appropriate Document Composition Template from the drop-down select list. You can
choose to adhere to the configured settings of the template by selecting Use All Settings
Configured for Template.
You can override those settings 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 information about settings see the Configuring Templates Form Letters Creation section of
the Image Document Composition or Document Composition for Microsoft Word
documentation.
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
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.

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Workflow OnBase 12
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 Document Composition documentation for
more information regarding Asynchronous and Synchronous requests.
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.
SYS - Compose Image Document
Note: This action requires an Image Document Composition license.
Note: This action is supported only in the Core-based Client interface and the Web Client
interface in ActiveX and HTML Enhanced modes only. This action is only supported in the Unity
interface when it is not configured to require user interaction.
Creates an Image Form from the specified template.

documentation.

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OnBase 12 Workflow


The Interactive check box is selected and not editable.
SYS - 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.
SYS - Create Collaboration Workspace
Note:This action is not supported for the Classic OnBase Client User Interface.
This action allows you to create a Collaboration Workspace based on a selected Collaboration
Template. Select the template that you want to base your Workspace on from the
Collaboration Template drop-down select list. 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.
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.

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Workflow OnBase 12
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.
SYS - Create or Update Agenda Item from Document
Note: An Agenda Management license is required to configure and use this action.
Note: This action is only supported in the Core-based Client and Unity Workflow interfaces.
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 Management client.
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.
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 Mapping.

2. The Agenda Data Configuration dialog box is displayed.
3. Select one of the following required Agenda Item Fields:
Agenda Item Type - Used to classify individual agenda items.

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OnBase 12 Workflow
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 Management 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 Management 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.
9.In the Property to Store Agenda Item Primary Key field, type Agenda Item Primary Key.

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Workflow OnBase 12
10.Configure the Related Documents settings outlined below. Related documents become
supporting documents for agenda items.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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OnBase 12 Workflow
Folder Type

configuration.
to an ad hoc task.
Folder Type.

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Workflow OnBase 12
Handle.
being executed.
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
SYS - Create or Update Agenda Item from Document action is executed by configuring the
following rules: SYS - Check Last Execution Result and Prop - Check Property Value. Configure
the SYS - Check Last Execution Result to verify that the SYS - Create or Update Agenda Item
from Document action occurred. Configure the Prop - Check Property Value rule to use the
property value that was set by the Property to Store Agenda Item Primary Key in the SYS -
Create or Update Agenda Item from Document action.
SYS - 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. Use the corresponding buttons and drop-down
select list to configure the Log Text appropriately.
Additional Symbols
Symbol Description

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OnBase 12 Workflow
Symbol Description

document.
not supported.
%MName.

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Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
SYS - 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
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.
Optionally, you can set parameters to append to the URL for more specific results.

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OnBase 12 Workflow
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.
SYS - DLL Exit Call
Note:This action is not supported in the Java Client interface.
Calls a function in a user-defined DLL. This function takes the action number, the document
handle (internal document number) and the Document Type number as parameters. The
function must have the following format: int (CALLBACK* DLLEXITPROC)(long nActionNum, long
nDocumentHandle, long nDocumentTypeNum)
Specify the name of the DLL in the DLL Name field. The corresponding name of the function
being called goes in the Function Name field. Click Save.
SYS - Exclude from Document Retention

Excludes current document from Document Retention process. 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.
SYS - Execute Program
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
Note:This action is currently not supported in the Web Client or Java Client interfaces.
Calls the application at the path specified in the command line. In the Command Line field,
enter the full path to a program executable. Click Save. The specified program launches.

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Workflow OnBase 12
This action supports the use of %U in the command line. %U will be translated to the user
name of the currently logged in user and will be applied along with 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.
SYS - Import Document

Note: This action is not supported in the Java Client or 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.
Allows users to import a document into OnBase. When the action is executed, the Import
Document dialog box is displayed.
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.
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.
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 Keyword field.
Using the Inherit Common Keys from Active Document 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.

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OnBase 12 Workflow
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.
Note: In the Unity interface, common Keyword Types in different Multi-Instance Keyword Type
Groups are inherited regardless of whether the Inherit All or Inherit Selected option is selected.
primary document inherit each others 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.
Document Handle keyword value will not be copied from the new document to the primary
document.
Options
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.
If the Primary Pane option is selected, displays new document in the primary pane in the place
of the main document.
If the Secondary Pane option is checked, displays related documents in the secondary pane.
Specify that the document should open in a separate window by selecting the Separate
Window option. 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).
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. If On is selected,
the check box will be selected by default. If Off is selected, the check box will not be selected
by default. If None is selected, whether or not the check box is selected will be determined by
the DoNotInitiateWorkflow setting in the onbase32.ini file.
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.

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Workflow OnBase 12
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 OnBase Desktop. 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.
Caution: The action configuration options override all user group privileges.
Caution: If you are attempting to use this action to create a new revision on the existing primary
document, you will only be able to save the imported document as a new document and not as a
revision because the primary document is already locked.
SYS - Place Hold on Managed Folder
Note: This action requires the Records Management license.
Caution: This action overrides the privileges assigned to users for Records Management.
This action places a hold on the managed folder that is associated with the current, active
document. 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.
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.
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.
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.
SYS - Post Event on Managed Folder

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OnBase 12 Workflow

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.
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.
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.
If the event selected was configured with the Allow User to Set Event Date option selected, the
Event Date options are enabled. When Current Date is selected, the current date at the time
the task was executed is used as the event date. When Specific Date is selected, the date
entered will be used as the event date. When Property Value is selected, the date from the
property specified in the field will be used as the event date. When Keyword Value is selected,
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.
SYS - Promote Disk Group

Works with Disk Group publishing to allow volumes to be promoted without user intervention.
Use Document Disk Group promotes the default Disk Group for the Document Type. Use
Specified Disk Group promotes a different Disk Group. Select the Disk Group from the drop-
down list. Use Disk Group From Keyword promotes a Disk Group based on a Keyword Type.
Select the type from the Keyword Type drop-down list. Use the Keyword Contains Disk Group
Number option if the Keyword Type selected holds the Disk Group number.
SYS - Purge Cache

Note: This action is only supported in the Classic Client interface.

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Workflow OnBase 12
Deletes all documents in a local server cache. A cache location must be specified before this
action type is configured. Select the name of the cache from the Cache drop-down list and
click Save. Specify the percentage at which you want OnBase to begin purging files in the High
Water Mark field. Enter the percentage at which OnBase should stop purging files in the Low
Water Mark field. Files are purged from oldest to newest.
Note: The high and low watermark settings configured for this action type override the original
settings established when the cache was created.
SYS - Purge Document
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.
This action removes all database entries for a document and it will not be accessible by any
means in OnBase including Document Maintenance. 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 documents 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 documents physical file
will not be removed from the disk group. When using a core-based interface, the action does
not remove the documents physical file from the disk group.
If the Action will purge only documents having a file format of Electronic Form, Virtual Electronic
Form, or Unity Form. option is selected, only documents that are Electronic Form, Virtual
Electronic Form, or UnityForm file formats will be purged from OnBase. All documents with
other file formats will not be purged.
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.
SYS - Rebalance Document

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OnBase 12 Workflow
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 queues configuration.
You can use the Life Cycle drop-down select list to narrow the queues listed in the Load
Balancing Queue drop-down select list. 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.
SYS - Refresh Display

Note:This action is currently not supported in the Web Client interface.
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.
SYS - Remove All User Assignments
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.
SYS - Remove All User Assignments from Related Document

Removes all user assignments for the related document from the rule based load balancing
queue selected in the Load Balancing Queue drop-down select list for the selected life cycle
selected in the Assign in Life Cycle drop-down select list.

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Workflow OnBase 12
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.

Folder Type

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OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

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Workflow OnBase 12

Handle.
being executed.
SYS - Remove Exclusion from Document Retention
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.
SYS - Remove Hold on Managed Folder
When initiated, this action will remove the hold on a managed folder in which the current,
active document belongs. 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.
SYS - Remove User Assignment

Removes a document assignment from a users load balanced queue from the selected rules-
based load balancing queue.
Select a life cycle from the Assign in Life Cycle drop-down select list to limit the queues
displayed in the Load Balancing Queue drop-down select list.

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OnBase 12 Workflow

Queues listed will be all rules-based load-balancing queues in the system.

Select the user for which you would like to remove assignments. Select Current User if you
want to remove assignments for the currently logged in user.
Select Prompt for User, Group or Role if you would like the user to be prompted to select the
user for which to remove assignments.
Note: This option is not supported in the OnBase Mobile interfaces.
Note: This option will require user interaction. Do not use this type with timers or in system
work.
If you want a particular users assignments to be removed, select Select User. When this
option is selected, the Assigned User drop-down select list will become enabled. Select the
appropriate user.
Note: When the selected queue is <<This Queue>>, the available assignment types are

Removes a related document assignment from a users load balanced queue from the
selected rules-based load balancing queue.
Related Documents
displayed.

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Workflow OnBase 12

documents.
Document Handle
Document Type
documents.

Folder Type

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OnBase 12 Workflow

configuration.
to an ad hoc task.
Folder Type.

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Workflow OnBase 12

Handle.
being executed.
Select a life cycle from the Assign in Life Cycle drop-down select list to limit the queues
displayed in the Load Balancing Queue drop-down select list.
Queues listed will be all rules-based load-balancing queues in the system.

Select the user for which you would like to remove assignments. Select Current User if you
want to remove assignments for the currently logged in user.
Select Prompt for User, Group or Role if you would like the user to be prompted to select the
user for which to remove assignments.
Note: This option is not supported in the OnBase Mobile interfaces.
Note: This option will require user interaction. Do not use this type with timers or in system
work.
If you want a particular users assignments to be removed, select Select User. When this
option is selected, the Assigned User drop-down select list will become enabled. Select the
appropriate user.
SYS - Run Script

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OnBase 12 Workflow
Executes a VBScript on the current document. The VBScript must be saved into OnBase
through the Configuration module in order for it to be accessible for action configuration.

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 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 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.
SYS - Run Script without document

Note: This action is only supported in the Classic Client and Core-based Client interfaces.

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Workflow OnBase 12
This action will run a VBScript without creating the Application Object. This means that if this
action is part of a task list, the entire task list is run before the work accomplished by this
action is applied to the active document.
Note: If a script breaks while running, the resulting error screen will display the scripts ID to
facilitate troubleshooting.
more information.
from the property bag on the server side when next synchronization occurs. Only scalar
SYS - Run Unity Script

Allows you to specify a Unity script to run on a primary document.
The Script drop-down select list allows you to select a configured Unity script that will be
executed.
The Refresh document after script has executed option allows you to refresh the document after
the selected script has been executed. The option reloads the document information from the
database, so everything about the document is refreshed, including keyword values,
autoname strings, page, etc. This option is needed when Unity scripts are executed and the
document is modified, including any keyword values on the document, and the rules and
actions that follow the script execution depend on the updates to the document. Changes to
keyword values include the adding, removing, or modifying any keyword value. Using this
option ensures that once the script completes, the current document is refreshed in Workflow
to update any keyword data and other changes made to the document via the script.

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OnBase 12 Workflow
SYS - Run Unity Script on Related Document

Allows you to specify a Unity script to run on a related document.
Related Documents
displayed.
documents.
Document Handle
Document Type
documents.


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Workflow OnBase 12
Folder Type
configuration.
to an ad hoc task.

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OnBase 12 Workflow

Folder Type.
Handle.
being executed.
executed.
SYS - Send Document Event

Caution:This action is not supported in the Classic Client interface.
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.
SYS - Send Web Request
Caution: This action is not supported in the Classic Client interface.
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).
The list of the actions functionality is:

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Workflow OnBase 12
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
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
1. Select a Protocol and Method from the drop-down select lists. See Protocols on page
602 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, and Miscellaneous Settings as
appropriate.
Request Settings

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OnBase 12 Workflow
The Request Settings dialog box is accessed by clicking the Edit 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.
Parse tokens (%K, %D etc...)
This 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.
Symbol Description

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Workflow OnBase 12
Symbol Description
document.
not supported.
%MName.

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OnBase 12 Workflow
Symbol Description


%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Response Settings

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Workflow OnBase 12
The Response Settings dialog box is accessed by clicking the Edit button for the Response
Settings section.
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.
If you want to specify a Keyword Type value to automatically be populated, select a Keyword
Type from the drop-down menu and enter the value in the Keyword field.
button.
option.
If you want to only inherited specific keyword values from the active document, select the
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.

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OnBase 12 Workflow
Headers
When using HTTP and HTTPS protocols, headers can be configured in the Request Settings and

Response Settings dialog boxes. 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, The Value of a Property,
or Value, specify the appropriate value for the selection and click Map. This will map the
Header to the option specified.
Miscellaneous Settings
The actions miscellaneous settings dialog is broken down into three separate pages: General,
Authentication and Proxy.
General Tab
When the Abort 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.
When the Abort 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.
Authentication Tab
The Authentication tab allows the user to configure what the user name/password should be
used for the request, if applicable.

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Workflow OnBase 12
No authentication
The action will not use any user name/password with HTTP requests. Any FTP request will use
the default anonymous user.

Use the current users credentials
The action will use the credentials the Application Server is running under.
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.
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.
Protocols
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.
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.
HTTP Protocol
The http protocol has the following methods:

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OnBase 12 Workflow
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.
SYS - Set Folder and Template
Note: This action is only supported in the Classic Client, Core-based Client, and Unity
interfaces.
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. Once configured, select the folder type to apply from
the Folder Type drop-down select list.
You can select a specific template to display all the time, by selecting the Use This Template
option, or 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. 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.
SYS - Update Document Retention Status
Marks a document for purging or increments the retention period by the number of days,
months, or years configured at the Document Type.
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.
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.

603
Workflow OnBase 12
If Increment Retention Period by Specified 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. Enter
the number of days, months, or years in the field and select Day(s), Month(s), or Year(s) from
the drop-down select list. The maximum number of days that can be entered is 999. The
maximum number of months or years is 255.
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.
Last Execution Result Behavior for Related Document Actions

The following describes behavior when Workflow actions set Last Execution Results based on
execution on several related documents. When an action succeeded on the first document,
but failed on a subsequent document, different actions handle this in different ways.
When using Doc - Check Out Related Document the last execution result equals FALSE if we
failed to check out any related document. The last execution result is TRUE only if there are
related documents and all related documents 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. It is FALSE if there are no related documents or the action
failed for every related document:
Key - Set Related Document's Keyword Equal to This Document's Keywords
Key - Set This Document's Keyword Equal to Related Document's Keywords
KeySet - Create Autofill Record from Related Document
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 (or they are locked by Records Management).
Records Managements Effect on the Last Execution Result

The following actions will not execute on documents locked by the Record Management
module:
Doc - Check In Current Document
Doc - Check Out Current Document
Doc - Create Note On this Document

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OnBase 12 Workflow
Doc - Create PDF/TIFF File for This Document

Doc - Delete This Document

Doc - Delete Note from this Document
Doc - Re-Index Document
Doc - Set Document Type
Doc - Stamp Version
Doc - Update Document Name
Form - Display HTML Form for This Document
Key - Add Keyword to Document
Key - Autofill Keyword Set on This Document
Key - Copy Keyword
Key - Delete All Keywords of Certain Type on This Document
Key - Delete Keyword on This Document
Key - Increment Keyword on This Document
Key - Decrement Keyword on This Document
Key - Replace Keyword on This Document
Key - Set Keyword to Entry to Queue Date
Key - Set This Document's Keyword Equal to Related Document's Keyword
Key - Store Related Document Count in Keyword
KeySet - Set Keyword Value from Autofill Value
Med - Create Physician Signature Note
Prop - Copy Property to E-Form Field
Prop - Copy Property to XML Node
Prop - Set Keyword from Property Value
SYS - Create Server Job
SYS - Exclude from Document Retention
SYS - Purge Document
SYS - Remove Exclusion from Document Retention
SYS - Update Document Retention Status
The following actions will not execute on related documents locked by Records Management.
Related documents that are locked are not returned as related documents.
Doc - Check In Related Document
Doc - Check Out Related Document
Note: If at least one related document was locked, the last execution result is FALSE
Doc - Create Note on Related Document

Doc - Delete Related Document
Doc - Delete Note From Related Document

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Workflow OnBase 12
Doc - Set Document Type on Related Document

Form - Display HTML Form for Related Document
Key - Add Keyword to Related Document

Key - Increment Keyword on Related Document
Key - Decrement Keyword on Related Document
Key - Replace Keyword on Related Document
Key - Set Related Document's Keyword Equal to This Document's Keyword

606
CONFIGURATION MODULE RULES DESCRIPTIONS
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.
The following prefixes are used to group rules:

DOC rules related to the current document or related documents
KEY rules relating to keyword values on the document or related documents
KEYSET rules concerning AutoFill Keyword Sets.
Note: Rules with the KEYSET prefix are not compatible with external AutoFill Keyword Type
Sets.
PROP rules concerning properties and their values in OnBase.

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.
SYS rules prompting system functions
Rules Not Supported in Configuration

Some newer rules cannot be configured in the Configuration module and can only be
configured in the Workflow Studio interface. When a rule is selected in the life cycle tree
configuration that has been configured in Workflow Studio and cannot be configured in the
Configuration module, the configuration screen will be read-only and display the following in
the Rule Type field: <This Rule Type can be configured only in Workflow Studio>
Doc - Check Document Type

Compares current Document Type to the one specified.
Doc - Check Document Type Group

Compares current Document Type Group to the one selected.

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Workflow OnBase 12
Doc - Check Priority on Related Document

Checks the priority on a related document.
Configuration Module Rules Descriptions
Related Documents
displayed.
Note: When a Workflow rule evaluates related documents, as soon as the rule encounters one
related document that evaluates True for the rules 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.
documents.
Document Handle
This option causes the system to use the value contained in the Document Handle property as
Related Document Type and Common Keyword Types cannot be configured.
Document Type
documents.

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
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.

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OnBase 12 Workflow
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.
Folder Type
This drop-down select list includes all dynamically populated folder types (Dynamic Document
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.
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"

609
Workflow OnBase 12
Folder Type.
When this option is checked, the query logic requires that all configured common keyword
message is logged to the Workflow Trace stating that "Related Document Query aborted:
primary document does NOT have all common keywords present".
Handle.
Note: The Lock Related Document check box is always disabled for rules.
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.
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 (>=).
Check on Related Documents in this Life Cycle
Select the life cycle from this drop-down list from which you would like the priority checked
for the related document. Priorities are attached to life cycles for a document. It is possible to
have different priority assignments for the same document in multiple life cycles.
Doc - Check Priority on This Document

Priority Value
Operator

610
OnBase 12 Workflow

Check on Document in this Life Cycle
for the document. Priorities are attached to life cycles for a document. It is possible to have
different priority assignments for the same document in multiple life cycles.
Doc - 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.
Doc - Document Was Signed by the User

Note: This rule is not supported in the Java Client interface.
Allows verification of whether a document has been signed by a specific user, member of a
user group, or user specified by a Keyword Value. 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. 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. If User specified by 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.
If there are multiple revisions of a document, the current revision is evaluated for a signature.
Doc - Is First or Last Document
Note:This rule is not supported in the Classic Client interface.
Note:This rule is not supported when it is configured under timer work.
Determines if a document is the first or last document in a batch.

When this rule is executed on a single document, the rule will evaluate to true, regardless of
whether it was configured for First Document or Last Document.
When the rule is executed on multiple documents, and the rule is configured with First
Document, the rule will evaluate to true only if it is the first document in the selected list of
documents.

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Workflow OnBase 12
When the rule is executed on multiple documents and the rule is configured for the Last
Document, the rule will evaluate to true only if it is the last document in the selected list of
documents.
Doc - Note Does Not Exist

Checks to make sure that a note of a specified type does not exist on the current document.
Doc - Note Exists

Checks for a specified note type attached to the current document.
Doc - Related Document Does Not Exist

Checks to make sure no related documents exist.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type
documents.

612
OnBase 12 Workflow

primary document.
Folder Type

613
Workflow OnBase 12
to an ad hoc task.
Folder Type.
Handle.

614
OnBase 12 Workflow
Doc - Related Document Exists

Checks for related documents of the same or different types. Using this rule against the same

type checks for duplicates.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type
documents.


615
Workflow OnBase 12
primary document.
Folder Type
to an ad hoc task.

616
OnBase 12 Workflow

Folder Type.
Handle.
Use Related Documents for Tasks

The Use Related Documents for Tasks check box causes the On True task list to be executed
using the related document(s) as the current document.
Doc - Related Document Has Been in Particular Life Cycle

Checks to see if a related document has ever existed in the life cycle selected during
configuration.
Note: If the Workflow log is purged, the determination of whether documents have existed in
a life cycle before may not be accurate.
Related Documents

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Workflow OnBase 12
displayed.
executed.
documents.
Document Handle
Document Type
documents.

primary document.

618
OnBase 12 Workflow
Folder Type

to an ad hoc task.
Folder Type.

619
Workflow OnBase 12
Handle.
Life Cycle
The Life Cycle drop-down list allows you to specify where the system should search for the
item.
Doc - Related Document Has Been in Particular Queue

Checks if a related document has ever existed in the queue selected during configuration. If
the Workflow log is purged, the determination of whether documents have existed in a queue
before may not be accurate.
Related Documents
displayed.
executed.
documents.
Document Handle

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OnBase 12 Workflow
Document Type

documents.

primary document.
Folder Type

621
Workflow OnBase 12
to an ad hoc task.
Folder Type.
Handle.
Queue

622
OnBase 12 Workflow
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.

Doc - Related Document in Particular Life Cycle
Checks to see if a related document is in a specified life cycle.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type
documents.

623
Workflow OnBase 12
primary document.
Folder Type

624
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
Life Cycle
item.

625
Workflow OnBase 12

Doc - Related Document in Particular Queue

Checks for a related document in a specified queue.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type
documents.

626
OnBase 12 Workflow

primary document.
Folder Type

627
Workflow OnBase 12
to an ad hoc task.
Folder Type.
Handle.
Queue

628
OnBase 12 Workflow

Doc - Related Document in Workflow

Note: This rule is only functional for the Core-based Workflow interfaces.
Checks for the existence of a related document across all life cycles in Workflow, or across
multiple life cycles/queues. Specify Anywhere in Workflow, or to look for the document in
specific queues, select In One of the Following Queue(s).
To configure life cycles and queues, select the Configure Queues button. Select a life cycle or
specific queue out of the Available for Selection fields. 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 the Add>> button. This will add your selections to the Selected field.
When all selections have been made satisfactorily, click Save and Close. The life cycles and
queues you have configured will be displayed in the Life Cycle and Queue lists.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type

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Workflow OnBase 12
documents.

primary document.
Folder Type

630
OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
Doc - Related Folder Contains Documents

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Workflow OnBase 12
Checks to make sure documents exist in the folder type that is selected 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 displayed for selection in the Folder
Doc - Rendition Exists
Checks to see if a rendition exists for the current document. You can check for a rendition of
any file format by selecting <Any> in the File Type drop-down select list or you can select a
specific file type.
Doc - Signature Is Valid on Document
Note:This rule requires that your system is licensed for Digital Signatures.
Note:This rule is not supported in the Java Client interface.
Verifies whether a document was modified after being signed. If the signature is valid, the
rule will evaluate true. If a document is invalid or has no signatures, the rule will evaluate
false.
Doc - This Document Has Been in Particular Life Cycle

Checks to see if a document has ever existed in the life cycle selected during configuration.
a life cycle before may not be accurate.
Life Cycle
item.
Doc - This Document Has Been in Particular Queue

Checks to if a document has ever existed in the queue selected during configuration.
a queue before may not be accurate.

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OnBase 12 Workflow
Queue

Doc - This Document in Particular Life Cycle

Checks for the existence of the active document in another life cycle.
Life Cycle
item.
Doc - This Document in Particular Queue

Checks for the existence of the active document in a specified queue of another life cycle.
Life Cycle
item.
Doc - This Document in Workflow

Note: This rule is only functional for the Core-based Workflow interfaces.
Checks for the existence of the active document across all life cycles in Workflow, or across
multiple life cycles/queues. Specify Anywhere in Workflow, or to look for the document in
specific queues, select In One of the Following Queue(s).
To configure life cycles and queues, select the Configure Queues button. Select a life cycle or
specific queue out of the Available for Selection fields. 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 the Add>> button. This will add your selections to the Selected field.
When all selections have been made satisfactorily, click Save and Close. The life cycles and
queues you have configured will be displayed in the Life Cycle and Queue lists.
Doc - WorkView Object Exists

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Workflow OnBase 12
Note:This rule is only available when licensed for WorkView.

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
Note:This rule is not functional in the Classic Client or Java Client interfaces.
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 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
objects 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.
Key - Check Date Keyword on Related Document

Performs a date comparison on the current 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.
Related Documents
displayed.
executed.

634
OnBase 12 Workflow

documents.
Document Handle
Document Type
documents.

primary document.

635
Workflow OnBase 12
Folder Type
to an ad hoc task.
Folder Type.

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OnBase 12 Workflow

Handle.
Note: When using the Queue Entry Value option for Data Value D1, the database servers time is
used for the comparison. When using the Keyword Value option for Data Value D1, the Web
Servers time is used for the comparison.
You can compare two date or date/time values on a document using this rule. For the first
value, you can select Queue Entry Value to compare the date that the document entered the
queue. You can also select a Keyword Type from the Keyword Value drop-down select list to
compare the value.
For the second value, you can select Current Date or Current Date/Time to compare the first
value against. You can select Specific Value and enter a specific date to compare the first value
against. You can select a Keyword Type from the Keyword Value drop-down select list to
compare the value.
A comparison relationship between the two values can be configured. You can specify the
number of 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.

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Workflow OnBase 12
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
occurs in time before the second value in less
than the time period specified.
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
occurs in time after the second value in less than
the time period specified.
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
occurs in time after the second value in more
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.

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OnBase 12 Workflow
Key - Check Date Keyword on This Document

Performs a date comparison on the current 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.
Note: When using the Queue Entry Value option for Data Value D1, the database servers time is
queue. You can also select a Keyword Type from the Keyword Value drop-down select list to
compare the value.
compare the value.
Option Description

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Workflow OnBase 12
Option Description


before value 2.

to value 2.

value 2.

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OnBase 12 Workflow
Key - Check Keyword Value on Related Document

Compares the Keyword Value on specified related document 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), 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. For the "<>" operator, the rule will
evaluate to TRUE for this scenario. 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 <>", the rule evaluates to TRUE only if all keywords are
different from the specified Keyword 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.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type

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Workflow OnBase 12
documents.

primary document.
Folder Type

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OnBase 12 Workflow

to an ad hoc task.
Folder Type.
Handle.
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.

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Workflow OnBase 12
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 keywords data type are represented in the operator drop-
down list.
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 Delete.
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
other eight-character keyword value beginning with COLUMB. The * (asterisk) wildcard
COLUMBIANA.
When masking is used, the ? wildcard must be used. The * symbol does not work for spaces
or masking symbols.
Key - Check Keyword Value on This Document

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), the rule evaluates to FALSE if the document
not have any keyword values for the Keyword Type. For the "<>" operator, the rule will
Keyword Type

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OnBase 12 Workflow

Operator
down list.
Value
Allow Wildcards
COLUMBIANA.
or masking symbols.
Key - Compare Keyword Values for This and Related Document

Compares Keyword Values between current document (Active Document Keyword Type) and
specified related document (Related Document Keyword Type). The keywords being compared
need to be the same data type for the comparison. Workflow configuration allows you to
choose a comparative operator when evaluating Keyword Values.
Note: Comparison related to case sensitivity is determined by the case sensitive setting of the
Keyword Type on the primary document. If the primary documents 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.
Related Documents

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Workflow OnBase 12
displayed.
executed.
documents.
Document Handle
Document Type
documents.

primary document.

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OnBase 12 Workflow
Folder Type

to an ad hoc task.
Folder Type.

647
Workflow OnBase 12
Handle.
Key - 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. 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.
Keyword Type
Note: This rule will always return FALSE if one of the keywords to be compared is blank or
missing.
Key - Keyword Value Does Not Exist on This Document

Checks to see if the specified Keyword Type does not have a value set on the current
document.
Keyword Type
Key - Keyword Value Exists on Related Document

Checks to see if the specified Keyword Type has a value on a related document. If you want to
ensure that all instances of a Multi-Instance Keyword Set have a valid value of the specified
Keyword Type, select the Keyword present on all instances of Multi-Instance Keyword Type
Group.

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OnBase 12 Workflow
Related Documents

displayed.
executed.
documents.
Document Handle
Document Type
documents.


649
Workflow OnBase 12
primary document.
Folder Type
to an ad hoc task.

650
OnBase 12 Workflow

Folder Type.
Handle.
Key - Keyword Value Exists on This Document

Checks the specified Keyword Type for a value on the current document. 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.
KeySet - Autofill Row Exists

Note: This rule is not supported in the Desktop interface.
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.
Autofill Keyword Set drop-down select list allows the selection of the AutoFill Keyword Set type
to check values.
Based on your selection in the Autofill Keyword Set drop-down select list, the First Keyword
search.
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.

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Workflow OnBase 12
KeySet - 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.
to check values.
search.
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.
Operator
down list.
Value
Allow Wildcards
COLUMBIANA.
or masking symbols.

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OnBase 12 Workflow
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.
KeySet - 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.
to check values.
search.
return.
value against. You can select Specific Value and enter a specific date to compare the first
value against. You can select a Keyword Type from the Keyword Value drop-down select list to
compare the value.
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.

653
Workflow OnBase 12
Option Description

before value 2.

to value 2.

value 2.

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OnBase 12 Workflow
Med - Check Chart Data on This Chart

This rule checks information on OnBase charts. Chart information includes physicians, admit

types, diagnosis and DRG codes, dispositions, facilities, unit history1, 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 charts
value against the value configured for the rule. Available operators are equal to (=)
and not equal to (<>).
3. If necessary, select Allow Wildcards to enable the use of wildcards (* or ?) in the value
configured for the rule.
4. In the field below the Compare To list, type the value2 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 for each chart field you want to evaluate.
7. Click Apply.
1. To maintain a patients unit history, you must turn on chart column tracking for the Unit Name
chart data field.
2. OnBase stores a charts 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, 1for Male, 2
for Female, 3 for Other, 4 for Ambiguous, 5 for Not Applicable.

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Workflow OnBase 12
Med - Check Date Data on This Chart

This rule checks date information on OnBase charts by comparing two date values.
1. Under Date Value D1, select the option to use as the first date value (D1).
Available options are described in the following table:
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 servers 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 (D2).
Current Date Select to use the current date as D2.
Specific Value Select to enter a specific date for D2.

656
OnBase 12 Workflow

Admit Date
Discharge Date
3. Select the relationship between D1 and D2 from the final drop-down.
Relationship Description
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
available.
rule to return true, D1 must be fewer than 2 days before D2.
Periods after D2 number of periods after D2. When you select this option, the
available.
rule to return true, D1 must be fewer than 2 days after D2.
available.
rule to return true, D1 must be more than 2 days after D2.
D1 is before D2 Select if the rule is TRUE when D1 is before D2.
D1 is equal to D2 Select if the rule is TRUE when D1 equals D2.
D1 is after D2 Select if the rule is TRUE when D1 is after D2.

657
Workflow OnBase 12
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.
5. Click Apply.
Med - Document Type Exists on This Chart

This rule checks whether a chart contains a specific 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.
Prop - Check Date Property Value
Note:This rule is not supported in the Desktop interface.
This rule allows you to compare to or from date related data.

You can compare from a value of a property (Property Name) or the entry to queue date (Use
entry to Queue Date).
queue. You can also enter a property in the Property Name field to compare the value.
compare the value.
You can enter a property in the Property Name field to compare the value with a property.

658
OnBase 12 Workflow

Option Description

659
Workflow OnBase 12
Option Description


before value 2.

to value 2.

value 2.
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.
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.
If the Date Value D2 property value contains an array, then the value is compared to each
value in the array.
Prop - Check Property Value

Allows you to evaluate the value of the property specified in the Property Name field.
The Operator drop-down select list allows you to select the operator to use during the
evaluation.
The Case insensitive comparison check box allows you to specify whether or not you want the
evaluation to be case sensitive.
You can compare the property value to either a Keyword Type and/or a constant value. To use
a Keyword Type value for comparison, select the Keyword type check box and select the
appropriate Keyword Type from the drop-down select list.
Constant values can also be used for evaluation. Type the value you want to use and click
Add.

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OnBase 12 Workflow
If the property contains an array of values, then the rule evaluates to true if any one of those
values matches the condition.

Prop - Compare Two Properties

Allows you to evaluate the values of two different properties.

The first Property Name field should contain the name of the first property you would like to
compare.
evaluation.
The Case insensitive comparison check box allows you to specify whether or not you want the
evaluation to be case sensitive.
The second Property Name field should contain the name of the second property you would
like to compare.
In the case where either or both of the properties contain an array of values the following is
the rule result:
If one property is an array and the other is not, the rule evaluates to false
If both properties are arrays but the sizes of the arrays are different (e.g., one
contains three values and the other contains four values) the rule evaluates to false
If both properties are arrays and contain the same values but in a different order the
rule evaluates to false.
In the case where both properties contain array values, the only time the rule will evaluate to
true is if the values of those arrays are the same and in the same order.
Prop - Property Exists
Allows you to determine if a property with the name specified in the Property Name field
exists.
SYS - Audit/Sample

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Workflow OnBase 12
Moves the specified percentage of documents evaluated down one path and the remaining
documents down another path. Specify the percentage chance each document has of being
audited. A Percent to Pass of 40% in the Rule Fields section means each document has a 40%
chance of being audited.
SYS - Check Document Count for Queue

Compares the count of documents in a queue against a threshold value.
The value entered in the Document Count field is compared to the current count of documents
in the selected queue from the Queue drop-down select list. The Operator drop-down select
list specifies the comparison operation to perform.
Select the comparison Operator from the drop-down select list. Enter the number of
documents for which you want the rule evaluated in the Document Count field.
If the queue selected in the Queue drop-down select list is a load balanced queue, the
Assigned to fields are enabled.
Select Assigned to and select the appropriate user from the drop-down select list if you want
the number of documents evaluated to be based on user assignment. Select the Assigned to
(Keyword Specified) option and select the Keyword Type from the drop-down select list that
contains the name of the user for which you want documents evaluated.
Note: If you select a queue that is a Match Keyword to User Name Load Balancing Queue, upon
selection of the Assigned to (Keyword Specified) option, the drop-down select list is disabled
and is automatically populated with the Keyword Type assigned at the queue level.
SYS - Check Last Execution Result

Evaluates if the last Workflow action executed was successful.
Select True (S_OK) or False (S_FALSE) from the Desired Results 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 (Doc -
Reindex Documents), the SYS - 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 SYS - Check Last Execution Result can be configured
to take the appropriate action in the event of either the TRUE or FALSE evaluation.

662
OnBase 12 Workflow
SYS - 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 IDSMail and one of the messages is sent to an
invalid e-mail address, it returns a false 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.
SYS - DLL Exit Call
Calls a custom dll function to determine if the rule should evaluate to TRUE for the current
document. The DLL function should implement application-specific logic for your domain. The
function signature should match the following format: int (CALLBACK* DLLEXITPROC)(long
nRuleNum, long nDocumentHandle, long nDocumentTypeNum)
OnBase passes the current rule number, the current Document Handle, and the Document
Type ID to the function. The return value for the function should be TRUE for success, FALSE
for failure, or IDCANCEL to abort processing of the current document.
DLL Name
Type the name of your system DLL in the DLL Name field. This is a required field.
Function Name
Type the name of the function to call in the Function Name field. This is a required field.
Note:It can also have any name you choose, with a maximum length of 30 characters.
SYS - Document Assigned to User

Note: The load balancing queue must be rules-based.
Performs an evaluation of the current active document in the queue specified in the Queue
drop-down select list to determine if the document is currently assigned to a user.

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Workflow OnBase 12
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 to
User, User Group, or Role drop-down select list. If you want to see if any user is assigned to the
item, select <Any>.
SYS - Executed In
Allows task lists to be executed based on the interface in which the action is being executed.
You can select Classic Client or Core-based interfaces to determine which interface this rule
will be evaluated true. Actions can then be configured for the true and false cases.
SYS - 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.
Click inside the field and type the symbol or click the symbols 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 documents 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.
Date %D1 Displays the date the document was stored.

Stored

664
OnBase 12 Workflow

Symbol Description
document.
not supported.
%MName.

665
Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
The question is displayed in the User Interaction window while a document is displayed in the
viewer. The response can then be stored as a keyword by selecting a Keyword Type from the
Key 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.
You can type your own text into the Affirm Button Text, Deny Button Text and Abort Button Text
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.
When the user selects the abort button, all Workflow processing stops for the current
document. If you would like only the current task to be aborted, check the Abort Applies Only
to Current Task List check box. The other task lists continue processing with the current
document.
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.

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OnBase 12 Workflow
SYS - Related Document Assigned to User

Performs an evaluation of the related document of the current active document in the queue
specified in the Queue drop-down select list to determine if the document is currently
assigned to a user.
Related Documents
displayed.
executed.
documents.
Document Handle
Document Type
documents.

667
Workflow OnBase 12
primary document.
Folder Type

668
OnBase 12 Workflow

to an ad hoc task.
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"
Folder Type.
Handle.
item, select <Any>.

669
Workflow OnBase 12
SYS - Run Script

Runs a script specified in the Script drop-down select list. 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.
SYS - Run Unity Script

Note: This rule is only supported in the Core-based OnBase Client and the Web Client
interfaces.
Allows you to specify a Unity script to run.

executed.
args.ScriptResult is used to define whether the to run the OnTrue or OnFalse task list. The
default value of args.ScriptResult = false.

670
OnBase 12 Workflow
Last Execution Result Behavior for Related Document Rules

All Workflow rules are executed against related documents as a group and not on an

individual level. This means that as soon as the rule encounters a related document that
meets the criteria for the rule, the TRUE logic is executed and the rule completes execution.
In order for the rule to evaluate FALSE, all related documents associated with the primary
document must meet the false criteria. When all related documents meet the false criteria,
the false logic is executed and the rule completes execution. The rule does not evaluate and
execute the True/False logic on each individual related document.
An administrator can work around this by first using the Doc - Related Document Exists rule
and selecting the Use Related Documents For Tasks option within the rule configuration. All
Actions and Rules that follow the initial Rule will be executed upon all related documents on
an individual basis.

671
Workflow OnBase 12

672
USING MULTI-INSTANCE GROUPS WITH BEGIN/END
KEYWORD RECORD
This information is pertinent to the Key - Begin Keyword Record and Key - End Keyword Record
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 Key - Add Keyword to Document action in the Classic
OnBase Client interface.
Currently, these actions only apply to the Key - Add Keyword to Document, Prop - Set Keyword
from Property Value, and Key - Set Keyword to 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 Key - Add Keyword type that adds
Position keyword = Manager
Set Department task consists of a single action of Key - Add Keyword type that
adds Department keyword = Sales
Set Salary task consists of a single action of Key - Add Keyword type that adds
Salary keyword = 40000

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If executed as three separate ad hoc tasks on one document, this document will have three
Job Description MIKGs:
Using Multi-Instance Groups with Begin/End
Position = Manager, Department and salary empty

Position and Salary empty, Department = Sales
Position empty, Department empty, Salary = 40000.
Keyword Record
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:

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Manager, Sales, 40000

Keyword Record
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

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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.
Keyword Record

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If Last Name was not part of Multi-Instance Keyword Type Group both Keyword Values
would be added.

Keyword Record
Note: Keywords created between Key Begin Keyword Record and Key End Keyword Record 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:
Task List:
Action Begin Keyword Record (Address)
Action Add Keyword: State = Ohio
Rule Check KW: If (State = Ohio) .
Action End Keyword Record

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Between Begin Keyword Record and End Keyword Record means after executing Begin
Keyword Record but before executing End Keyword Record. The following configuration
sequences are examples of more complex sequences that are allowed:
Example
Begin Keyword Record
Some Rule
Keyword Record
On Success:
Some Actions
End Keyword Record
On Failure:
Another Rule
On Success:
Some Action
End Keyword Record
On Failure:
End Keyword Record
Or
Task List1
Task List 2
Begin Keyword Record
Task List 3
End Keyword Record
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.

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ORG CHARTS AND CALENDARS
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 organizations 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.

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Product Rights
The Org Chart product right is required to access the Org Chart | Org Charts menu in the
The Calendar product right is required to access the Org Chart | Calendars menu in the
Org Charts and Calendars
Configuring an Org Chart

Before configuring an Org Chart, extensive consultation should be done to determine the
exact hierarchy of an organizations 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.

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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.

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4. Right-click on the employees 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.

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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.

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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 users 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
users 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.

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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.

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Before a role can be assigned to an employee, it must be created. To create a role:
1. In the Configuration module, select Users | Roles. The Roles dialog box displays.
2. Type in the name for the desired role.

3. Click Create.
4. Click Members. The Assign Users to Role dialog box is displayed.
5. Select the appropriate user(s) from the Available Users box and click Add>>.
6. Click Close.
Assigning a Role to an Employee

To assign a role:
1. In the Org Chart Configuration dialog box, right-click on the user whom you wish to
assign a role.
2. Select Assign Roles.
3. 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.

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4. 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.
5. 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 Workflows 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.
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 Bs when User B is unavailable. In Coverage
queues, the document count takes into account both traditionally assigned and covered
documents.

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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.
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:

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1. In the Configuration module, select Org Chart | Calendars. The Business Calendars

2. Type a name for the Calendar and click Create.
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.

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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 fields
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.
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.

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4. Optionally, type a name for the holiday you want to configure in the Name field under
Holiday Configuration.
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.

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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.

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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 users 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 690.
Note: The holidays configured for the selected Business Calendar will display in the users 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 users 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.

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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.
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.
3. Click the Copy button. The [Calendar] Copy Configuration dialog box displays.
4. Enter the name for the new Calendar and click Save.

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Org Charts and Calendars in 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. In the Configuration module, select Workflow | Configuration.
2. Select the appropriate life cycle.

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3. In the right-most pane there is an Org Chart and Calendar field. Select the appropriate
Org Chart and Work Calendar from the drop-down menus.
4. Click Apply to save these settings.
Note: Institutional databases may have one Org Chart and one Calendar per life cycle per
institution.

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Assigning Queue Coverage
Caution: The functionality available on the Coverage tab is not supported in an Oracle 8 database.
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 right-most 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.
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.

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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 Users Documents
option, if Employee 1 covers for Employee 2, but Employee 2 is also covering for Employee 3,
Employee 1 will not see Employee 3s 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 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.

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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.

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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 690. Time Off is
configured in the same manner as Holidays.

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WORKFLOW STUDIO CONFIGURATION
Overview
Workflow life cycles can be configured in Workflow Studio. Workflow 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 Manager 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 can be viewed only in the Unity Workflow interface.
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.
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.

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Items
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
Cyles and the routing of all item types can only be configured in the Workflow Studio. Life
Workflow Studio Configuration
cyles 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.
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.
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

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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

There are seven 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
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, Web Client, or Java Client Workflow interfaces.
Ad Hoc User Tasks

Ad hoc tasks are tasks that the user decides to perform if necessary. Ad hoc tasks are

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Web/API Tasks
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 are not supported in the Desktop Workflow and Java Web Client Workflow
interfaces.
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.
Timers

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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.
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, 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
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

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related documents.
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.
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.

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Launching Workflow Studio

To launch Workflow Studio, double-click on the Workflow Studio shortcut on the Windows
Desktop or select Start | All Programs | Hyland | Workflow Studio | Workflow Studio. The
following is the Workflow Studio shortcut.

If you do not have any repositories configured, the Add Repository Wizard is displayed.
Creating Repositories
A repository must be created first before any additional configuration can take place. A
repository can be thought of as a container that consists of configurations. The studio defines
two types of repositories:
Server Repository: Server repositories allow a user to have multiple connections to
the same OnBase database as different users or different OnBase databases. Server
repositories is based on an OnBase database.
Local Repository: A local repository is a file on the user's local machine containing
business process folders, BPMN processes etc. Local repositories allow a user to
modify a configuration offline and provide a means to send processes to other users.
This allows a user to create and modify BPMN processes and collaboration diagrams
while not connected to an Application Server or OnBase database.
Note: Life cycles and system tasks are not configured in local repositories.

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To create a repository, click Add in the toolbar, click Add Repository in the Repositories window,
or click on the Add Repository task. The Add Repository Wizard dialog box is displayed.
The following options are available. Select the appropriate option:

Add a server repository - adds a connection to an existing OnBase database.
Add a local repository - adds a connection to an existing local repository.
Create a local repository - creates a new local repository file.

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Add a Server Repository

Upon selecting Add a server repository, the Add Repository Wizard is displayed.

1. Enter the URL to the Application Server service.
2. Click Next.

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3. Select the appropriate Data Source from the drop-down select list.
4. If you want the user to be prompted for OnBase credentials each time a connection is
made to the repository, select Prompt for credentials.
5. If you want to connect to the data source automatically using OnBase credentials,
select Use the following credentials and enter the User Name and Password.
6. If you want to use NT authentication, select Use NT authentication.

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OnBase 12 Workflow
7. Click Next.

8. If you want to be able to recycle the application pool, select I want to be able to recycle
the application pool from within Workflow Studio.
9. Select the IIS Version 6 if you are using IIS 6. Select IIS Version 7 if you are using IIS
7. The Other Version option is reserved for future versions of IIS. Workflow Studio only
supports IIS 6 and IIS 7 for the Recycle AppPool feature.
Note: In order for the Recycle AppPool 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.

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10. Click Next.

11. The summary screen is displayed. If you want to test the connection, click the Test
Application Server Connection button.
12. When finished, click Finish.

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Editing a Server Repositorys Connection Settings

In some instances, you may need to edit the connection settings for a server repository. To
edit server repository connection settings:
1. In the Repositories window, right-click on the repository that you would like to edit and

select Properties or press ALT + Enter on the keyboard.
2. Make the appropriate connection edits.

3. Click OK.

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Editing a Server Repositorys Application Pool Settings

In some instances, you may need to edit the application pool settings for a server repository.
To edit application pool settings:
1. In the Repositories window, right-click on the repository that you would like to edit and
select Properties or press ALT + Enter on the keyboard.
2. Select Application Pool Settings.

3. You can edit the name of the application pool in the Application Pool Name field.
4. Select the IIS Version 6 if you are using IIS 6. Select IIS Version 7 if you are using IIS
7. The Other Version option is reserved for future versions of IIS. Workflow Studio only
supports IIS 6 and IIS 7 for the Recycle AppPool feature.
Note: In order for the Recycle AppPool 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.
5. Click OK.

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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 a 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.
Using Repositories in Workflow Studio

To access a repository, double-click on it in the Repositories pane. You will either be
automatically logged into the repository or you will be prompted for user credentials.
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. Alternately, 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 (*).
Configuring Portfolios Types

Note: Portfolio types apply only to Unity Life Cycles.
A portfolio type consist 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.
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.

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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.

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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, 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 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 717.
8. Click Next.
9. Click Next.
10. Click Finish.
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 718
Relating Documents to Entity Items on page 721
Relating Documents to WorkView Objects on page 723
Relating Entity Item to Documents on page 728

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Relating WorkView Objects to Documents on page 732

Relating WorkView Objects to WorkView Objects on page 735
Relating Documents to Documents

The following to relating documents to each other.
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.

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OnBase 12 Workflow
When Related Content Type is set to Documents, the following options are available:

Document Handle
the common denominator between the current and related document.
Document Type

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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.

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OnBase 12 Workflow
4. 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 users session. A scoped property persists
only for the duration of a tasks execution.

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 a check mark next to
the mapping in the <Document Type> Mapping dialog box.
6. Click OK.
7. Repeat 3 to 6 for each mapping you want to establish.
If you would like all common values to exist on the primary item, select Require All Common
Values On Primary Item.
Folder Type
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.
If you would like all common values to exist on the primary item, select Require All Common
Values On Primary Item.
Relating Documents to Entity Items

The following pertains to relating documents to entity items.

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OnBase 12 Workflow
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 Management, Agenda Management 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.

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OnBase 12 Workflow
When the Related Content Type is set to WorkView Objects, the following options are available:

Document Type Association

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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.

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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.

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3. Click the ellipsis button next to the Attribute field and select the attribute or system
property you want to map to determine a relationship.
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.
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.

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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.

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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 documents ID.
Document Type

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OnBase 12 Workflow

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.

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5. Click OK.
Relating WorkView Objects to Documents

The following pertains to relating WorkView objects to documents.

When the Content Type is set to WorkView Objects and the Related Document 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.

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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
documents ID to identify it as a related document.
You can select Use Scoped Property Bag to use a scoped property. A session property persists
throughout a users session. A scoped property persists only for the duration of a tasks
execution.
Document Type

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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.

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5. Click OK.
Relating WorkView Objects to WorkView Objects

The following pertains to relating WorkView objects to WorkView Objects.
When both the Content Type and Related Content Type is set to WorkView Objects, the following
screen is displayed:
By Filter

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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.
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.

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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. Select the attribute or system property from the Attribute ellipsis button that you want
to map to a value.
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.
9. Click OK.
10. Configure as many attribute mappings as appropriate.
By Related Object

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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.
By Object ID

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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.

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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.
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.

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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.
Life Cycle Folder

Within Workflow Studio, there is a Life Cycles folder within each repository in the Repositories
pane. The Life Cycles folder contains all of the life cycles configured for a repository.
Cancelling 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.
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 Workflow 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.

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Agenda Item: Route and process agenda items in OnBase. This life cycle type requires an
Agenda Management license.
Meeting: Route and process meetings in OnBase.This life cycle type requires an Agenda
Management license.
Plan Review Project: Route and process plan review projects in OnBase. This life cycle type
requires an Electronic Plan Review license.

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.
Unity Life Cycles cannot be configured in Classic Workflow Configuration. They must be
configured in Workflow Studio.
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 Home ribbon within the New ribbon group or right-
click in a repository in the Repositories pane and select New | Life Cycle.
2. The following dialog box is displayed if a repository is not specified and the Life Cycle
button is clicked:
Select the repository in which you would like to create a life cycle.

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3. Click Next. The following dialog box is displayed.

4. Enter a Name for the life cycle.
5. Select the Documents for the type of items that will processed in the life cycle.
6. 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. In addition, when this option is
selected, you must use the Unity Workflow interface.
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.

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8. Enter the Name for a queue you want in the life cycle.
9. Click Add or press Enter on the keyboard.
10. Repeat steps 8 to 9 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.
11. Click Next.

12. 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 15.
13. Click Add.
14. Repeat steps 12 to 13 for each Document Type you want to associate to the life cycle.
15. Click Next.
16. Select a user group that you would like to grant rights to the life cycle from the 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.
17. Click Add.

18. Repeat steps 16 to 17 for each user group you want to grants rights to.
19. Click Finish.

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OnBase 12 Workflow
Creating a Life Cycle for Agenda Items, Meetings, or Plan Review

Projects
Note: You must be licensed for Agenda Management or Electronic Plan Review to configure

this type of life cycle.
button is clicked:

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5. Select the either Agenda Item, Meeting, or Plan Review Project for the type of items that
will processed in the life cycle.
6. 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.

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9. Click Add.
11. Click Next.

down select list.
13. Click Add.

15. Click Finish.

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Creating a Life Cycle for Managed Folders

To create a life cycle to route managed folders:
button is clicked:

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5. Select the Managed Folders for the type of items that will processed in the life cycle.

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8. Click Add.

10. Click Next.
11. Select a managed folder type from the Managed Folder Types drop-down select list that
you want to be processed by the life cycle.
12. Click Add.
14. Click Next.
down select list.
16. Click Add.

18. Click Finish.

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Creating a Life Cycle for WorkView Objects


button is clicked:

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5. Select the WorkView Objects for the type of items that will processed in the life cycle.

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8. Click Add.

10. Click Next.
11. Select the Application from the drop-down select list that contains the class you want
to associate with the life cycle.
12. Select the Class from the drop-down select list that you want to associate with the life
cycle.
13. Click Add.
15. Click Next.
down select list.
17. Click Add.


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19. Click Finish.
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, select the life cycle 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 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.
In addition, when you close Workflow Studio, all life cycles are automatically checked back in.
Checking Out
To check out a life cycle, complete one of the following tasks:
In the Repositories pane, select the life cycle you want to check in, right-click and
select Check Out.
With the life cycle selected in the Repositories pane that you want to check out, click
the check out link In the Properties pane.
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.

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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 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 OnBase Classic Client interface (Deprecated) option to only
allow the life cycle to be available when using the Classic View in the
OnBase Client. You can select OnBase 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 OnBase 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.
For more information on portfolio types, see Configuring Portfolios Types
on page 715.
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:
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.

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Option Description
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

Content Type Specifies the type of items that the life cycle contains. This is not
editable.
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, Meetings, or Plan Review Projects.
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.
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.

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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, select a User Group from the drop-down select list.
2. Click Add.
3. To grant rights to the life cycle in client interfaces, select the Execute check box.
4. To grants rights for the user group to configure the life cycle, select the Configure
check box.
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, select a Document Type from the drop-down select list.
2. Click Add.
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 documents Document Type is associated
with. The document will not be added to any Unity Life Cycles the documents 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.

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To assign a managed folder type to a life cycle:
1. In the Managed Folder Types tab, select a Managed Folder Type from the drop-down
select list.
2. Click Add.
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 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.
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. 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.

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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. To password protect a life cycle:
1. In the Repositories pane, right-click on a checked out life cycle and select Password

Protect.
2. Select the Password Protect option.

3. Enter the Password.
4. Enter the password again in the Confirm Password field.
5. 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.

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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.
4. Click Next again.
5. Click Finish.
Creating Queues
Queues can be added to life cycles as needed.
To create a new queue:
1. In the Repositories pane, 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.

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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.
Description Optional area to add comments about the queues 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 and Java Client, if the Web Servers
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.

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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: The Java Workflow interface does not support Exclusive Viewing
locks.
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.
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.
Hidden Hides the queue in the Clients Tree View and Graphic Layout, even if the
user has rights to the queue.

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Auto-Select Next Item

Note: This option applies to the Core-based Client interface.

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.

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Respect Security
Keywords Caution: This option is not supported in the Classic Client interface.
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 this level, security keyword checks are performed on every
item in the queue.
Note: If a filter is applied to a queue configured for security keywords,

the security keywords are still respected, but all documents within
Document Types configured at the filter level are displayed regardless of
whether or not the Document Types are configured for security
keywords at the queue level.
Selecting this option enables a Document Types button. Upon clicking

this button, an Document Types dialog box is displayed. Select a
Document Type you want to assign to the queue from the Available
Document Types drop-down and click Add. Repeat this for each
Document Type you want to assign. If you click the Select 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
OK when configuration is complete.
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 who
Modification Privilege do not have a modify privilege to modify a document and update its
keywords that is 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.
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 that is a document within the Work Folder within the queue.
Note: Users do not need access to the documents Document Type for
the override to apply.

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Hide Queue Queue does not display in Client Tree View or Graphic Layout if a user
does not have rights to a queue.
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 Clients 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 This option allows users access medical record charts residing in this
queue from the Medical Records Management (MRM) Web Client.
If this option is selected, then the queue is accessible from the MRM
Web Client. If it is disabled, then the queue is not accessible from the
MRM Web Client.
The MRM Web 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,
Reanalysis, or Coding in the MRM Web Client.
If this queue will be used for deficiency creation (Analysis) or
confirmation (Reanalysis), 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 MRM Web Client but should
not be used for Analysis, Reanalysis, or Coding, then select
<None>.
See the Medical Records Management Solution module reference guide
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.
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

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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.
processing the same 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 queue:
1. In the User Groups tab, select a User Group from the drop-down select list.
2. Click Add.
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.
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.

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Work Folder
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 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.
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 Portfolios Types
on page 715.
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.

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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.

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.
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
Clients 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.

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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.

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 999 would be the lowest priority. When sorting descending,
999 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

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The following user privileges are available to grant:
Privilege Description
Load-Balancing Administration Grants access for selected user to the Load Balancing
Administration dialog box and the functionality contained within

this dialog box.
See Other Users Documents Grants access to the See Other User's Documents queue right-
click menu.
Note: Users can also view other users 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.
Ownership Administration Grants users the right to the Queue Administration window for
the queue. The Queue Administration window allows a user to
change ownership of an item to a different user.
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.

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3.Enter the appropriate number of documents for the High Watermark Warning and Alert
4.Enter the appropriate number of documents for the Low Watermark Warning and Alert
5. Click OK.

Entries will be made to the Workflow log under the following circumstances:
count reaches the Low Watermark. (Warning or Alert)
count surpasses the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the document
count reaches the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the document
count goes below the Low Watermark. (Warning or 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.

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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 check box is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. When this option is
checked, only the assigned filters are available. When the option is not selected, any custom
query configured as a Workflow Filter can be used to filter the Workflow inbox. 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 user interface.
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 a Workflow Filter that are
assigned to the queue and that the user has permission to are displayed for selection when
Filter Inbox is displayed.
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. These 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.

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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. In the Desktop, the default
filter will override the persistent filter. The use of persistent filters in the Desktop is initiated
by right-clicking in the Document window and selecting Filter Inbox | Use Persistent Filters.
Persistent filters are not supported in the Web or Java Web Clients.
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.
Coverage Tab
When a Organizational Chart has been select 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.
2. In the check boxes, select whom employees are going to be covered by when
unavailable.
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.

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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 Users Documents
option, if Employee 1 covers for Employee 2, but Employee 2 is also covering for Employee 3,
Employee 1 will not see Employee 3s 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.
Once you define a queue as load balanced, you must configure members (Configuring
Members on page 775) and a queue type (Load Balancing Queue Options on page 776).
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:

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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 781.
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 Types value will be populated with the
assignment.
Note:If this is configured in conjunction with Match Keyword to User Name load balancing
queue type, the Keyword Types value will not be populated with the assignment.
Configuring Users as Members

To configure users as members:
1. Select Users from the Assignment Type drop-down list.

2. You can assign specific users by selecting a user from the Users drop-down select list
and click Add to add a user as a member. Repeat this step for each one you want to
add.
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.

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Configuring User Groups as Members

To configure user groups as members:
1. Select User Groups from the Assignment Type drop-down list.

2. You can assign specific user groups by selecting a user group from the User Groups
drop-down select list and click Add to add a user group as a member. Repeat this step
for each one you want to add.
You can click Add All Assigned to Queue to add all user groups as members that are
assigned rights to the queue.
Configuring Roles as Members
Note: Roles is only available for the Rules Based type.
To configure roles as members:
1. Select Roles from the Assignment Type drop-down list.

2. You can assign specific roles by selecting a role from the Roles drop-down select list
and click Add to add a role as a member. Repeat this step for each one you want to
add.
Load Balancing Queue Options

There are many load balancing queue options. The following queue types can be configured:
Allocated Percentage - see page 776 for more information.
By Priority - see page 777 for more information.
In Order - see page 778 for more information.
Keyword Based - see page 778 for more information.
Match Keyword to User Name - see page 780 for more information.
Rules Based - see page 780 for more information.
Shortest Queue - see page 781 for more information.
Allocated Percentage
Allocated Percentage assigns a specified percentage of the systems items to each user.

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To configure:
1. Once members are configured, click the Configure button. The Allocated Percentage

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.
By Priority
By Priority distributes items to users based on the priority assigned to items. Priority values
are assigned to specific user groups.

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To configure:
1. Once members are configured, click the Configure button. The Priority Configuration
2. Select a Member from the drop-down select list.

3. Select an appropriate Operator and enter a Priority value (1-999).
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.

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To configure:
1. Once members are configured, click the Configure button. The Keyword Based

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: Regardless of the workstations 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.

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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.
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

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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 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.
Load Balancing Considerations for 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.
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.

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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.
To create a transition in the Repositories pane:
1. Right-click on the queue you want to draw a transition from and select New |
Transition.
2. Select the queue you want to draw the transition to from the drop-down select list
available in the transition that is created.
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.
For more information on creating transitions in Design Layout, see Life Cycle Graphical Layout
on page 811 for more information.
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.
Adding
1.In the Repositories pane, 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.
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.

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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
Caution: If an action is not properly and completely configured, it cannot be executed.

The following options are also available.
Option Description
Use Scoped If you want to use a scoped property that persists only for the duration of a
Property tasks execution, select Use Scoped Property Bag. Otherwise, the property
Bag persists throughout a users session.
Note: This option is only enabled when a scoped property can been used in a
configuration.
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.
Breakpoint
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.
For more information about Actions, see Workflow Studio Actions on page 869.
Copy and Paste Actions

Once an action is configured, it can be copied and pasted into other task lists within that life
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.
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.

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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.
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, 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.
Configuring
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.
For more information about rules, see Workflow Studio Rules on page 1015.
Copy and Paste Rules

Once a rule is configured, it can be copied and pasted into other task lists within that life
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.

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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.
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, Workflow 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. System Task Lists allow you to execute a task list without having the
Workflow system open in the Client.

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To create a system task:
1. In the Repositories pane, select the repository you want to add a system task to.
2. Right-click and select New | System Task. The Create System Task screen is displayed.
3. Enter a Name for the task.

4. Select the type of item the system task will execute upon from the drop-down select
list.
Note: An Agenda Management license is required to execute a system task on an Agenda Item
or Meeting. System tasks that are configured for an Agenda Item or Meeting are displayed in
the Entity Items folder.
Note: An Electronic Plan Review license is required to execute a system task on a Plan Review
Project. System tasks that are configured for a Plan Review Project are displayed in the Entity
Items folder.
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.
5. Click Next.

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6. 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, WorkView Objects,
Agenda Item or Meeting options, skip to step 9.
7. Click Add.
8. 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.
9. Click Next.
10. Select a User Group that you wish to grants rights to the system task from the drop-
down select list.
11. Click Add.
12. 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.
13. Repeat for each user group you want to grant rights to.
14. Click Finish.
15. 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: Agenda Item, Documents, Meeting, Managed Folders, and WorkView
Objects.
After the task has been created, you can configured 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.
In addition, you can edit the Document Types assigned to a system task in the Properties
panes Document Types tab for system tasks configured for documents. You can edit the user
groups assigned to a system task in the Properties panes User Groups tab.

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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 Life Cycle ribbon within the New ribbon group. The Create
Ad Hoc Task wizard is displayed.
2. Click New Ad Hoc Task.

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3. Click Next.

4. Enter a Name for the ad hoc task.
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.
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.

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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 Life Cycle 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.

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3. Click Next.

4. If you want task lists displayed for selection, select the Show Task Lists option.
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 797 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.
For information about on abort tasks, see On Abort Task Lists on page 796 for more
information.

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Additional Task List Options
Option Description
Execution
from Related
Items
Items pane.
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.
Devices
modules.
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 automatically
Ownership
owns the item the task was executes upon.
Password Protection
Caution: This option is not supported when using Single Sign-On.

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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 NT Authentication or LDAP Authentication, if the wrong password is entered
exceeding the configured failed login attempt limit, the user account is locked in Active
Directory.
Icon
1. To assign an icon to represent the task, click the Icon tab.
an icon from the Small Icon drop-down list to represent the task in the Repositories
pane.
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.
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.

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Defining 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: 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.
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.
To configure filter rules for an ad hoc task:
1. In the Repositories pane, 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. Enter the name of the filter rule.
3. Configure the rule appropriately to determine when the ad hoc task should be
available.
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.
Adding a Task to the Ad Hoc Task List

You can add rules, actions, and other task list 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 Life Cycle 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 Life Cycle 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 Life Cycle ribbon within the New ribbon
group.
Web/API Task Folder

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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
When a task list is run on multiple items and an item is encountered that is locked by another
user, the locked item is not processed and a message is logged in Document History and the
task list is executed on the other unlocked items. 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 is locked, 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 1011 for more information. In addition, action behave
differently when working with documents managed by the Records Management module. See
Records Managements Effect on the Last Execution Result on page 1011 for more
information.
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.

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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 Life Cycle
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.
See Task Options on page 797 for more information on task options.
See On Abort Task Lists on page 796 for more information about on abort tasks.
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 Life Cycle 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 Life Cycle 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 Life Cycle 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.
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.
On Abort Task Lists

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Note: On Abort task lists are only available in the Core-based and Web Client interfaces.
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 Exit 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 797 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.

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Help Text
Configuration module and Workflow 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
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
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.
Additional Options
Option Description
Breakpoint
Client interfaces.

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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, right-click and select
Delete.
2. A message asking Are you sure you want to remove the item name from the task list? If
the item does not exist in another life cycle or queue, the Delete the item name from
the database option is displayed. Select this option if you want to completely remove it
from the database.
3. Click Yes to delete the item. Click No to abort the deletion.
To delete a timer:
1. Select the item you want to delete in the Repositories pane, right-click and select
Delete.
2. A message asking Are you sure you want to remove the timer name from the queue
queue name? If the item does not exist in another life cycle or queue, the Delete the
item name from the database option is displayed. Select this option if you want to
completely remove it from the database.
3. Click Yes to delete the item. Click No to abort the deletion.
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 any changes made will
not impact the item it was previously linked to.

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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.
Configuring Roles
Within Workflow 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 OnBase ribbon group, click Roles.

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2. Click Add.

3. Enter a Name for the role.
4. Select the user you want to associate with the role from the Users drop-down select
list.
5. Click Add.
6. Repeat steps 4 and 5 for each user you want to add to the role.
7. Click OK.
You can modify a role by selecting it and click Modify.
You can delete a role by selecting it and clicking Delete.
Documentation Tab
The Documentation tab for life cycle items allows you to add descriptive information within
Workflow 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 items 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.

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Generating Documentation for Life Cycles

Workflow Studio has the ability to generate documentation based the configuration of life
cycles. Workflow Studio includes administration and user guide templates. Alternatively, you
can create your own Microsoft Word templates that Workflow 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 within the Life Cycle ribbon group or right-click on the life cycle in the
Repositories pane and select Create Documentation.
2. Select either Administration Guide or User Guide. If you created a custom template, that
template will be available for selection, as well.

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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.

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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.

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7. Click Next.

8. Click Browse and specify the location and filename to use to save 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.
Creating Custom Templates for Documentation Generation

Note: To implement Workflow Studio custom documentation tags into a template, you must
have Microsoft Office 2007 or 2010.
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.

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To create a functioning custom template for documentation generation in Workflow 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 Workflow Studio.
Understanding Required Files

There are three files that make it possible for Workflow Studio to generate a document:
A .docx file that serves as the main template. See Configuring Templates in
Microsoft Word on page 807 and Accessing Tag Information in Workflow Studio on
page 809.
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 cylce 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 807 and
Accessing Tag Information in Workflow Studio on page 809.
An .xml file that links the two template files together and specifies other
parameters. See Configuring the Required XML File on page 809.
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.
All three of these files are required for successful installation. See Installing the Template on
page 811 for more information about installation.
Caution: Backup your templates and .xml file to a location other than where you install then. If
you uninstall Workflow 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.

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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 808 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.
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 Microsofts 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 Workflow 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 Workflow Studio on page 809 for more
information about the tags available and the differences between them.

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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 Workflow 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
Workflow Studio on page 809 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 Workflow 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.
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.

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Accessing Tag Information in Workflow Studio

To access the Documentation Tags dialog box:
1. In Workflow Studio, click Create Documentation on the Life Cycle 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.
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>

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<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.
<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.

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Setting Description
<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 Workflow 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 right-click
on a queue and select Use Diamond Shape to display the queue as a diamond or Use Circle
Shape to display the queue as 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 Layout

Queues can be create in a life cycle within the design layout window. You can click and drag a
queue objects from the Toolbox window to the design layout window.

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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.
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.
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.

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Rule Queue (Circle) Creates a rule queue using a circle shape.

Engine module.
Rule Queue (Diamond Creates a rule queue using a diamond shape.
Engine module.
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 Keyword to User Name Load Balance Type and Users
Name Assignment Type.
Load Balance by Users | Creates a load balanced queue pre-configured as a Rule Based
Rules 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.

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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
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 Layout, the queue is selected and expanded
in the Repositories pane.
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.
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.

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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.
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.
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, highlighted
below.

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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.
Creating an Snapshot of the Designer Layout

You can create an snapshot image of the Designers layout. 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.
Deleting and Renaming

You can delete or rename queues in design mode. 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.

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Timers

Configuring Timers
Timers are configured at the queue level. To create a timer:
1. Right-click on a queue and select New | Timer.

2. Enter a name for the timer.
3. In the General tab, select the Document Type from the drop-down select list that will be
affected by the timer.
4. 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.
5. Set the status of the First Document Only check box. If enabled, the Workflow Timer
will only execute against the first document found in the queue, instead of executing
against every document found in the queue. The first document 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 documents that need attention. If First
Document Only is not selected, if the queue contains 100 documents, the notification is
sent 100 times (once for each document).
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 queues 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.
6. If the Log Start/Stop option is selected, every time the selected timer is executed or
stopped, it will be logged in the systems database.
Note: All logs will show the database server time, rather than the processing workstations
time.
7. 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.
8. Save the repository to save the changes to the timer.

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Configuring Execution Windows

If you are using a timer configured, 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.
Managing 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 cycles
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. For all other user interfaces, timers can
be monitored using the Workflow Timer Service. Refer to the Workflow Timer Service
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.

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OnBase 12 Workflow
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.

To configure a user form:
1. In the Home ribbon within the OnBase 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. 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.
Note:Date entry format uses the Windows regional settings.
7. Click OK.
8. Click Close on the User Forms dialog box once the location to the form has been saved.
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:

OB_WFPROPERTY_propertyname_instancenumber
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.

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Workflow OnBase 12
User Forms in the Core-Based Workflow

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.
7. At the User Forms box, click Close to complete the configuration.
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:
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:
4. Select the user form you want to delete.

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OnBase 12 Workflow
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>.

Notifications
Creating New Notifications
Note: Non-document items cannot be sent as attachments in notifications.
To configure new notifications:
1. In the Home ribbon within the OnBase ribbons group, click Notifications.
2. Select the Repository from the drop-down select list in which you want to configure the
notification.
3. Select a Life Cycle from the drop-down select list if the notification is assigned to a
specific life cycle to limit the notifications displayed.
4. Click Add. The Notification Configuration dialog box is displayed.
5. Enter a Name for the notification.

6. In the Subject field, enter the subject line you would like to be used in the notification.
Use the Insert button to insert symbols the represent data in the system. See Insert
Button Options on page 825 for more information.
7. In the Message field, enter the message that should be used in the notification. Use the
Insert button to insert symbols the represent data in the system. See Insert Button
Options on page 825 for more information.

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Workflow OnBase 12
8. Click the Recipients tab.
Note: When configuring notifications for use with the BPMN Modeler module, recipients should
not be configured. The recipients are determined by configuration of the BPMN Modeler
module for the users assigned as approvers and auditors.
9. 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 mail e-mail address to be used for the
notification.
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
can contain multiple addresses, separated by a comma or a semicolon.
Load Balancing Members: when selected, a drop-down select list containing all of the
load balancing queues in the system displays. 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 e-mail 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.
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.

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OnBase 12 Workflow
Role Members: when selected, a drop-down select list containing configured roles in
the system is displayed for configuration.
Note: The Role Members recipient option is not supported for the Classic OnBase Client User
Interface.

User: sends the notification to specific users.
User Group: everyone who is a member of the user group receives the notification.
Caution: Extra characters, such as '[', ']', '<', '>', will cause notifications to not be sent properly.
Using prefixes such as "mail:" and "fax:" before e-mail addresses will cause notifications to not
be sent properly.
10. To send the notification internally, you must select the Internal mail option before
clicking Add.
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 e-mail address is
present.
To send the notification externally, select the External mail option before clicking Add.
When sending an external notification, an e-mail address must be present for the
notification to be sent. OnBase will not attempt to match e-mail accounts with internal
user names. However, OnBase will attempt to match internal user names with e-mail
accounts.
To send the notification both internally and externally, select Both before clicking Add.
Note: After a system upgrade, if recipients were previously configured, the Mail Type may be
displayed as Not Configured. The users mail type must be updated. To update the mail type
used for a user, select the user, select the appropriate mail type radio button, and click Update
Mail Type. If the mail type is not updated, the recipients will be handled in the following way:
User and User Group notifications will be sent as internal mail; Address notifications will be
sent as external mail; load balance queue recipients will retain the Internal or External setting
as previously configured; Keyword recipients will first try to resolve the value as an internal
user and if found, an Internal notification is sent. If a valid OnBase user is not found, an
attempt is made to resolve the value with an e-mail account and send it externally.
11. Once a type has been configured, click Add. 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 9 through 11 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 e-mail address/distribution list is included for an external notification, the
invalid addresses are ignored and the e-mail is sent to any valid addresses/distribution lists.
12. Select the Settings tab.

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Workflow OnBase 12
13. 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 type separators in the fields.
14. If you are licensed for Integration for Microsoft Outlook 2007 or Integration for
Microsoft Outlook 2010 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.
15. If you want to send the notification as a Unity Pop URL, select Send Attachments as
Unity Pop. When this option is selected, you have two options.
If you want the URL to open in a new window, select Open Documents Using a New
Window.The notification will be sent via the Distribution Service and the attachments
will be sent as Unity Pop URLs.
If you want the URL to open in the Workflow interface, select Display Items 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.
16. Click OK when finished.

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OnBase 12 Workflow
To remove a recipient from a notification, select the name of the recipient in the list or the
appropriate drop-down list. Click Remove.
Note: In the case of multiple recipients with the same name, messages will not be sent. An
error message will display.

Insert Button Options
The following symbols 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 Displays the date that the document was stored. This value cannot
Stored be changed.
%I1 - Document Time Displays the time that the document was stored. This value cannot
Stored 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.

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Workflow OnBase 12
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 alone will not preserve the spaces, and therefore,
the property will not be correctly identified. When %V is used with
a property name containing space in conjunction with a formatting
code, the property will be identified. %C(VProperty Name) would
be an example of property with spaces that will be identified
correctly with the first letter capitalized. This formatting option are
available for the following actions: Prompt User with Question Box/
SYS - Prompt User with Question Box, Create Note/Doc - Create
Note on This Document/Related Document, Display Message Box/
Notify - Display Message Box, and Custom Log Entry/SYS -
Custom Log Entry.
WorkflowPop This option allows you to provide a link to the relevant document
within the Workflow interface in the notification.
The URL dialog box is displayed. Select whether the server is using
a SSL or not. Select HTTPS to specify that SSL is used. Otherwise,
select HTTP. Enter the Server Name of the OnBase Web Server. If
appropriate, enter the Virtual Root where the OnBase Web Server
is installed. Click OK.
DocPop This option allows you to provide a DocPop link to the relevant
document within the notification. The DocPop link only generates a
link based on document handle (docid) and checksum using this
option.
The URL dialog box is displayed. Select whether the server is using
a SSL or not. Select HTTPS to specify that SSL is used. Otherwise,
select HTTP. Enter the Server Name of the OnBase Web Server. If
appropriate, enter the Virtual Root where the OnBase Web Server
is installed. Click OK.
In order for the checksum to work correctly, the web.config file
must have DPCheckSum set to true. For more information about
DocPop, see the DocPop Module Reference Guide.

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OnBase 12 Workflow
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 items parent. For example, if an action is in the
System Work folder, System Work is displayed in the column with the folders ID number. The
Location column displays where the item is found.
Managing Locks
You can manage locks within Workflow Studio. You can access the Manage Locks dialog box by
clicking on the Application Menu button in the upper left hand corner of the application and
select Manage Locks.
You can display only locks that pertain to the BPMN Modeler module or life cycles by selecting
the Display only BPMN and life cycle locks option.
Locks are displayed by repository. Select the Repository from the drop-down select list that
you want to view the lock for.
To remove a lock, select the lock and click Remove Selected.
Click Refresh to refresh the lock information displayed.
Configuring Web Services

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Workflow OnBase 12
Workflow Studio allows the mapping of a name to WSDL Web Service. Through the use of the
configured Web Services, the Workflow 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 in the BPMN process. To create a
Web Service:
1. In the Home tab, in the OnBase ribbon group, click the Web Services button. The Web
Services dialog box is displayed.
2. Click Add.
3. Enter the Name of the Web Service. The Name has a maximum of 128 characters.
4. Enter the WSDL Location. The WSDL Location has a maximum of 255 characters.
5. Click OK
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.

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OnBase 12 Workflow
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.
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.
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:

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.

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Workflow OnBase 12
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.

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OnBase 12 Workflow
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 Product Rights to the
Configuration module and Workflow Configuration Rights.
Assign Product Rights

Group Name list and click Product Rights.
3. On the Assigning Product Rights for [group name] Group dialog box, check the
Configuration box to give that user group access to the general Configuration module.
Assign Workflow Configuration Rights

Granting Rights to the Workflow Menu in the Configuration Module
To grant user groups the right to access the Workflow configuration menu and to configure life
cycles:
1. Click the Configuration Rights button in the User Groups & Rights dialog box.
2. Select the Products tab.
3. Select the Workflow Configuration check box. If you want to grant configuration rights
for all life cycles, select All Life Cycles. If you want to only allow a user group to
configure only the life cycles they have rights to, select Assigned Life Cycles.
4. Click Save & Close. The Workflow menu becomes active in the Configuration module.
5. Click Exit.
Note: If the Use Workflow Configuration Rights option is configured, the rights set at the user
group level are ignored.
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:

3. Click Save.
4. Select Users | User Names/Password.
5. Select the appropriate user.
6. Click Settings.

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Workflow OnBase 12
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.
Granting User Groups Rights to Individual Life Cycles

In some instances, you may want to grant a certain user group rights to configure a certain
life cycle. To grant rights for a specific life cycle:

3. Click Save.
5. Select the appropriate life cycle, right-click, and select User Group.
6. Select the Configuration Rights tab.
7. Select the appropriate user group(s) and click Add>>.
8. Click Close.
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

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.
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.
Workflow box in Client Based Products.
4. To assign Workstation Options, check the User/Workstation Options box in the Client
Features section.

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OnBase 12 Workflow
To gain access to the Workflow inbox, but deny the right to the Execute Workflow
right-click menu outside of Workflow

3. If the Workflow privilege is selected for the user group, clear it.
Workflow Restricted box in the Client Based Products section.
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.
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.
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).

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Workflow OnBase 12
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.

4. Click Exit.
Assign Web/API Tasks to a User Group:

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

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.
Assign/revoke System Tasks to/from Document Types

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:

2. In the Document Types dialog box, select the Document Type name to configure and
click System Tasks.
Add>>. When finished, click Close.
4. On the Document Types dialog box, click Close.

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OnBase 12 Workflow
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:

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.
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:

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.
Workflow Studio Options

The Workflow Studio has several display options. The Studio Options are accessed by clicking
on the Application Menu button in the upper left hand corner of the application and then click
the Studio Options button. The Studio Options dialog box is displayed:
General
The following options are configured in the General screen:
Option Description
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.
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.

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Workflow OnBase 12
Option Description
Display the graphical editor When this option is selected, the graphical layout is displayed upon
when a new life cycle is creating a life cycle.
created
Allow navigation to other life When this option is selected, if a queue has an action that allows
cycles in the graphical editor an item to be added to another life cycle, for example it has the
(requires restart) Add Document to Other Life Cycle action configured, the Workflow
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 Workflow Studio must be

restarted.
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)
restarted.
Display user work queue When this option is selected, a user work folder is always displayed
folder (requires restart) 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.

restarted.
Display action/rule type When this option is selected, the name of the rule type or action
name type is displayed directly below the rule/action in the Repositories
pane.
Display overview When this option is selected, overview information is displayed in

documentation the Repositories window for life cycles.

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OnBase 12 Workflow
Doctor
The following options control the user of the Workflow Doctor within the Studio. The following
options are available:

Option Description
Validate items when a Select this option if you want a repository to be evaluated by the
repository is opened Workflow Doctor upon opening a repository in the Workflow
Studio.
Note: If a repository is large, this setting can increase the

time it takes to open the repository.
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 life
and error (requires restart) 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.

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)
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.

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.
Business process folder When this option is selected, business process folders are checked
configuration issues for configuration issues.
Disabled actions and rules When this option is selected, life cycles are checked for disabled
actions and rules.

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Option Description
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
Obsolete actions and rules When this option is selected, action and rules that are not
supported in the Workflow Studio are reported.
Portfolio Type configuration When this option is selected, portfolio types are checked for
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 transition
Unsupported user When this option is selected, Workflow Doctor reports issues if an
interaction 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
OnBase Client Classic When this option is selected, issues directly related to the Classic
interface Client Workflow interface are reported.
OnBase Client Core-based When this option is selected, issues directly related to the Core-
interface based Client Workflow interface are reported.
Outlook When this option is selected, issues directly related to the

Microsoft Outlook 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.

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OnBase 12 Workflow
Action/Rule Categories
The Action/Rule Categories screen allows you to define what special action/rule categories are
displayed:

Option Description
Agenda Manager Select this option if you want actions and rules related to the
Agenda Management module displayed.
Electronic Plan Review Select this option if you want actions and rules related to the ePlan
Review module displayed.
Foldering Select this option if you want actions and rules related to managed
folders displayed.
Workview Select this option if you want actions and rules related to
WorkView objects displayed.
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 wan the line numbers displayed in the
editor.
Default language You can select C# or Visual Basic for the default scripting
language used in the Unity script editor.

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BPMN Color Schemes

The BPMN Color Schemes options allow you to define the color scheme of BPMN Processes,
BPMN Collaboration Diagrams and life cycle graphical layouts.
You can select a predefined color scheme from the Color Scheme drop-down select list. You
can preview the way items are displayed by selecting items from the Item drop-down select
list.
Customizing Color Schemes

You can customize color schemes to further suit the needs of your processes. You can base a
new scheme off of a predefined scheme. To create a new scheme based off of a predefined
scheme:
1. Select the Color Scheme you want to base the customized scheme off of.
2. Click Copy. The Copy Color Scheme dialog box is displayed.

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OnBase 12 Workflow
3. Enter a name for the new scheme in the Copy To field.

4. Click OK.
Once a customized scheme is created, you can modify items. To modify an item:
1. Select an Item from the drop-down select list.

2. Click Modify. The Format Style dialog box is displayed. You can format the Fill color, Line
color and thickness, and Text style for labels in this dialog box.
3. Click OK.
4. When finished modifying items, click OK.
You can rename, delete, export and import customized scheme.
Renaming a Customized Scheme

To rename a customized scheme:
1. Select the customized Color Scheme you want to rename from the drop-down select
list.
2. Click Properties. The Color Scheme dialog box is displayed.
3. Enter a new Name for the scheme.

4. Click OK.
Note: You can only rename customized schemes.
Deleting a Customized Scheme

To delete a customized scheme:
1. Select the customized Color Scheme you want to delete from the drop-down select list.
2. Click Delete. A message asking Are you sure you want to delete the Name of Scheme
scheme? is displayed. Click Yes to continue the deletion of the scheme. Click No to
cancel the deletion.
Note: You can only delete customized schemes.

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Exporting a Customized Scheme

To export a customized scheme:
1. Select the customized Color Scheme you want to export from the drop-down select list.
2. Click the Export button.
3. The Save As dialog box is displayed.

4. Browse to the location where you want to save the exported files.
5. Enter a File name for the exported file.
6. Click Save.
Note: You can only export customized schemes.
Importing a Customized Theme

To import a customized scheme:
1. Click the Import button.
2. Browse to the file you want to import and select the file.
3. Click Open. The Color Scheme dialog box is displayed.
4. You can edit the Name or leave it as it is.

5. Click OK.
About
The About section lists the version of the software as well as copyright information.
Unity Projects
Note: The Unity Automation API license is required to configure Unity scripts in a database.

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Creating Unity Projects

Unity projects are created in order to use Unity scripts in Workflow. To create a Unity project:
1. Click the Unity Scripts button. The Unity Scripts dialog box displays.

2. Select the Repository that you would like to configure a Unity project for. If Unity
scripts have been configured previously for the repository selected, a list of projects
will be displayed in the Projects window.

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3. Click Create. The Create Unity Project wizard is displayed.

4. Enter a Name for the project.

5. Enter a Description for the project.
6. Select a Language. You can specify C# or Visual Basic.
7. Click Next.

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OnBase 12 Workflow
8. You can either create a script or a library.

If you want to create a Unity Script, click Script.
If you want to create a Workflow Unity script, click Workflow Script.
If you want to create a Business Rules Engine Unity script, click Business Rules
Engine Script.

If you want to create a library, click Library.
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 steps 9 to 11 for each user group.
13. Click Next.
14. Click Finish. A tab opens for the project. You can enter the appropriate script.
15. You can click Save to save the project.
You can click Save & Publish to save and publish the Unity Project.
You can click Build to build the Unity Project.
Note: For more information on Unity Scripts, see the Unity Scripting in the Hyland SDK.
Unity Project Properties

The Properties pane contains three tabs: References, Versions, and Permissions.

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Reference Tab
The References tab contains a list of assemblies that can be referenced by the script.
Version Tab
The Version tab lists the versions of the project that exist. You can also set an version to be
the active version in this tab.
Permissions Tab
The Permissions tab allows you to grant View or Modify rights to users.
Workflow Search
Finding Items in Workflow Studio
You can search open server repositories for items within Workflow Studio. To access this
feature, press Ctrl + f on the keyboard or right-click in the Repositories pane and select Find.
The Find dialog box is displayed.

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OnBase 12 Workflow
Enter search options and click Find All. Results are displayed in a tab at the bottom left
windows of Workflow Studio.
Search Options

Option Description
Find Name/Find Dependency You can find items by name or by dependency.
Repository Select the repository you wan to search from this drop-down select
list.
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>
Actions
BPMN Collaboration Diagrams
BPMN Processes
Business Process Folders
Life Cycles
Queues
Rules
Task Lists
Timers

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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:
Actions Types
BPMN Collaboration Diagrams
BPMN Processes
Calendars
Document Types
Folder Templates
Folder Types
Keyword Types
Life Cycles
Note Types
Notifications
Organizational Charts
Portfolio Relations
Portfolio Types
Queues
Rule Types
Timers
Unity Scripts
User Form
VB Scripts
Workflow Property Names
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.
When you select BPMN Collaboration Diagrams or BPMN
Processes from the Look at these types drop-down select list,
you can only select <All> or select a specific business process
folder.
When you select Business Process Folders from the Look at these
types drop-down select list, you can only search for <All>.

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OnBase 12 Workflow
Option Description
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.
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.
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.
Defining Doctor Options

Workflow Doctor options are defined in Studio Options. See Creating Repositories on page
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.

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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.
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.

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:

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OnBase 12 Workflow
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.
Output Tab
The Output tab displays a log of all of the actions taken in Workflow 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.

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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.
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.
Enabling the Recycle AppPool Button

In order for the Recycle AppPool 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. See the System Administration Module Reference Guide or the Configuration
help files for more information about product rights.
Exporting
You can export configuration from a repository to an import file that can be imported into
another repository. The following configurations can be exported:
Business Process Folders (when licensed for the BPMN Modeler)
Document Types (if there are multiple revisions of a Document Type, the latest
revision is exported)
Life Cycles
Portfolio Relations
Portfolio Types
System Tasks

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To export a configuration:
1. Click the Export button in the Home ribbon within the Import/Export ribbon group. The
Export wizard is displayed.

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2. Select the appropriate repository and click Next.

3. Select the type of item you want to export from the drop-down select list.
4. You can select one or multiple items and click Add>> or you can double-click on an
item to move it to the Export Items field.
5. Repeat steps 3 and 4 for each item type you want to export.
6. If you want to export associated organizational charts with the selected items, select
the Export Referenced Organizational Charts option.

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7. Click Next.

8. If you want to save your export to a local file outside of the OnBase system, select
Save to a local file. Click Browse to browse to a directory and to specify a filename. The
file should have an .expk extension.
If you want to save the export into the OnBase system within the SYS Configuration
Reports Document Type, select Archive into OnBase (SYS Configuration Reports). Enter a
Description for the document that will be stored.
9. Click Next.
10. Click Finish.
Tip: You can initiate an export by right-clicking on a life cycle and selecting Export Life Cycle or
by right-clicking on a system task and selecting Export System Task.
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

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Unity Life Cycles

Work Queues
Rules
Actions
Transitions
Task Lists
Timers
Ad Hoc User Tasks
Comments
Help Text
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, XML Formats, and XML Format Ports.
Note: If a form references a URL, the URL reference and the form are 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.
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.
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.

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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.
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.
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.

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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.
The import and export of templates are done for the whole template. All fields
configured on the template will be included, and the user will not have the option
of selectively adding or removing fields during the import/export process.
Attribute type fields configured on a template will not be exported.
Image field types configured on a template always reference a specific document
by their document handle, so both the Document Type and the specific document
itself is exported. If this Document Type is not present in the destination system
during the import you then have the option to Map, Replace, or create a new
Document Type. If you choose to create a new Document Type during the import,
it will be created without a Disk Group configured, and the import of the actual
image file document will fail.
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.
The requirements below are suggestions for best results:
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.

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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: 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.
Note: When importing, the database will be locked and users will not be able to log in through
any interface.
To import a configuration:
1. In the Home ribbon, within the Import/Export group, click Import.
2. Select the repository you would like to import the configuration into.

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3. Click Next.
4. In the File Name field, enter the path to the export file. Click Browse to browse to the
file.
Alternately, you can resume a previous import that was saved. Select Set initial
resolutions from file and enter the path to the saved import file. Click Browse to browse
to the file.
Caution: It is important to back up your database before importing new configuration. Ensure
that a current backup is created before proceeding.
Caution: Importing does not respect life cycle check out. Importing can affect life cycles
regardless of their check out state.

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5. Click Next. The resolution screen is displayed. All conflicts are displayed in red.

Note: You can select Show only unresolved items to hide resolved conflicts.
6. Three options are available in the resolution screen:

Resolve: Select a conflict that needs resolved and click Resolve to define how the
conflict should be resolved. See Resolving Conflicts on page 862 for more
information.
Auto Resolve: Select Auto Resolve to automatically map existing conflicts to
corresponding items in the repository when possible and create new configuration
item otherwise. See Using Auto Resolve on page 866 for more information.
Save Resolutions: Click Save Resolutions if you would like to save the progress you
have made in conflict resolution for the import process in order to resume the import
at a later time. See Saving Resolutions on page 866 for more information.
7. Once all conflicts are resolved, click Next. A summary of the import is displayed.
8. If you want to view the import verification report, select Display Import Verification
Report.

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9. Click Finish to complete the import. The import is not complete until you click Finish. If
you chose to display the verification report, an Import Report tab is displayed in the
interface. See Using the Verification Report on page 867 for more information.
Resolving Conflicts
In order to successfully import a configuration, you must resolve all conflicts displayed.
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
Note: When a queue contains an action that using a cache (Doc - Push Document into Cache
or Doc - Push Related Document into Cache), the cache must be configured in the destination
database in order for the conflict to be resolved. You must map to an existing cache.
Document Type Group

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.
custom queries
file types
folder types
folder templates
fonts
print formats

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print queues
XML formats
XML format ports
notifications

currency formats
balancing queue would have associations to users.)
Note: Deactivated users in the destination database are not available for selection using
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.
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
conflicts.

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

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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
a library, the MANAGER group will automatically be assigned to have edit access to the library.
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
a template, the MANAGER group will automatically be assigned to have edit access to the
template.
SAP servers
Managed Folders
Folder.

RIM Event Sets
RIM Events
RIM Retention Plans
RIM Retention Plan Sets
actions and rules that refer to another queue
WorkView Class DTAs
WorkView Applications
WorkView Classes
WorkView Attributes
WorkView Notifications
WorkView Filters
Portfolio Relations
Portfolio Types
reading groups
approval groups
Application Server Gateways
HL7 messages

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HL7 destinations
DocPop URLs
content sources

To resolve a conflict:
1. In the left pane of the screen, select an item that needs to be resolved.
2. Click Resolve. The Resolution (<conflict type>) dialog box is displayed. The example
shows a resolution dialog box for file type conflicts.
3. Select a conflict from the top box.
Note: You can select Show only unresolved items to hide resolved conflicts.
4. There are three options Map, Replace, and Create New. Replace is not available for all
conflict types, however.
If you want to map the conflict to an existing configuration item, select the item you
want to map to in the Mapping/Replacing Choices box and click Map. Alternately, if you
want to map every conflict to an item with the same name, click Map to Same Name.
If you want to replace an existing configuration item with the conflict, select the item
you want to replace in the Mapping/Replacing Choices box and click Replace.
If you want to create a new configuration item using the conflicts information, click
Create New.

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5. Repeat these steps for every conflict listed.

6. When done, click Close. Once resolved, the item will display in black font.
Using Auto Resolve

Auto Resolve will automatically resolve conflicts by mapping conflicts to items of the same
name when they exist and create new items when items of the same name dont exist.
Clicking Auto Resolve will attempt to resolve all conflicts.
Saving Resolutions
You can save the progress of an import conflict resolution to resume at a later time. In order
to save your progress:
1. Click Save Resolutions. A Save As dialog box will be displayed.

2. Specify the location in which you want to save the file and enter a File name.
3. Click Save. The file is saved in XML format.
Caution: The destination database should not have been changed between the time that the
session was saved and the time the session was resumed.

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OnBase 12 Workflow
Using the Verification Report

If you decided to display the verification report after import, a Import Report tab is displayed.
The following is an example:

You can display the report in three different ways. Click Page Mode to view one page at a time.
Click Two Page Mode to view two pages of the report at a time. Click Scroll Mode to view the
report as one continuous report that can be read by scrolling down. You can also use the
slider bar to zoom in and out in the report to customize magnification.
You can search the report by clicking the Find button, enter what you want to find in the field
and pressing Enter on the keyboard. You can also use the Find Previous and Find Next arrow
buttons to navigate the report appropriately. From the drop-down select list, select Match
whole word only if you want to find instances of the text exactly as it is entered. From the
drop-down select list, select Match case if you want to search for the text entered case
sensitively. All other options are to support searching in languages other than English.

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Workflow OnBase 12

868
WORKFLOW STUDIO ACTIONS
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.
Finding Actions
You can limit the rules displayed in 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.
Agenda Manager Category

Workflow Studio actions described in this section are only available when licensed for Agenda
Management.
Configuring these Workflow Studio actions differs slightly based on the actions 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.
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.
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.

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Workflow OnBase 12
When Agenda Item is the context, the following selections are available:
Field Description
Agenda Item Id The agenda items ID field.
Agenda Item Type The agenda items type field.

Workflow Studio Actions
Title The agenda items title field.
Meeting Type The agenda items meeting type field.
Is Closed Session The agenda items closed session field.
Status The agenda items status field.
Target Meeting The agenda items target meeting field.
Minutes The agenda items minutes field.
When Meeting is the context, the following selections are available:
Field Description
Meeting Name The meetings meeting name field.
Meeting Type The meetings meeting type field.
Time The meetings time field.
Location The meetings location field.
Organizer The meetings organizer field.
3. In the Properties pane, click the Advanced tab.

Set Value
Allows you to set the field specified in the Field to set drop-down select list to the specified
value.
1. In the Properties pane, on the General tab, from the Field to set drop-down select list,
select the field to set.

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OnBase 12 Workflow
Field to set Description

Field Description
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.

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Workflow OnBase 12
Document Category
Add Document to Gateway Caching Server
Note: This action requires the Gateway Caching Server license.

Note: This action is not supported in the Classic OnBase Client interface.
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.
To configure this action, do the following:
1. Select one of the following options to specify a gateway:

Specify GatewaysSelect 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 TypeSelect 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 ValueType 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 RenditionSelect to cache the default rendition of the document.
Specific RenditionSelect 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 RevisionSelect to cache only the latest revision of the document.
All RevisionsSelect to cache all revisions of the document.
For more information about gateway configuration, see the Application Server Gateway
module reference guide.
Add Document to Content Source

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OnBase 12 Workflow
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.
Select a Content Source from the Content Source drop-down select list.
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 1007
Assign Document to Reading Group
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.

selected.


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Workflow OnBase 12
Mark as Reference
Approval Groups
list(s).

Target
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.
Target



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OnBase 12 Workflow

7. Click Save.
If you are configuring the action for related documents, see Related Tab on page 1007 for
more information.
Check In Document
Allows OnBase to unlock a document after updates are made to it.
Target
more information.
Check Out Document
Allows OnBase to lock a document while updates are made to it.

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Workflow OnBase 12

Target
more information.
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. This action is only supported in the Desktop interface when it is not configured to
require user interaction.
Creates a document from the specified template.

If the Show Legacy Templates check box is selected, templates configured for the Document
Composition for Microsoft Word module will be displayed. If this is not selected, only the
template configured for the Document Composition module are displayed.
documentation.

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OnBase 12 Workflow
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.
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 Document Composition documentation for
more information regarding Asynchronous and Synchronous requests.
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.
Compose Image Document
Note: This action requires an Image Document Composition license.
Note: This action is supported only in the Core-based Client interface and the Web Client
interface in ActiveX and HTML Enhanced modes only. This action is only supported in the Unity
interface when it is not configured to require user interaction.
Creates an Image Form from the specified template.


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Workflow OnBase 12
documentation.
The Interactive check box is selected and not editable.
Copy Document
Makes a copy of the current document. If the current document has many revisions, the last
revision will be copied. You can also choose to Copy All Keywords or Copy Selected keywords. If
the Copy Selected option is selected, you must click Configure and select the appropriate
Keyword Types to copy. If the selected keywords are part of a Multi-Instance Keyword Type
Group, the Multi-Instance Keyword Type Group will be copied. The Multi-Instance Keyword
Type Group will be blank for the keywords that were not selected.
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 others 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.
document.
You can copy notes on the current document by selecting Copy Note(s).

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OnBase 12 Workflow
The copied document is not added to Workflow by default. If you want the document to be
added to Workflow, select Initiate Workflow.
If the document that is being copied belongs to a Document Type that is configured for auto-
foldering, when the documents keywords are copied, auto-foldering is initiated.
Note: If the original documents 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.
Note: If a document has multiple renditions of the current revision of the document, the
renditions will also be copied.
Create Discussion Thread
Creates a Discussion Thread on the document. Requires a license for the Collaboration
module.
You must specify a subject for your Discussion Thread in the Post Subject field, and all
required body text in the Post Body field. 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.
Note: The Display Post for Edit option is not supported in the Web Client.
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.
Create New Form

Creates and displays a new 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.
Form Type

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Workflow OnBase 12
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.
Caution: The following options are not supported in the Java Client: Display For Input, Save Form
on Submit, and Initiate Workflow on Submit.
Keywords
The Keyword Type drop-down list lets you choose a Keyword Type to add to the new form.
Enter the keyword value in the field.
Inherit Keywords
Keywords check box. If you want all common Keyword Type values, select Inherit All. If you
want to specify a subset of common Keyword Type values that are inherited, select Inherit
Selected. 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 document but not on the E-Form. Only the common Keyword Types will be
inherited.

The Fill Document Handle Keyword(s) option will add a Document Handle keyword to the
primary document 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 document.
This option enables you to find the newly created E-Form as a related document in
subsequent actions and rule using the Document Handle related item option.

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OnBase 12 Workflow
The Document Handle Keyword Type must be assigned to both Document Types of the primary
document and the new E-Form.
document.

Keyword Handling

Form

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
Display For Input

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Workflow OnBase 12
Note: The Display For Input option is not supported in the OnBase Mobile Access for BlackBerry
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 DOC - Display Related Document action be used
instead of this option under this circumstance.
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: The Save Form On Submit option is not supported in the OnBase Mobile or Desktop
interfaces.
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.
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 forms 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.

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OnBase 12 Workflow
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:

Options

Submit = No
Workflow On
Submit = No
the user interface.

Submit = No
Workflow On
Submit = No
the user interface.

Submit = No
Workflow On
Submit = Yes

Submit = No
Workflow On
Submit = Yes
Save Form on OBBtn_No Form is not created.

Submit = Yes
Initiate
Workflow On
Submit = Yes

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Workflow OnBase 12

Options
Save Form on OBBtn_Cancel Form is not created.

Submit = Yes
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.
button.

the E-Form.

Create Note
Adds a note or annotation of the specified type to the document. You can configure the text
contained in the note.

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OnBase 12 Workflow

arrow
overlapped text
ellipse


page.
Symbol Description

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Workflow OnBase 12
Symbol Description
document.
not supported.
%MName.

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]

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OnBase 12 Workflow


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Workflow OnBase 12
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.
Create or Update Agenda Item From Document
Note: An Agenda Management license is required to configure and use this action.
Note: This action is only supported in the Core-based Client and Unity Workflow interfaces.

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OnBase 12 Workflow
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 Management client.
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.
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.
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 Management 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.

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Workflow OnBase 12
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 Management 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.
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 1007 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

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OnBase 12 Workflow
Note: This action requires the Conversion from Microsoft Office to Image Framework license.

Note: This action requires a special version of the Snowbound .dll file, the docplug.dll file, and
pdfplug.dll file. The new Snowbound .dll, docplug.dll, and pdfplug.dll files need to be placed in
a location where the IIS Worker Process on the Application Server can access them. In
addition, when using Microsoft Word 2007 or 2010, this action requires the Aspose.Words.dll
and Aspose.Words.lic files to convert the .docx file format. For more information on obtaining
the special version of the Snowbound .dll, docplug.dll, pdfplug.dll, and Aspose files, contact
your OnBase solution provider.
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, and 2010. Microsoft Word versions 6 and 95 are not currently supported by this action.
This action allows a user to create an image-based PDF rendition or a TIFF rendition of any
Microsoft Word document which has a file extension of .doc or .docx. This action can also be
configured to create a new image-based PDF document or TIFF document from any Microsoft
Word document which has a file extension of .doc or .docx.
In addition, you can create a TIFF image rendition of any PDF document. Also, new TIFF
image documents can be created from any PDF document.
File Type
Select PDF or TIFF to determine which file type is created.
DPI
Select the DPI that you want to use to create PDFs and TIFF images through this action
Keep Color
If you want to maintain the color in the Word document upon conversion, select this 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.
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.
Document Type
Select the Document Type in which you want to store the new document.
Inherit Keywords

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Workflow OnBase 12
If Inherit Keywords is selected, the Inherit All and Inherit Selected options are enabled. If
Inherit All is selected, all Keyword Values on the current document are inherited by the new
document. If Inherit Selected is selected, the Configure button is enabled. Click Configure and
select the Keyword Types from which you want the new document(s) to inherit values.
Inherit Note(s)
document(s).
Initiate Workflow
Create Physician Signature Note
Note: This action is not supported in the Classic Client, Desktop, or Java Client interfaces.
Note: This action is only available when licensed for the Medical Records Management or
Signature Deficiencies for Epic modules.
Places a physician signature note vertically on the document.

Specify the Note Type to use for the action. Select either MedRec-Not Approved Initials or
MedRec-Approved Initials.
If you want to break processing if the physicians information does not exist in OnBase, select
Break processing if physician information does not exist. This is based on the currently logged in
user.
If you want to specify the position of the note on the document, enter the distance from the
top of the document in the Vertical field and enter the distance from the right side of the
document in the Horizontal field. This is measured in pixels.
Create SAP Work Item
Note: This action is only available if licensed for Connector for use with SAP ArchiveLink
module.

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OnBase 12 Workflow
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.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 access the Create Content Server Alias dialog
box to create an alias for a content server. See the Connector for use with SAP

ArchiveLink documentation for more information about this dialog box.
Note: The default port number can be overridden by specifying a port number in the address.
The following format can be used: address:portnumber
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
SAPs 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 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.
The first time you configure this action, OnBase automatically creates the following
Alphanumeric Keyword Types:

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.
SPS Members Group 250 Yes The name of the SharePoint members group,
if SPS Use Unique Permissions is set to Yes.

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Workflow OnBase 12

Length Case
SPS Owner Role Name 250 Yes The role name of the SharePoint owners
to Yes.

SPS Owners Group 250 Yes The name of the SharePoint owners group, if
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.
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 sites URL will be
http://vm-moss:8080/Sub1.

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OnBase 12 Workflow

Length Case
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
to Yes.
SPS Visitors Group 250 Yes The name of the SharePoint visitors group, if
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.
Configuration of this action involves entering 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.
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.
Create Unity Form

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Workflow OnBase 12
Note:This action is supported only in the Unity and Web Client interfaces.
This action allows you to create a Unity 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.
Form Type
Select the Unity Form template that you would like to use to create the new form from the
Form Type drop-down select list.
Keyword Type/Keyword Value
Select a Keyword Type that you would like to populate on the form with a value. Enter the
value you want to populate in that Keyword Type in the Keyword Value field.
Inherit Keywords
Keywords check box. If you want all common Keyword Type values, select Inherit All. If you
want to specify a subset of common Keyword Type values that are inherited, select Inherit
Selected. 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 document but not on the Form. Only the common Keyword Types will be
inherited.

primary document inherit each others 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.
Keyword Handling

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OnBase 12 Workflow
The following table describes the behavior for copying a keyword from a primary document to
a related document or a new E-Form.

Form


Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
Display for Input

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 DOC - Display Related Document action be used instead of this option under this
circumstance.
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.

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Workflow OnBase 12
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.
Create WorkView Object from this Document
Note: This action is only available when licensed for WorkView.
Note: This action is not functional in the Classic Client or Java Client interfaces.
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.
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.

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OnBase 12 Workflow
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.
an object is not found that matches the relationship attributes value, a new relationship object is
created.
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.
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.
Note: If the Abort Processing After Delete option is selected, processing is aborted after the
current document is deleted.
Target
Delete Note
Removes specified note type from the document.
You must specify the type of note to delete by selecting it from the Note Type drop-down list.
Get Note Type from Property

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Workflow OnBase 12
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.
Display Document
The display document action will display the document to the user. By default the document
will be displayed in the Workflow clients embedded document viewer.
Display in Separate Window check box. When used in conjunction with Display in Separate
Window, the Use Top Level Window check box causes the document to be opened in a window
that can be dragged outside of the Workflow window to display it on a second screens
desktop (if using dual monitors).
Note: When performing this action directly from an Outlook e-mail message using the
Integration for Microsoft Outlook 2007 or Integration for Microsoft Outlook 2010, the
document will always be displayed in a separate Document Viewer window. This is because
Outlook does not have its own viewer.
Note: The Use Top Level Window option is not supported in the Unity interface. When
performing this action from the Unity interface, the document will always be displayed in a
separate Document Viewer window.
The Use Top Level Window option is enabled only when Display in Separate Window is selected.
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 Primary Pane option is only enabled while the Display In Separate Window option is not
option is ignored.
If the Use Primary Pane option is not checked, another copy of the main document is displayed
in the second, lower-right pane.
If the Use Primary Pane option is selected, the main document is displayed in the primary,
upper-left pane.
Target

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OnBase 12 Workflow
Display E-Form for Input

Displays an E-Form or Virtual E-Form. Requires a license for the E-Forms module.
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.
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.
button.

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 task
only list is broken.
Current form OBBtn_No All E-Forms are displayed and the task
only 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 task
subsequent list is not broken. The last execution
forms result is set to False.

901
Workflow OnBase 12
Display Folder for Document
Note: This action is not supported in the Desktop, Unity, Java Client, or OnBase Mobile
interfaces.
This action will open the File Cabinet window with the folder to which the document belongs. 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.
Display Medical Record Chart Pop
Note: This action is only supported in the Web Client interface.
Note: This action is only available when licensed for HL7, Medical Records Management, or
Signature Deficiencies for Epic.
Display a Medical Records chart using the parameters defined.

1.Select the HTTP or HTTPS protocol.

2.Enter the Server Name.
3.Enter the Virtual Root.
4.Select a parameter from the Available Parameters drop-down select list.
5.Click Add.
6.Define the Value of the parameter. Select Keyword Type and select a Keyword Type from
the drop-down select list, select Property and enter a property name, or select
Constant Value and enter a value.
7.With the correct parameter selected in the Parameter box, click Update.
If you want to append the chksum parameter to the generated URL, select the Verify
Checksum check box. In order for this option to function properly, the EnablePopChecksum
setting must be set to true in the ChartPop web.config file.
Display Unity Form for Input
This action displays the current Unity form to the user.

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OnBase 12 Workflow
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 Unity forms
related to the primary item. If a Unity form is found that matches the rule criteria upon task
execution, it will be displayed for input. If multiple Unity forms are found that matches the
rule criteria, they will be displayed one after another until all of the Unity forms are
processed.

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.
There are two options under Cancel Form Applies to:, which is enabled when Allow User to
Discard Changes and Cancel Execution is selected.
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 document.
Exclude from Document Retention
Excludes current document from Document Retention process. The Document Type the
document belongs to must be configured for use with Document Retention.
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.
Import Document
Note: This action is not supported in the Java Client or 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.

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Workflow OnBase 12
Allows users to import a document into OnBase. When the action is executed, the Import
Document dialog box is displayed.
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.
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.
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.
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.
option.
If you want to only inherit specific Keyword Values from the active document, select the
Note: In the Unity interface, common Keyword Types in different Multi-Instance Keyword Type
Groups are inherited regardless of whether the Inherit All or Inherit Selected option is selected.

904
OnBase 12 Workflow
primary document inherit each others 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.
Document Handle keyword value will not be copied from the new document to the primary
document.
Options
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.
If the Primary Pane option is selected, displays new document in the primary pane in the place
of the main document.
If the Secondary Pane option is checked, displays related documents in the secondary pane.
Specify that the document should open in a separate window by selecting the Separate
Window option. 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).
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. If On is selected,
the check box will be selected by default. If Off is selected, the check box will not be selected
by default. If None is selected, whether or not the check box is selected will be determined by
the DoNotInitiateWorkflow setting in the onbase32.ini file.
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.
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 OnBase Desktop. 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.
Caution: The action configuration options override all user group privileges.
Caution: If you are attempting to use this action to create a new revision on the existing primary
document, you will only be able to save the imported document as a new document and not as a
revision because the primary document is already locked.

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Workflow OnBase 12
Place Hold on Managed Folder

This action places a hold on the managed folder that is associated with the current, active
document. 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.
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.
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.
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
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.
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.

906
OnBase 12 Workflow
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.

If the event selected was configured with the Allow User to Set Event Date option selected, the
Event Date options are enabled. When Current Date is selected, the current date at the time
the task was executed is used as the event date. When Specific Date is selected, the date
entered will be used as the event date. When Property Value is selected, the date from the
property specified in the field will be used as the event date. When Keyword Value is selected,
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. This action will print the contents of the folder specified in the Folder Type
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. The batch will
be sent to the queues specified in the Print Queue drop-down select list.
type supported.
Print Format

907
Workflow OnBase 12
Configuration module under Printing | Print Formats. See the System Administration
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.
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.
If the Show Print Dialog option is selected, the Print dialog box will be displayed, allowing you
to select options before printing.
dialog box will not display.

908
OnBase 12 Workflow
When this option is selected, the first revision of the document is printed; otherwise the latest
Note: This option is not supported in either the Classic or Core-based OnBase Client
interfaces.

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 Queue
type supported.
Print Format
more information.
Show Print Dialog

909
Workflow OnBase 12
printer.
print format.
dialog box.


document.

Show Print Dialog
Target

910
OnBase 12 Workflow
more information.
Purge Document

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.
This action removes all database entries for a document and it will not be accessible by any
means in OnBase including Document Maintenance. 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 documents 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 documents physical file
will not be removed from the disk group. When using a core-based interface, the action does
not remove the documents physical file from the disk group.
If the Action will purge only documents having a file format of Electronic Form, Virtual Electronic
Form, or Unity Form. option is selected, only documents that are Electronic Form, Virtual
Electronic Form, or UnityForm file formats will be purged from OnBase. All documents with
other file formats will not be purged.
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.
Push Document into Cache
Places the current document in a predetermined file cache (which is configured via the Disk
Mgmt option in OnBase Configuration). This is the only way to place documents into cache for
prefetching.
Cache

911
Workflow OnBase 12
Target
more information.
Queue Document for OCR
Places the document in the Awaiting Ad-Hoc OCR queue.
Automated Index
documents.
license.
Target

912
OnBase 12 Workflow
more information.
Re-Index Document

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: When this action is initiated on a document, the documents current Document Type is
available for selection during re-indexing, regardless of the currently logged in users
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: If Cancel is clicked during the re-indexing process, only re-indexing is canceled.
Subsequent processing is not automatically aborted.
Allows primary documents within a life cycle queue to be re-indexed. This action should not
be used in System Work or Timer Work. The Remove Document from Current Workflow
Locations check box allows documents to be removed from a life cycle after they have been
indexed. 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.
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.

913
Workflow OnBase 12
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.
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: This option is only supported in the Classic OnBase Client, Core-based OnBase 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.

914
OnBase 12 Workflow
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

Note: The Application Enabler-related options are not supported in the Java Client or Desktop
interfaces.
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.
Use Only Active Keywords
Note: This 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.
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: 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

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Workflow OnBase 12
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 Document
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.
If you want to remove the primary document from all reading groups, select the Remove from
If you want to remove the primary document from a specific reading group, select Remove
select list.
box.
Target
more information.
Remove Exclusion from Document Retention

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OnBase 12 Workflow
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.
Enter the reason you want to exclude the document via this action in the Reason for Exclusion
field.

Remove Hold on Managed Folder
When initiated, this action will remove the hold on a managed folder in which the current,
active document belongs. 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 e-mail, 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. The Action Fields allow you to 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.

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Workflow OnBase 12
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 document. The VBScript must be saved into OnBase
through the Configuration module in order for it to be accessible for action configuration.
Select the appropriate VBScript from the Script drop-down list.
more information.
from the property bag on the server side when next synchronization occurs. Only non-object
If you want to refresh the document after the script executes, select Refresh document after
script has executed.
Send Document Event
Caution:This action is not supported in the Classic Client interface.
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.

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OnBase 12 Workflow
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. From the Destination drop-down select list, select the destination for the HL7 message.
Only export destinations configured to Queue out-going messages for HL7 Auto-Sender
are available.
2. From the Message drop-down select list, select the HL7 Message Template for the
message you want to send.
3. If the Message Template contains fields whose default values begin with $^
characters, these fields can be mapped to The Value of a Property, a URL, or a Value.
To map a field, select the field and select the type of mapping you want to use.
If you select Property, enter the name of the property.
If you select URL, select the appropriate Document Display URL. This option uses
DocPop or a medical Pop integration to display a URL to the document or associated
chart. These URLs are configured under Utils | Document Display URLs in the
If you select Value, enter a value to map to the field.
4. After selecting a type, click Map.

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Workflow OnBase 12
5. Click Options tab for additional options.

To append additional parameters to a Document Display URL, select or configure the
following options:
Option Description
Document Handle The action appends the docid parameter with the document ID as the value.
For DocPop URLs, this parameter would retrieve the document that triggered
the message.
Keyword Value The action appends the specified Parameter Name with the value of a
Keyword Type from the document.
Parameter Name Enter the parameter name to append to the URL. For example, if you are
using ChartPop, you might use the acctnum 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.
Select Include Text Transcription to include text transcription data in the OBX.5 field.
The OBX.5 field in the HL7 message template must have a default value of $^TXDATA.
Caution: Do not enable this option if you want Workflow to 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 documents 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.
Set Document Type

920
OnBase 12 Workflow
Sets the Document Type of the document to the Document Type specified. If the Document
Type selected has multiple revisions configured, the most recent revision of the Document
Type structure will be used for the document. 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: 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.
be kept.
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.
Target
more information.
Set Folder and Template

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Workflow OnBase 12
Note: This action is only supported in the Classic Client, Core-based Client, and Unity
interfaces.
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. Once configured, select the folder type to apply from
the Folder Type drop-down select list.
You can select a specific template to display all the time, by selecting the Use This Template
option, or 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. 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 Related Documents Priority to This Documents Priority
Sets the related documents priority to be the same as the current documents priority.
Related Documents in this Life Cycle
more information.
Sign Document
Note: This action requires that your system is licensed for Digital Signatures.
Note: This action is not supported in the OnBase Mobile or Desktop interfaces.

922
OnBase 12 Workflow
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. This 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: Web Client Workflow uses certificates stored on the users workstation. Core-based
Workflow interfaces 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.
If the Do Not Break Processing option is selected, task lists do not abort processing after
signing a document fails or is canceled.
Split Document
Note: When using the Create Document from Select Page(s) option, this action is not supported
in the Web Client, Java Client, Desktop, Outlook Integration, or OnBase Mobile interfaces. The
Break Document on Each Page option is supported in the Web Client and Java Client interfaces.
Allows users to split the current document into multiple documents.
Note: This action only supports image documents.
Create Document from Selected Page(s)

Using this option, this action opens the Create new document from existing 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.
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.
values.
Inherit Notes
document(s).

923
Workflow OnBase 12
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.
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 the Unity or 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 14
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.
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.

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OnBase 12 Workflow
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
Marks a document for purging or increments the retention period by the number of days,
months, or years configured at the Document Type.
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.
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.
If Increment Retention Period by Specified 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. Enter
the number of days, months, or years in the field and select Day(s), Month(s), or Year(s) from
the drop-down select list. The maximum number of days that can be entered is 999. The
maximum number of months or years is 255.
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.
Update WorkView Object
Note: This rule is only available when licensed for WorkView.
Note: This action is not supported in the Classic Client or Java Client interfaces.

925
Workflow OnBase 12
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.
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 objects 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 doc 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.
an object is not found that matches the relationship attributes value, the value for the
relationship attribute is stored as blank in the updated object.
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.
Electronic Plan Review Category

Workflow Studio actions described in this section are only available when licensed for
Electronic Plan Review.
Set Property from Field

926
OnBase 12 Workflow
Allows you to set the property specified in the Property Name field to the field value specified
from the Field drop-down select list.
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 ePlan Review projects name field.
External ID The ePlan Review projects external ID field.
Start Date The ePlan Review projects start date field.
Project Identifier The ePlan Review projects identifier field.
Project Review Type The ePlan Review projects review type field.
Display Name The ePlan Review projects display name field.
Status The ePlan Review projects status field.
Submitters Email The e-mail address of the ePlan Review projects submitter.

Set Value
Allows you to set the field specified in the Field to set drop-down select list to the specified
value.
1. In the Properties pane, on the General tab, from the Field to set drop-down select list,
select the field to set.
Field Description
Name The ePlan Review projects name field.
External ID The ePlan Review projects external ID field.
Start Date The ePlan Review projects start date field.
Project Identifier The ePlan Review projects identifier field.
Project Review Type The ePlan Review projects review type field.
Display Name The ePlan Review projects display name field.

927
Workflow OnBase 12
Field Description
Status The ePlan Review projects status 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.
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
Foldering Category
Transition to Final Disposition
Note: This action requires that your system is licensed for Records Management.
Note: This action requires that the appropriate managed folders are configured.
Approves a managed folder to be transitioned to its final disposition if it requires approval.

In the Properties pane, on the Documentation tab, enter any descriptive information that is
applicable in the Overview and Details fields.
Keyword Category
Add Keyword
Adds a keyword with the specified value of the specified Keyword Type to the active document.
The Keyword Type selected must be associated with the Document Type of the document in
order for the action to succeed. Specify the Keyword Value to add.

928
OnBase 12 Workflow
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 Users Name if you want the new value to be the user
name of the currently logged in user. Select Current Users 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.
Target
Autofill Keyword Set
Fills Keyword Values on a document with values from an AutoFill Keyword Set. This action
should be used in system work. 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.
Select the appropriate AutoFill Keyword Set from the Select Autofill Set 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.
Two options are available: Keep Existing Values and Replace Secondary Values When Only One
Instance Exists.
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.
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.

929
Workflow OnBase 12
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.
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.

930
OnBase 12 Workflow
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 Replaces Adds New

Values Existing Existing Keyword Value

Secondary Secondary
Keyword Value Keyword Value
Standard Keyword Type

Values
2 different x x
primary values

Secondary
Instance Exists
Single Instance Keyword Type Groups

Values
2 different n/a n/a n/a
primary values

Secondary
Values When 2 different n/a n/a n/a
Instance Exists
Multiple Instance Keyword Type Groups

Values
2 different x x
primary values

Secondary
Instance Exists
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 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.

931
Workflow OnBase 12
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.
Using the Expand All Matching Instances Option

If you are using an AutoFill Keyword Set with the Expand All Matching Instances option applied,
this action will function in the following different ways when used in conjunction with the
Replace Secondary Values When Only One Instance Exists option:
Primary Value Value
Values
Standard 2 Adding a new instance If multiple AutoFill

Keyword with a different primary Keyword Sets are
Type value will replace the associated with a
existing secondary primary value, the
values. Since the secondary values for
keywords are not the last AutoFill
connected in a Multiple Keyword Set that was
Instance Keyword Type expanded will be
Group, there is no way stored.
to group primary and
secondary values.
Although both primaries
are retained, the
secondary values for
the AutoFill Keyword
Set that was last
expanded will overwrite
existing values and be
stored.
Single 2 n/a n/a

Instance
Keyword
Type
Group

932
OnBase 12 Workflow

Primary Value Value
Values
Multiple 2 All existing Multiple If a Multiple Instance New values are

Instance Instance Keyword Type Keyword Type Set exists added.

Keyword Groups are retained and and the primary is
Type all new Multiple changed, upon
Group Instance Keyword Type expanding, the
Groups are added. secondaries are
overwritten with the
new secondary values
associated with the new
primary. If more than
one AutoFill Keyword
Set exists for a primary,
new Multiple Instance
Keyword Type Group
instances are created
for the each AutoFill
Keyword Set that
exists.
Copy Keyword
Copies the value of the Source keyword into the value of the Destination keyword on the active
document.
>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type

933
Workflow OnBase 12
down list.
copying.
Note: When a Date or Date/Time Keyword Value is copied into an alphanumeric Keyword Type,
the servers default date and date/time format is used.
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.
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.
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.
>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type

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OnBase 12 Workflow
down list.
copying.

Copy Keyword Records from Related Item

This action copies all of the Multi-Instance Keyword Type Groups from all of the related items
to the current item.
Note: Blank values are copied.
copying.
Copy Keyword Records to Related Item

Copies Multi-Instance Keyword Type Group values from the active item onto a related item
that has the same Multi-Instance Keyword Type Group assigned.
copying.

935
Workflow OnBase 12
Copy Keyword to Related Item
Copies the value of the Source Keyword on a related item into the value of the Destination
Keyword on the active item.
>> Document Date
>> Date Stored
>> Document Handle
>> Document Name
>> Document Type
down list.
copying.
Copy Keywords from/to Related Item

Copies the keywords from one item to another item.
If you want to copy keyword values from the related item to the active item, select From
Related Item to This Item.
If you want to copy keyword values from the active item to the related item, select From This
Item to Related Item.

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OnBase 12 Workflow
You can select Keep all existing keyword values if you want to keep the existing values, but add
the values from the item. You can select Keep all 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. You can select Delete all
existing keyword values if you want to delete the existing values and add the values from the
item. 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.
All Keywords or Selected Keywords. Selecting All Keywords will copy all the keywords from the
related item. Selecting Selected Keywords allows you to configure specific keywords to copy.
When selecting Selected Keywords, click the Configure button to configure the desired
keywords. Select the keywords in the Inherit Keyword Types dialog box.
Note:If the Folder Type method is used, the Keep existing values for common keywords and
Keyword Handling

Form

Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group

937
Workflow OnBase 12

Document


Keyword Type Group

Keyword Type Group

Keyword Type Group

Keyword Type Group
Create Autofill Record
Note:This action is not supported in the Classic Client interface.
This action will create an AutoFill Keyword Set instance from the values on the document.
Select the appropriate AutoFill Keyword Set from the drop-down select list that will be filled
with values from the document.
on the document in Workflow in order for the AutoFill Keyword Set record to be created.
Target

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OnBase 12 Workflow
Delete All Keywords of Certain Type

Removes all keyword values for a specific Keyword Type on the specified document
document.
Target

Keyword Type
Type are affected.
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.
This action will delete AutoFill Keyword Set records that match the configured criteria.
Select the AutoFill Keyword Set from which you would like to remove records from.
The primary Keyword Types populates the Keyword Type to Search field automatically.
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.
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.
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.

939
Workflow OnBase 12
Delete Keyword
Deletes the specified Keyword value from the active document.
Target
Keyword Type
Type are affected.
Keyword Value
Specify the value in the Constant value field for the value that will be deleted.
Specify the name of the property for you which you want to delete keyword values that match
the property value in the Property Name field. 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.
If the Keyword Type selected uses a Date or Date & Time data type, selecting Current Date is
will use the current date as the value. Date and date & time formatting are dependent on
regional settings.
When an alphanumeric Keyword Type is selected, the Timestamp option can be selected to use
the date/time information for the Keyword Value.
Allow Wildcards
COLUMBIANA.
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.
Target

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OnBase 12 Workflow
Keyword Type

Type are affected.
Amount

Select Increment if you want to increase the value.

Select Decrement if you want to decrease the value.
Keyword Record - Begin

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Workflow OnBase 12
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.
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 to 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.
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.
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.
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.
information.
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.

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OnBase 12 Workflow
Replace Keyword
Replaces the specified Keyword Value on the active document.

Currency Format
Format drop-down select list is enabled. Any specific currency format configured for the
Set Autofill Value
Note:This action is not supported in the Desktop interface.
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.

943
Workflow OnBase 12
search.
value for which you want to change.
The Keyword Value field contains the value to which the Keyword Type will be changed.
When an Alphanumeric Keyword Type is selected, the Current Date option can be selected to
use the date/time information for the keyword value.
Set Autofill Value From Keyword
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.
search.
from which you would like to copy the value from the currently displayed item to the
identified AutoFill Keyword Set.

944
OnBase 12 Workflow
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
search.
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.
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 in the Keyword Type field. Only date and date/time keywords are
available from the Keyword Type drop-down select list.
Set Keyword to Entry to Queue Date

The selected Keyword Type value will be set to the date or date/time the document entered
the queue. Only date and date/time keywords are available from the Keyword Type drop-down
select list.

945
Workflow OnBase 12
Set Keyword to User Name

Fills the specified Keyword Types value with the user name logged into OnBase when this
action is performed.
Target
Keyword Type
Type are affected.
The Use Real Name option will cause the keyword to populate with the users 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.
search.

946
OnBase 12 Workflow
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 Documents Keyword Equal to This Documents 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.
Keyword Type
Type are affected.
Set This Documents Keyword Equal to Related Documents 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.
Keyword Type
Type are affected.
Store Related Document Count in Keyword

Fills a specified Keyword Value with the number of related documents in OnBase.

947
Workflow OnBase 12
Keyword Type
Type are affected.
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.
Specify the Property Name of the property that contains the value you want to copy.
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.
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 and Java Client 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.
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.

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OnBase 12 Workflow
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.
XML Format.
Copy Property to/from Unity Form Field
This action will copy a property value to a Unity Form field or it will copy a value from a Unity
Form field to a property.
Property Name
Enter the name of the property that you would like to copy a value from or to.
Unity Form Field Name
From the Unity Form Field Name drop-down select list, select the field that you would like to
copy to or from. Each field that exists on Unity 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.
Copy to Unity Form Field
Select this option if you want to copy a property value to a Unity 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.
Copy From Unity Form Field

Select this option if you want to copy a property value from a Unity Form field to the defined
property.
Note: This action cannot be used to copy the value of a property to a calculated field in a Unity
Form.

949
Workflow OnBase 12
Increment/Decrement Property Value
Allows you to increment or decrement the property specified in the Property Name field. 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
Note:The maximum value for the Increment and Decrement fields is 9 digits (999999999).
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.
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.
Set Keyword from Property Value

Allows you to set a Keyword Type value to the value of a property or a constant value.
The Keyword Type selected is the Keyword Type that will inherit a new value.
The property specified in the Property Name field is the property from which the Keyword Type
can inherit the value. This field is limited to 249 characters.
If the Add as new keyword value option 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.
If the Replace existing keyword value option is selected, you can choose to replace an existing
value. If you select Constant Value, the value entered will be used to identify the value to be
replaced. If you select Find value from another property, the value currently in the property
specified will be used to identify the value to be replaced. The field is limited to 254
characters for the Find value from another property field.
If the user chooses to replace an existing value and that value does not exist on the
document, then the document is not modified.

950
OnBase 12 Workflow
If the property value contains an array of values, all of those values are added to the
document. If a property contains an array of values and the action is configured to replace
existing values, only the first value in the array will be used to set the keyword value. For
example, if the property being used by the action contains the array of values "Property #1"
and "Property #2", the "Property#1" value will be used to replace existing keyword values.
Note: Find value from another property does not support properties containing array values.

Set Property to Expression

Allows you to set the property specified in the Property Name field to the result of the defined
expression.
In the Expression field, you can define the expression that will determine the value of the
specified property.
You can click the Show List button to access Keyword Types and functions. 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.
You can click Validate to validate the entered expression.
Note:This action is not supported in the Classic Client interface.
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.
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 functions are supported:
Function Description
Abs Returns the absolute of a number.

951
Workflow OnBase 12
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.
Ceil Returns the smallest whole number greater than or equal to the
specified number.
CDate Converts the value to a date/time data type.
CDbl Converts the value to a double data type.
CStr Converts the value to a string data type.
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.
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.
IsMatch Indicates whether the regular expression finds a match in the

specified string.
IsNull Returns a Boolean indicating if the value contains no data.

952
OnBase 12 Workflow
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.
Mid Returns a substring of a string value.
Now Returns the current date/time.
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.
Round Returns the number with the specified precision nearest the
specified value.
Ucase Converts the string value to upper case.
XPath Used for retrieving the value from an XML document currently
being evaluated in the rules engine.
Note: Function parameters are separated by semi-colons.
Symbol Description

953
Workflow OnBase 12
Symbol Description
document.
not supported.
%MName.

954
OnBase 12 Workflow
Symbol Description


%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Testing Expressions

955
Workflow OnBase 12
You can also test expressions within the Workflow Studio configuration. To test an expression,
click Test. The Test Expression dialog box is displayed.
Enter the Expression you want to test in the field.

Click Show List to access Keyword Types and functions to enter into the expression.
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 variables 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.

956
OnBase 12 Workflow
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:

Upon clicking Close in the Test Expression dialog box, a message asking Do you want to update
the express in the action? is displayed. Click Yes, if you want the actions Expression field to
reflect the Test Expression dialog boxs configuration. Click No to return to the action without
changing the existing configured expression.
Set Property Value

Allows you to set the property specified in the Property Name field to the specified value. If the
property specified in the Property Name field does not already exist, it will be created.
Document keyword
When you select Document keyword, you can select a Keyword Type that the value can be
used to set the property defined.
Select the Set property to all keyword value instances option to set the property to an array of
values for documents containing multiple values for a Keyword Type or system property. If the
check box is not selected and there are no Keyword Type or system property values for the
document then the property is deleted. If the document has multiple Keyword Type or system
property values then the property is set to the first Keyword Value.
Target
Work item property
This option allows you to use a property from the current work item. The following properties
are available for selection: >>Assigned To, >>Content Type, >>Current Queue ID, >>Current Queue
Name, >>Entry to Queue Date, >>Item ID, >>Item Type ID, >>Owned By, and >>Priority.

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Workflow OnBase 12
The following are descriptions for the available work item properties:
>>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 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).
>>Owned By - The user identifier for the user that owns the item.
>>Priority - The priority level of the item in the queue.
Current date/time
This option sets the property value to the current date/time.
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.
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.
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.
Note: This option is supported in the Core-based Workflow interfaces.
Symbol Description

958
OnBase 12 Workflow
Symbol Description
document.

not supported.
%MName.

959
Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
From E-Form Field
This option allows the user to copy a value from the specified E-Form field.
From XML Path
This option allows the user to copy an XML value from a node to the specified property.
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.

960
OnBase 12 Workflow
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.
XML Format.
Store Related Item Count in Property

Fills a specified Keyword Value with the number of related items in OnBase.
Keyword Type
Type are affected.
System Category
Add Item to Other Life Cycle
You can specify a life cycle and queue to which you want to add the item.
Target
Select a Life Cycle from the drop-down select list. Select a queue from the Queue drop-down
select list.

961
Workflow OnBase 12
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.
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 cycles initial queue will
be used.
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.
Assign Ownership
Assigns ownership of the item to the specified user.
Target
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.
Assign to User

962
OnBase 12 Workflow
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.

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
down select list, the active life cycle will automatically be selected for the action.
this setting.

963
Workflow OnBase 12
category.

964
OnBase 12 Workflow

status.
select list.
Note: When the selected queue is <<Current Queue>>, the available assignment types are

965
Workflow OnBase 12
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.
Break Current Task List

When processing a primary document, this option breaks the grandparent task list for the
current document.
When processing a related document, this option breaks the grandparent task list for the
current related document and continues on with the next related document, if applicable.
Example of Break Current Task List
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 actions parent task list that have not been
executed yet are not executed. Additionally, any actions that have not be executed under the
current actions 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.
Break All Processing for Current Document

966
OnBase 12 Workflow
document.
document and continues on with the next related document, if applicable.
Break All Processing for Top-Level Document

document.
document and the current top-level document.
Break Workflow Timer Execution
When processing a primary document using an ad hoc task or system work, the option breaks
all processing for the current document.
When processing a primary document using timer work, this option breaks all timer work for
all documents (timer execution completely stops).
When processing a related document using an ad hoc task or system work, the option breaks
all processing for the current related document and the current top-level document.
When processing a related document using timer work, the option breaks all timer work for all
documents (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 Document
selected
Break All Processing and Break Workflow Timer Execution

Break Timer Execution
options selected
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.
Features of this Action

967
Workflow OnBase 12
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.
Supports the following.NET primitive data types: System.Boolean, System.Byte,
System.Char, System.Decimal, System.Double, System.Int16, System.Int32,
System.Int64, System.SByte, System.Single, System.String. System.UInt16,
System.UInt32, System.UInt32
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.
Does not support WSDLs split across several files.
Configuring this Action
1. 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: Workflow 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 Workflow Studio.
2. Click Retrieve.
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.
4. Select the Protocol from the drop-down select list.
5. Select a method using the Method drop-down select list.

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OnBase 12 Workflow
6. Click Mappings. The Mappings dialog box is displayed.

969
Workflow OnBase 12
7. 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.
8.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.
Symbol Description

970
OnBase 12 Workflow
Symbol Description

document.
not supported.
%MName.

971
Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
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.
9.Click Map.
10.Repeat steps 5 through 9 for each method and parameter.
11.Click OK.
Testing the Web Service

972
OnBase 12 Workflow
You can test the displayed method by clicking Test. The Test Web Service Call dialog box is
displayed.

973
Workflow OnBase 12
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.
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
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.
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.

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OnBase 12 Workflow
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.
Select the Use the following end point URL instead of the one in the WSDL option and specify the

location in the field.
The following is an example of WSDL:
<wsdl:definitions>
<wsdl:service name="Service1"> <wsdl:port name="Service1Soap"
binding="tns:Service1Soap">
<soap:address location="http://server/virtualdir/Service1.asmx" />
</wsdl:port>
</wsdl:service>
</wsdl:definitions>
If you want to see the WSDL code, click Display WSDL. A WSDL dialog box opens and displays
the code.
Proxy Tab
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 WSDL and invoking the web service method. Select Use the following credentials
and enter the correct User Name, Password, and Domain that should be used.
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 Workflow Studio, the protocols available are
defined in the wfstudio.exe.config in the following setting:
<system.web>
<webServices>
<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.

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Workflow OnBase 12
Create Collaboration Workspace
Note:This action is not supported for the Classic OnBase Client User Interface.
This action allows you to create a Collaboration Workspace based on a selected Collaboration
Template. Select the template that you want to base your Workspace on from the
Collaboration Template drop-down select list. 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.
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.
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.
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. Use the corresponding buttons and drop-down
select list to configure the Log Text appropriately.
Additional Symbols
Symbol Description

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OnBase 12 Workflow
Symbol Description

document.
not supported.
%MName.

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Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Display HTML Form
Note:This action is not supported in the OnBase Mobile Access for BlackBerry or Mobile Access
for Windows Phone interfaces.
Displays an HTML form that allows the user to alter the keywords or Workflow properties of an
item.
Target
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.

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OnBase 12 Workflow
You may also choose Auto-Generate, specify the Instructions and up to three Keyword Types to
display on your form. Workflow properties cannot be selected for an auto-generated form.
User forms display in the User Interaction screen when the action is performed.
Note:If the document this action is performed on has multiple related documents/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 documents/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
Note:OBBtn_KS###, OBBtn_ExpandKS###, and OBBtn_Keyset are not supported for this

action.
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.
If you perform this action from an e-mail notification in the Integration for Microsoft Outlook
2007 or Integration for Microsoft Outlook 2010 and click the cancel button, the e-mail

Display Message Box

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Workflow OnBase 12
Displays a customizable message box. This action allows you to enter a message to display in
the User Interaction screen. Enter the text to display in the Action Fields box under the Action

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.
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 documents 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
Symbol Description

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OnBase 12 Workflow
Symbol Description
document.

not supported.
%MName.

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Workflow OnBase 12
Symbol Description

%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
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
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.
Optionally, you can set parameters to append to the URL for more specific results.

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OnBase 12 Workflow
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.
DLL Exit Call
Calls a function in a user-defined DLL. This function takes the action number, the document
handle (internal document number) and the Document Type number as parameters. The
function must have the following format: int (CALLBACK* DLLEXITPROC)(long nActionNum, long
nDocumentHandle, long nDocumentTypeNum)
Specify the name of the DLL in the DLL Name field. The corresponding name of the function
being called goes in the Function Name field. Click Save.
Enable/Disable Workflow Trace
Note: This is supported for Core-based interfaces.
The action enables/disables writing to the Workflow trace. 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

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Workflow OnBase 12
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
Note:This action is currently not supported in the Web Client or Java Client interfaces.
Calls the application at the path specified in the 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 %U in the command line. %U will be translated to the user
name of the currently logged in user and will be applied along with 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.
Promote Disk Group

Works with Disk Group publishing to allow volumes to be promoted without user intervention.
Use Document Disk Group promotes the default Disk Group for the Document Type. Use
Specified Disk Group promotes a different Disk Group. Select the Disk Group from the drop-
down list. Use Disk Group From Keyword promotes a Disk Group based on a Keyword Type.
Select the type from the Keyword Type drop-down list. Keyword Contains Disk Group Number
option if the Keyword Type selected holds the Disk Group number.
Purge Cache
Note:This action is only supported in the Classic Client interface.
Deletes all documents in a local server cache. A cache location must be specified before this
action type is configured. Select the name of the cache from the Cache drop-down select list.
Specify the percentage at which you want OnBase to begin purging files in the High Water
Mark field. Enter the percentage at which OnBase should stop purging files in the Low Water
Mark field. Files are purged from oldest to newest.
Note:The high and low watermark settings configured for this action type override the original
settings established when the cache was created.
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 queues configuration.

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OnBase 12 Workflow
You can use the Life Cycle drop-down select list to narrow the queues listed in the Load
Balancing Queue drop-down select list. 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.

Refresh Display
Note:This action is currently not supported in the Web Client interface.
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.
Remove Item from All Life Cycles

Target
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.
All Workflow processing halts when the Break All Processing box is checked.
Remove Item from Life Cycle

Target
Removes the current item from the life cycle selected in the Life Cycle drop-down select list.
If the Break Processing option is selected, the processing of the current task list is aborted on
the current item.

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Workflow OnBase 12
Remove Ownership
Removes ownership from an item.
Target
From the Assigned in Life Cycle drop-down select list, select the life cycle in which the item to
remove ownership from resides.
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.
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.
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
down select list, the active life cycle will automatically be selected for the action.

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OnBase 12 Workflow
this setting.

category.

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Workflow OnBase 12
status.
select list.
Run Unity Script
Note:This action is not supported in the Classic Client Workflow interface.
Allows you to specify a Unity script to run on a primary document.

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OnBase 12 Workflow
Target

executed.
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 842 for more information.
Send Web Request
Caution: This action is not supported in the Classic Client interface.
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).
The list of the actions functionality is:
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
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

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Workflow OnBase 12
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
1. Select a Protocol and Method from the drop-down select lists. See Protocols on page
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.
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

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OnBase 12 Workflow
The created file will contain the specified text.

Parse tokens (%K, %D etc...)
This 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.

Symbol Description
document.
not supported.
%MName.

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Workflow OnBase 12
Symbol Description


%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
Headers

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OnBase 12 Workflow
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.
Response Settings

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Workflow OnBase 12
The Response Settings dialog box is accessed by clicking the Configure button for the Response
Settings section.
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.
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.
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
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

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OnBase 12 Workflow
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.
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
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.
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.
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.

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Workflow OnBase 12
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.
No authentication
The action will not use any user name/password with HTTP requests. Any FTP request will use
the default anonymous user.
Use the current users credentials
The action will use the credentials the Application Server is running under.
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.
Protocols
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.
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.

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OnBase 12 Workflow
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.
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.
Send Notification
Sends specified internal or external notification to the users specified in the notification setup.
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 1007 for more information
Batch
Attaches documents that exist in the selected Folder Type to notifications that are sent using
this action.
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 the documents within the selected folder.
Static folders are not available for selection.
Non-document items cannot be sent as attachments to a notification.
Notification

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Workflow OnBase 12
selection.

Priority
Sender Address
notification.
notification.
will be sent.
Additionally, you can create a new notification or edit an existing notification by selecting the
drop-down menu next to the Notification field. See Notifications on page 821 for more
information.
Set Priority on Item

Sets a priority value to be applied to a item.

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OnBase 12 Workflow


Target
Transition Item
Moves an item from its current queue to another queue.
Target
The source and the destination queues are specified in the configuration. (If desired, the To
Queue and From Queue select list can be filtered by Life Cycle.) 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. Both queues in a transition
must exist in the same life cycle.

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Workflow OnBase 12
The core-based interfaces also support transitioning an item based on properties. The source
and/or destination queues are found based on the configured property value. To configure a
source queue based on property value, select the Get From Queue from Property: check box
and enter the name or number of the desired Workflow property in the data entry field. The
From Queue drop-down select list will be disabled and not applicable as soon as this check box
is selected. To configure a destination queue based on property value, select the Get To Queue
from Property: check box and enter the name or ID number of the desired Workflow queue in
the data entry field. The To Queue drop-down select list will be disabled and not applicable as
soon as this check box is selected. Both queues in a transition must exist in the same life
cycle. The item will not be transitioned if the configured properties are not set on the item.
Note:When Get To Queue from Property: is selected, a specific life cycle must also be selected
If you want to remove the user assignment of the item that will be transitioned, select the
Remove All User Assignments option.
WorkView Category
Add to Display Message
Note: This action is only available when configuring System Tasks.
This particular rule 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.
Select the Application and Class of the WorkView item being checked from the drop-down
select lists. This information will be used as the context for any macros used in the text
template, and by the Insert button.
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.
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.

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OnBase 12 Workflow
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 objects 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.
Create New Object

Allows you to create a new WorkView object based on a set of specified options.
Select the Application and Class that the new object will belong to from the drop-down select
lists.
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.
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.
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.
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.

If you want to store the new objects 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.

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Workflow OnBase 12
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.
Select the Application and Association Class of the object that represents the association
between two objects that will be created.
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 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.
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 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.
If you want to store the new objects 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 Current Item if you want to delete the currently displayed item.
If you want to identify a specific object that should be deleted, select Get Object ID from
Property. 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.

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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.
Select Current Item if you want to display current work item.
If you want to identify a specific object that should be displayed, select Get Object ID from

Property. 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.
Log Event on Object

Logs the configured text to an objects event log on the History tab of an object.
Select the Application and Class from the drop-down select list that the object you want to log
an event to resides. These selections also determine the options available from the Insert
button.
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.
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.

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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 persons 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. To configure this action:
1. Select the Application from the drop-down select list that you want to associate with
the action or select <Shared Resources> to select a global notification that isnt tied to
an application or class. Skip to step 3 if you selected <Shared Resources>.
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, 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
attributes.

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Related Filters

System date/time
Current user
notification.
Workflow property
Set Attribute Value(s)

This action allows you to set the value of the specified attribute(s). 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.
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.
Set Filter Options
Note: This action is available only when configuring a System Task and should be used in
conjunction with the OnBeforeExecuteFilter WorkView event.

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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 filters 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.
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.
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.
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 the property specified in the Property Name field to an attribute value or a
configured template value.
Select the Application and Class from the drop-down select list that the object containing the
value resides in.
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.
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.
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.

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Field value
attributes.
Related Filters

System date/time
Current user
notification.
Workflow property
Suppress Screen Action
Note: This action is available only when configuring a System Task and should be used in
conjunction with the OnBeforeOpenObject WorkView event.
Suppresses the screen action from a users view in the user interface.
Select the Application and Class this action will be associated with.
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.
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 document to be configured. The
Related tab allows you to configure how related documents are defined.

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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. See
Configuring Portfolio Relations on page 716 for more information.
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
Document Handle
Document Type
documents.

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Folder Type
configuration.

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to an ad hoc task.
Folder Type.
Handle.
being executed.

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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 Document
Copy Keyword Records from Related Document
Copy Keyword Records to Related Document
Copy Keywords from Related Document
Copy Keyword to Related Document
Copy Keywords from/to Related Document (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 Managements Effect on the Last Execution Result

The following actions will not execute on documents locked by the Record Management
module:
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

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Update Document Name

Display HTML Form (Target: Current Document/Current Item)
Create Physician Signature Note
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 to 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
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)

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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.

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1014
WORKFLOW STUDIO 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 configuring are displayed for selection and
configuration.
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.
Agenda Manager Category

Workflow Studio rules described in this section are only available when licensed for Agenda
Management.
Configuring these Workflow Studio rules differs slightly based on the rules 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.

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Field to Check Description

Workflow Studio Rules
You can also choose from the following related types:

agendaitemtypenum
agendaitemtypname
Template Id

agendaoutlinenum
ammeetingtypename
ammeetingtypenum
amorgannum:
amorganname
amorgannum
amorgantype
organdescription

Agenda Item
Supporting Document ID

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Location
Meeting Name

Meeting Type:
agendaoutlinenum
ammeetingtypename
ammeetingtypenum
amorgannum
amorganname
amorgannum
amorgantype
organdescription
Organizer
Time

agendaoutlinenum
ammeetingtypename
ammeetingtypenum
amorgannum:
amorganname
amorgannum
amorgantype
organdescription

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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
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.

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.

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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.
ammeetingtype A meeting type.
Meeting A specific meeting instance.
Supporting Document An agenda item supporting document.
useraccount A user account.
Related Entity Type Description
Agenda Item An agenda item field.
Agenda Item To Meeting An agenda item to a meeting.
amagendadoclog
amagendaoutline
ammeetingtype A meeting type.
2. If you selected Agenda Item, Agenda Item Field, Agenda Item To Meeting, Supporting
Document, amagendadoclog, or amagendaoutline 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.

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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 rules context sets the context for
respective sub-tasks. The actions 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.
Document Category
Check Chart Data on This Chart

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This rule checks information on OnBase charts. Chart information includes physicians, admit
types, diagnosis and DRG codes, dispositions, facilities, unit history1, and service types,
among others.

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 charts
value against the value configured for the rule. Available operators are equal to (=)
and not equal to (<>).
3. If necessary, select Allow Wildcards to enable the use of wildcards (* or ?) in the value
configured for the rule.
4. In the field below the Compare To list, type the value2 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 for each chart field you want to evaluate.
7. Click Apply.
1. To maintain a patients unit history, you must turn on chart column tracking for the Unit Name
chart data field.
2. OnBase stores a charts 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, 1for Male, 2
for Female, 3 for Other, 4 for Ambiguous, 5 for Not Applicable.

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Check Date Data on This Chart

This rule checks date information on OnBase charts by comparing two date values.

1. Under Date Value D1, select the option to use as the first date value (D1).
Available options are described in the following table:
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 servers time.
Admit Date
Discharge Date
2. Select the option to use as the second date value (D2).
Current Date Select to use the current date as D2.
Specific Value Select to enter a specific date for D2.

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Admit Date
Discharge Date

3. Select the relationship between D1 and D2 from the final drop-down.
Relationship Description
available.
rule to return true, D1 must be more than 2 days before D2.
available.
rule to return true, D1 must be fewer than 2 days before D2.
available.
rule to return true, D1 must be fewer than 2 days after D2.
available.
rule to return true, D1 must be more than 2 days after D2.
D1 is before D2 Select if the rule is TRUE when D1 is before D2.
D1 is equal to D2 Select if the rule is TRUE when D1 equals D2.
D1 is after D2 Select if the rule is TRUE when D1 is after D2.

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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.
5. Click Apply.
Check Document Type

Compares current Document Type to the one specified.
You can acquire the Document Type from a property value by selecting Get Document Type
Check Document Type Group

Compares current Document Type Group to the one selected.
You can acquire the Document Type from a property value by selecting Get Document Type
Group from property and entering the property in the field.
Check Priority on Item

Checks the priority on a item.
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 1053 for
more information.
Priority Value
Operator
Check on Item in this Life Cycle

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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.
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 Type Exists on This Chart

This rule checks whether a chart contains a specific 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.
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. 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. 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. 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. 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.
Executed In
Allows task lists to be executed based on the interface in which the action is being executed.
You can select OnBase Client Classic interface or OnBase Core-Based interfaces to determine
which interface this rule will evaluate true. Actions can then be configured for the true and
false cases.

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Is First or Last Document
Note:This rule is not supported when it is configured under timer work.

Determines if a document is the first or last document in a batch.

When this rule is executed on a single document, the rule will evaluate to true, regardless of
whether it was configured for First Document or Last Document.
When the rule is executed on multiple documents, and the rule is configured with First
Document, the rule will evaluate to true only if it is the first document in the selected list of
documents.
When the rule is executed on multiple documents and the rule is configured for the Last
Document, the rule will evaluate to true only if it is the last document in the selected list of
documents.
Note Exists
Checks for a specified Note Type attached to the current document.
You can acquire the note type from a property value by selecting Get Note Type from property
and entering the property in the field.
If you want to check if the note type exists, select the Exists option.
If you want to check if the note type does not exist, select the Does Not Exist option.
Related Folder Contains Documents
Checks to make sure documents exist in the folder type that is selected 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 displayed for selection in the Folder
Rendition Exists
Checks to see if a rendition exists for the current document. You can check for a rendition of
any file format by selecting <Any> in the File Type drop-down select list or you can select a
specific file type.

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Run Script
Runs a script specified in the VB Script drop-down select list. 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.

Note:When using the Core-based OnBase Client interface and running VBScripts on the client
Signature Is Valid on Document
Note:This rule requires that your system is licensed for Digital Signatures.
Verifies whether a document was modified after being signed. If the signature is valid, the
rule will evaluate true. If a document is invalid or has no signatures, the rule will evaluate
false.
WorkView Object Exists
Note:This rule is only available when licensed for WorkView.
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
Note:This rule is not functional in the Classic Client or Java Client interfaces.

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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 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
objects 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.
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.
Electronic Plan Review Category

Workflow Studio 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.
Display Name The ePlan Review projects display name.
External ID The ePlan Review projects external ID.
Name The ePlan Review projects name.
Project Identifier The ePlan Review projects project identifier.
Project Review Type The ePlan Review projects review type.
Start Date The ePlan Review projects start date.
Status The ePlan Review projects status.

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OnBase 12 Workflow
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
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.

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.
Entity Type Description
Plan Review Document This entity type is used to check for documents that are part of the
ePlan project in the selected life cycle.

1029
Workflow OnBase 12
2. If you selected eplandoc or eplangroupxproject 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

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
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 rules context sets the context for
respective sub-tasks. The actions 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.
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.
to check values.

1030
OnBase 12 Workflow
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.
to check values.
search.
return.
Operator
down list.
Value
select the name and click Remove.
Allow Wildcards

1031
Workflow OnBase 12
COLUMBIANA.
Note:The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
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.
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.
to check values.
search.
return.
compare the value.

1032
OnBase 12 Workflow

Option Description

1033
Workflow OnBase 12
Option Description


before value 2.

to value 2.

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.
Target
more information.
Note:When using the Queue Entry Value option for Data Value D1, the database servers time is
Option Description

1034
OnBase 12 Workflow
Option Description


before value 2.

to value 2.

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), the rule evaluates to FALSE if the document
not have any keyword values for the Keyword Type. For the "<>" operator, the rule will

1035
Workflow OnBase 12
Target
more information.
Keyword Type
Currency Format
Format drop-down select list is enabled. Any specific currency format configured for the
Operator
down list.
Value
select the name and click Remove.
Allow Wildcards
COLUMBIANA.
Note:The Allow Wildcards check box is only enabled for Alphanumeric Keyword Types.
or masking symbols.

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OnBase 12 Workflow
Compare Keyword Values for This and Related Document

Compares Keyword Values between current document (Active Document Keyword Type) and
specified related document (Related Document Keyword Type). The keywords being compared
need to be the same data type for the comparison. Workflow configuration allows you to
choose a comparative operator when evaluating keyword values.
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:Comparison related to case sensitivity is determined by the case sensitive setting of the
Keyword Type on the primary document. If the primary documents 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.
For more information about configuring related documents/items, see Related Tab on page
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. 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.
Keyword Type
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:This rule will always return FALSE if one of the keywords to be compared is blank or
missing.
Keyword Value Exists

Checks the specified Keyword Type for a value on the document.
Keyword Type
You can acquire the Keyword Type from a property value by selecting Get Keyword Type from
property and entering the property in the field.
Select Keyword Value Exists if you want the rule to evaluate true if the value exists.

1037
Workflow OnBase 12
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.
Target
more information.
Select Keyword Value Does Not Exist if you want the rule to evaluate true if the value does not
exist.
Property Category
Check Date Property Value
This rule allows you to compare to or from date related data.

You can compare from a value of a property (Property Name) or the entry to queue date (Use
entry to Queue Date).
queue. You can also enter a property in the Property Name field to compare the value.
compare the value.
You can enter a property in the Property Name field to compare the value with a property.

1038
OnBase 12 Workflow

Option Description

1039
Workflow OnBase 12
Option Description


before value 2.

to value 2.

value 2.
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.
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.
If the Date Value D2 property value contains an array, then the value is compared to each
value in the array.
Target
more information.
Compare Property Value
Allows you to evaluate the value of the property specified in the Property Name field.
evaluation.
The Case insensitive check box allows you to specify whether or not you want the evaluation to
be case sensitive.
You can compare the property value to either a Keyword Type, a property, and/or a constant
value.

1040
OnBase 12 Workflow
To use a Keyword Type value for comparison, select the Keyword type radio button and select
the appropriate Keyword Type from the drop-down select list. Click Add.
To use a property value, select the Property radio button and enter the name of the property.
To use a constant value, select the Constant value radio button and enter the value you want
to use. Click Add.
If the property contains an array of values, then the rule evaluates to true if any one of those

values matches the condition.
Property Exists
Allows you to determine if a property with the name specified in the Property Name field
exists.
System Category
Audit Sample
Moves the specified percentage of documents evaluated down one path and the remaining
documents down another path. Specify the percentage chance each document has of being
audited. A Percent to Pass of 40% in the Rule Fields section means each document has a 40%
chance of being audited.
Check Content Type

Allows you to check the content type of an item.
Target
more information.
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.

1041
Workflow OnBase 12
The value entered in the Document 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.
Select the comparison Operator from the drop-down select list. Enter the number of items for
which you want the rule evaluated in the Item Count field.
If the queue selected in the Queue drop-down select list is a load balanced queue, the Count
Items fields are enabled.
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.
Select True or False from the Desired Results 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 IDSMail and one of the messages is sent to an
invalid e-mail address, it returns a false 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.
Select the life cycle in which you want to check for ownership from the Owned in Life Cycle
Select the Queue in which you want to check for ownership from the drop-down select list.

1042
OnBase 12 Workflow
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

Calls a custom dll function to determine if the rule should evaluate to TRUE for the current
document. The DLL function should implement application-specific logic for your domain. The
function signature should match the following format: int (CALLBACK* DLLEXITPROC)(long
nRuleNum, long nDocumentHandle, long nDocumentTypeNum)
OnBase passes the current rule number, the current Document Handle, and the Document
Type ID to the function. The return value for the function should be TRUE for success, FALSE
for failure, or IDCANCEL to abort processing of the current document.
DLL Name
Type the name of your system DLL in the DLL Name field. This is a required field.
Function Name
Type the name of the function to call in the Function Name field. This is a required field.
Note:It can also have any name you choose, with a maximum length of 30 characters.
Item Assigned to User
Note:The load balancing queue must be rules-based.
Target
more information.
Performs an evaluation of the item in the queue specified in the Load Balancing Queue drop-
down select list to determine if the item is currently assigned to a user. 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.
item, select <Any>.

1043
Workflow OnBase 12
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.
Target
more information.
Life Cycle
item.
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.
Target
more information.
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.
Queue
Item in Particular Life Cycle

Checks for the existence of the item in another life cycle.
Target
more information.

1044
OnBase 12 Workflow
Life Cycle
item.
Use related items for tasks

The Use related items for tasks check box is enabled when the rules Target is configured for
related items. When using this option, the On True task list will be 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.
Target
more information.
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.
Queue

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.
Target
more information.

1045
Workflow OnBase 12
Specify Anywhere in Workflow, or to look for the item in specific queues, select In One of the
Following Queue(s).
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 rules configuration.
Is User in User Group

Current User
Select Current User if you want to check to see if the currently logged in user is in the selected
user group.
User Name
Select User Name and then select the user name from the drop-down select list that you would
like to check for in the selected user group.
You can acquire the user name from a property value by selecting Get User Name from property
and entering the property in the field.
User Group
Select the User Group from the drop-down select list that you would like to check for the
defined user.
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.
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.
Select the Queue that the item resided in. Only queues belong to life cycles that support
ownership are available for selection.
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

1046
OnBase 12 Workflow
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.
Click inside the field and type the symbol or click the symbols 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 documents 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.
Date %D1 Displays the date the document was stored.

Stored
Symbol Description

1047
Workflow OnBase 12
Symbol Description
document.
not supported.
%MName.

1048
OnBase 12 Workflow
Symbol Description


%L [life cycle ID]
%Q [queue ID]
%Q2 [queue name]
The question is displayed in the User Interaction window while a document is displayed in the
viewer. The response can then be stored as a keyword by selecting a Keyword Type from the
Key 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.
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.
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 aborted, check the Abort Applies Only to Current Task
List check box. The other task lists continue processing with the current item.
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.

1049
Workflow OnBase 12
For related documents/items configuration information, see Related Tab on page 1053 for
more information.
Related Item Exists

Checks for related item of the same or different type. Using this rule against the same type
checks for duplicates.
For related documents/items configuration information, see Related Tab on page 1053 for
more information.
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. 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 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 is only supported in the Core-based OnBase Client and the Web Client
interfaces.
Allows you to specify a Unity script to run.

executed.
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 842 for more information.

1050
OnBase 12 Workflow
WorkView Category
Check Attribute Value

This rule will check a specified attributes value against a provided constant value or against a
value saved in a named property.

Select the Application from the drop-down select list.
Select the Class from the drop-down.
Select the attribute you would like to check by clicking the ellipsis (...) button and selecting
the appropriate attribute for the Attribute Name field.
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 attributes value.
If you wish to provide a constant value to check against, select Constant and provide a hard-
coded value in the field.
If you will be setting the check value in a named property, select Property and specify the
name of the property in the field.
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.
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.
Check Object Class

This rule will check the current objects class to determine if it matches a specific class or list
of classes, or some form of extended class related to a specified class.

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Workflow OnBase 12
Select the application from the Object class is in application drop-down select list and 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 objects 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.
If you wish to check the current objects 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
objects 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.
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.
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.
Dataset 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.
Choose the Application and Class of the object whose value to will be evaluated.
Choose the Dataset to test against from the drop-down select list. All datasets configured in
WorkView are provided in the drop-down select list.
Choose the Against value option for the type of value you want to check.
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.
If you will be setting the checked value in a named property, select Property and specify the
name of the property in the field.
If you wish to provide a constant value to check against, select Constant and provide a value
in the field.

1052
OnBase 12 Workflow
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 objects State attribute.
Object Is New

Note: This rule is only available when configuring System Tasks.
Used to check the objects 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
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.
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.
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 716 for more information.
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.

1053
Workflow OnBase 12
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.
executed.
Document Handle
Document Type
documents.

primary document.

1054
OnBase 12 Workflow
Folder Type

value for the common Keyword Type. Common Keyword Types for Folder Types are configured
in Folder Type configuration.
Associated Primary Document
to an ad hoc task.
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"
Folder Type.

1055
Workflow OnBase 12
Handle.
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 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.

1056
WORKFLOW BEST PRACTICES
The following best practice recommendations have been assembled by a team of OnBase
subject matter experts. They represent the accumulation of years of experience installing and
configuring OnBase solutions.
The following recommendations are general in nature, and are applicable to most OnBase
solutions and network environments. Depending on your solution design and your
organizations 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
Keywords and Properties
Scripting
Timers
E-Forms and User Forms
Servers
Load Balancing
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.
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.

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Workflow OnBase 12
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.
Use functional Life Cycles to encapsulate code. The purpose of functional life cycles is
to encapsulate logic that is used in multiple locations.
Workflow Best Practices
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 SYS 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.
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.

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OnBase 12 Workflow
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 users 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.
Multi-Instance Keyword Type Groups: It is recommended to keep tasks simple that
modify Multi-Instance Keyword Type Groups. It is recommended to only add
keywords between the Key - Begin Keyword Record and Key - End Keyword Record
actions. If this cannot be achieved, make sure that the Key - End Keyword Record
action follows after every Key - Begin Keyword Record action and test the
configuration thoroughly. Both the Key - Add Keyword to Document, Prop - Set
Keyword from Property, and Key - Set Keyword to Entry to Queue Date actions may
be used in between the Key - Begin Keyword Record and Key - End Keyword Record
actions for Core-based interfaces. The Classic Client interface only supports Key -
Add Keyword to Document between Key - Begin Keyword Record and Key - End
Keyword Record.
System Tasks: System tasks that require user interaction are supported in the Unity
Client interface. 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.
Form - Create New Form: 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 Doc - Display Related Document action
be used instead of this option under this circumstance.
Key - Autofill Keyword Set on This Document: 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.

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Workflow OnBase 12
Doc - Print Related Document and Doc - Print This Document: 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.
SYS - Create or Update Agenda Item from Document: 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:
SYS - Check Last Execution Result and Prop - Check Property Value. Configure the
SYS - Check Last Execution Result to verify that the SYS - Create or Update Agenda
Item from Document action occurred. Configure the Prop - Check Property Value
rule to use the property value that was set by the Property to Store Agenda Item
Primary Key in the SYS - Create or Update Agenda Item from Document action.
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.

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OnBase 12 Workflow
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 action SYS Set Folder and Template 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
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
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
The following best practices are related to filters.
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.

1061
Workflow OnBase 12
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.
Keywords and Properties

The following best practices are related to keyword and property configuration and usage.
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.
Store temporary values into the property bag rather than keywords. Writing to and
reading from the property bag is much faster than writing to and reading from the
database. Consider using the property bag in place of keywords when the data must
persist only for the current OnBase session.
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.).

1062
OnBase 12 Workflow
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.

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 SYS 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 SYS - 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 Workflow Timer Service for its multi-threaded functionality. By using the
Workflow Timer 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.

1063
Workflow OnBase 12
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.
Use the Workflow Timer 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 Workflow
Timer Service Administrator. 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 Workflow Timer Service Administrator, 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.

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OnBase 12 Workflow
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.
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.

1065
Workflow OnBase 12
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
The following best practices are related to load balancing.
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 SYS 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

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OnBase 12 Workflow
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. If you must transition in load balancing
work, set a property and transition in system work instead.
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.

1067
Workflow OnBase 12

1068
WORKFLOW STUDIO INSTALLATION
Requirements
Supported Operating Systems
Unity Hardware and Browser 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 200 MB
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
Web Browser Microsoft Internet Explorer

7.0, 8.0, or 9.0
Note: Internet Explorer 9 is

not supported on all
operating systems
supported by OnBase. For
information on the operating
systems supported by
Internet Explorer 9, see
http://
support.microsoft.com/kb/
2409098.

1069
Workflow OnBase 12
Component Minimum Recommended
E-mail Platform Lotus Notes 7, 8, or 8.5

Microsoft Outlook 2003,
2007, or 2010
Workflow Studio Installation
Novell GroupWise 7 or 8
Note: When sending

messages with Novell
GroupWise, Plain Text is the
only format available.
.NET Framework
Workflow requires Microsoft .NET Framework 3.5 SP1 (or later service pack), which can be
obtained from the Microsoft Download Center at http://www.microsoft.com/downloads.
Databases Supported
The following tables list the databases supported in OnBase 12.
Microsoft SQL Server Additional Information
Microsoft SQL Server Microsoft SQL Server 2000 and 2005 must be running in compatibility
2000 (SP4 mode 7 or greater. Running in compatibility mode 6.5 or lower will result
recommended) in errors during the upgrade process.
Microsoft SQL Server SQL Server 2005 drivers must be upgraded to the Feature Pack for
2005 (SP2 or later Microsoft SQL Server 2005 - December 2008 or a later feature pack.
recommended)
Microsoft SQL Server Note: On January 11, 2011 Microsoft discontinued technical support for
2008 (RTM, SP1, SP2; Microsoft SQL Server 7.0. As of release 11.0.0, Hyland Software no
SP2 recommended) longer supports SQL Server 7.0.
2008 R2 (RTM, SP1; Note: You must ensure that your SQL Server database client software
SP1 recommended) version matches or exceeds the database server version. For example, if
Microsoft SQL Server your database server is SQL Server 2005, verify that the database client
2012 is SQL Server 2005 (or later). Running a previous client version, such as
SQL Server 2000, will result in system instability and memory issues. For
instructions on determining your server and client versions, see
Database Client / Server Version Compatibility on page 1071.

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Oracle
Note: If you are using an Oracle database, it is strongly recommended that you have a
certified Oracle Database Administrator on staff.

Oracle Additional Information
Oracle v 8.0.5.0 or Oracle version 8.0.5.0 can be used, but it is not recommended due to
later potential memory leaks. If Oracle 8.0.5.0 is used, a third-party ODBC
driver is recommended.
Oracle 8i: 8.1.7.7 or ODBC drivers should be 8.1.7 or later. 8.1.6.x drivers have known issues
later and are not supported.
Oracle 9i: Release 1 Oracle driver version 10.2.0.3 is recommended.

and Release 2 (9.2)
An issue has been observed with the Oracle ODBC drivers where Unicode
Oracle 10g: Release 1 characters (e.g., Japanese characters) retrieved from a CLOB data type
and Release 2 will be truncated, and could potentially cause errors in OnBase. The data
remains intact in the database; however the results when retrieving the
data will be truncated. This has specifically been observed in two areas of
OnBase that use the CLOB data type to store large amounts of data:
VBScripts and License Certificates. This behavior may apply to other
areas of the software that use this data type as well.
To ensure that Unicode characters retrieved from a CLOB data type are
not truncated, the Oracle 10g R2 ODBC drivers (which are backward
compatible) should be installed, as well as the latest patchset (version
10.2.0.3) for these drivers.
Oracle 11g: Release 1 All Oracle 11g drivers can be used.

and Release 2
Sybase SQL Anywhere
Sybase SQL Additional Information

Anywhere
Sybase SQL No 6.0.X releases.

Anywhere 5.5.04,
7.0.0-7.0.3, 8.0.1, 9.0, Note: As of release 8.2.0, Sybase Adaptive Server Enterprise (ASE) is no
10 and 11 longer supported.
Database Client / Server Version Compatibility

Due to critical issues that have been reported to Hyland Software, Hyland Software strongly
recommends that:
your database client software version matches or exceeds the database server
version and

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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 10 Release 2, verify that the Oracle Client software is Oracle 10 Release 2
(or later). The same is true of SQL databases. For example, if your database server is SQL
Server 2005, verify that the database client is SQL Server 2005 (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 10 Release 2, the version number should
appear as 10.2.[#.#.#] (or later), where 10.2 is the version number and [#.#.#]
represents the service pack.
If your database server software is SQL Server 2005, the version number should
appear as 2005.[##.####.##] (or later), where 2005 is the version number and
[##.####.##] represents the service pack.
The above descriptions are examples of two commonly used database version numbering
schemes. Ensure that the supported database you use adheres to the database client/server
recommendation.
Hyland Software - MS Service Pack Statement

Hyland Software is 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 our Technical Support Team at
440-788-5600.
Third-Party Software Support

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, click on the following link:
https://www.hyland.com/community/technical_communities/third_party_software_updates/
default.aspx.

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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 environments 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 from your solution provider.
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.

areas.

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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
In order to monitor and process BPMN approval process events, the Workflow Timer Service
must be installed and configured. For more information about installation, see the Workflow
Timer Service MRG.
If you are using notifications, consult the Workflow MRG for information about installing and
configuring the system to send notifications.
Installation
Overview
EXE and 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. The .NET Framework installer is available from the
Microsoft Download Center at http://www.microsoft.com/downloads.
When performing a silent installation, and both an executable file and MSI are available, use
the MSI. Since the MSI package does not validate prerequisites, you must ensure that
Windows Installer 3.0 or greater is installed on each workstation and that all other
prerequisites are met before running the MSI. If any prerequisites are not met, a silent
installation from the MSI will fail without alerting the user.
For more information about configuring a silent installation, see http://msdn.microsoft.com/
en-us/library/aa367988.aspx.

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ClickOnce Installers Some OnBase modules are installed for deployment using
ClickOnce. ClickOnce is a Microsoft technology that installs a deployment package to a central
server. This package can then be accessed by users to install the application on their local
workstations. The application is installed entirely under the users 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 Microsofts ClickOnce technology see

http://msdn.microsoft.com/en-us/library/142dbbz4(VS.80).aspx.
User Account Control (UAC) If Windows User Account Control (UAC) is enabled, the
installer must be run with elevated administrator privileges, even if an administrator is
currently logged on. This can be accomplished by right clicking on the installer executable and
selecting Run as Administrator from the right-click menu. MSI files cannot be run using the
Run as Administrator option. Instead, you must launch the MSI package using the command
line. For more information on installing files through the command line, refer to your Microsoft
support information or see http://technet.microsoft.com/en-us/library/
cc759262(WS.10).aspx.
Silent Installation Using setup.exe If you are running setup.exe silently from the
command line you must use the /q switch and the /CompleteCommandArgs switch, followed
by the required command-line arguments.
The q switch specifies quiet mode and is required to suppress the GUI. The
CompleteCommandArgs switch must be followed by the command-line parameters required to
configure and install the desired components.
The complete string of command-line parameters must be included in double quotes after the
CompleteCommandArgs switch. If a parameter in the string also requires double quotes, those
quotes must be escaped using \. For example: setup.exe /q /CompleteCommandArgs
"INSTALL_PROPERTY=\"my value\" INSTALL_PROPERTY_2=\"my value 2\"".
Note: You should check the return value of the setup.exe process. A return value of 0 (zero)
indicates success. Any other value returned may indicate that an error was encountered and
the installation failed.
Installing Workflow Studio

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Launch the Hyland Workflow Studio installer by executing Hyland Workflow Studio.msi. The
MSI is usually located in the \install\Workflow 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 \Workflow Studio\ folder and its contents must be copied to the new
location.
The Hyland Workflow Studio installation welcome dialog is displayed.
1. Click Next. The End-User License Agreement is displayed.

2. After reading the EULA, select I accept the terms in the License Agreement and click
Next. The Destination Folder dialog box is displayed.

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3. Enter the top-level installation directory in the field provided, or click Change to browse
to it.
Note: This location does not affect components not installed under the top-level directory. If
the installer provides for the installation of multiple components, the specific installation
locations of each component can be changed later in the installation process.

If Change is clicked the Change destination folder dialog box is displayed.
Enter a Folder name in the field provided or select it from the Look in drop-down select
list, then click OK.
If the Destination Folder is not changed, the default location is used (e.g., C:\Program
Files\Hyland\ or C:\Program Files(x86)\Hyland\).

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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 on 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.
Note: 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.
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

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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 regarding adding any selected components are the same as those
under the Component Selection section of the installation instructions, if
applicable to the installer.
Repair Repair errors in the most recent installation of the component, including missing
and corrupt files, shortcuts, and registry entries.
Note: This option is not available from all installers. 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.
Feature Names
To install Workflow 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

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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\Workflow Studio\
For example:
WORKFLOWSTUDIO_FILES="C:\My\Custom\Locatio
n\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=""
Troubleshooting
There are three main places to access log information. These include:
The Output window in Workflow Studio.
The Workflow Trace tab in the Workflow Timer Service Administrator interface.
The Error and Workflow Trace tabs in the Diagnostics Console.
These three interfaces will record errors and other activity related to Workflow Studio. There
are some configuration steps necessary for Workflow Studio to log information to the
Diagnostics Console and the Output window.
For more information about the Output window, see Output Window on page 476. 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.
Enabling Diagnostics Console Logging

Additionally, in order to log to the Diagnostics Console, the following must be set to true in the
following needs to be set to true in the wfmodel.exe.config file.
<Hyland.Diagnostics>

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OnBase 12 Workflow
<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\Workflow Studio.
For a 64 bit system: C:\Program Files (x86)\Hyland\Workflow Studio.
Language Support
Workflow 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
Workflow Studio in that language: Spanish, French, Arabic, Japanese, and Portuguese.
The following settings are available for Workflow 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, including the calendar, 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  following </DisplayLanguage>.

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Setting Name Description
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  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.
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: 12.571) and/or the Core Services version
and build (Example: 12.6).
The type and version of the connected database, such as Microsoft SQL Server 2008
or Oracle 11g, and any Service Packs that have been installed.
The operating system that the workstation is running on, such as Windows XP or
Windows Server 2008, 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.

1082
CONFIGURING THE DISTRIBUTION SERVICE
Overview
The Hyland Distribution Service is a Core Services component that integrates with several
OnBase modules, allowing e-mail 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 e-mail when it receives a
new notification. The service then sends the e-mail 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 e-mails, 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 1087.

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Installation
The Hyland Distribution Service can be installed either manually or using the Hyland
Components Installer. See the Core Enterprise Installers reference guide for information
Configuring the Distribution Service
about using the Hyland Components Installer. For manual installation steps, see the following
topic.
Installing the Distribution Service Manually

If necessary, you can manually install the Distribution Service and configure it by editing its
XML configuration file.
1. From your OnBase Core Services directory, open the

..\apps\NTServices\Hyland.Core.Distribution folder.
2. Copy the contents of the Hyland.Core.Distribution folder and paste them in a logical
location on the server. For example: C:\Program Files\Hyland\Services\Distribution in
a 32-bit environment, or C:\Program Files (x86)\Hyland\Services\Distribution in a 64-
bit environment.
3. From the Command Prompt, navigate to the location of your Distribution Service
executable For example, type:
cd "C:\Program Files\Hyland\Services\Distribution"
4. From this location, run the following command:
Hyland.Core.Distribution.NTService.exe /install
This will add the Distribution Service to your Windows Services console.
5. Navigate to the location where you copied the files in step 2.
6. With a text editor, open the Hyland.Core.Distribution.NTService.exe.config file.

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7. In the <Hyland.Core.Distribution> section, configure values for the following

securitySettings. Be sure to remove the brackets from the values you are adding, but
keep the quotation marks. For example, provide the value for password as "PASSWORD"
not "[PASSWORD]"

Settinga Description
pollSettings interval This is the interval that the Distribution Service uses to poll OnBase for
notifications. The default value is 120 (seconds). Change this value to the
number of seconds you consider an acceptable delay for sending
notifications. For example, if five minutes is an acceptable delay, change
the value to 300 (5 mins. x 60 secs/min.). If notifications need to be sent
within a minute of being created, change the value to 60 (1 min. x 60 secs/
min.).
datasource This is the ODBC connection to the OnBase database. When creating the
ODBC connection in a 64-bit environment, use the 32-bit version of the
ODBC Administrator Console instead of the default console residing in
system32 (odbcad32.exe). The 32-bit version typically resides in
C:\Windows\SysWow64.
Note: To add support for multiple data sources, see Adding Support for
Multiple Data Sources on page 1092.
username The user must be configured as a Service Account and must have the
Service Account check box checked. See Configuring a Service Account on
page 1087.
password The password of the Service Account.
Note: For increased security, encrypt the Service Accounts user name and
password in the system registry. See Encrypting the Service Account's
Credentials on page 1091.
institution (Optional)
For institutional databases, add the parameter institution="99" (where 99
is the Service Accounts institution number).
a. The names of these settings are case sensitive.
Note: The testconnection attribute lets you specify whether you want the Distribution Service
to check the data source connection when it starts. It is recommended that you keep the
default setting of false. There is a known issue where changing this setting to true will cause
the Distribution Service to time out every other time it starts.

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8. Under smtpSettings, modify the following settings:
Setting Description
smtpServer Set to your organizations SMTP server.
defaultSender This value is displayed as the sender of the notification by default. If

you enter a valid e-mail address, undeliverable notifications will be
sent to this address. For example, enter
Administrator@yourdomain.com. When notifications are delivered
to users, the From field will display Administrator@yourdomain.com.
Any notifications that could not be delivered will be sent to this
address.
Tip: Change the defaultSender value to USER (all uppercase) to

display the e-mail address of the OnBase user who triggered the
notification. For more information and requirements, see Displaying
the User Who Triggered the Notification as the Sender on page
1093.
mimeParameterEncoding Controls how attachment file names are displayed. This setting may
need to be changed to support non-ASCII characters in file names.
Valid values are QuotedPrintable, Raw8Bit, or RFC2231. For more
information, see Supporting Non-ASCII Characters in Attachment
File Names on page 1094.
Note: Do not modify the faxSettings element. The faxImageType setting must retain its default
value for the Hyland Distribution Service to function properly.
9. Open Services from the Administrative Tools in the Windows Control Panel, and
double-click Hyland Distribution Service.
10. Click the Log On tab.
11. Enter the correct logon information for the user account that will be used to run the
Distribution Service. Click OK.
12. Start the service.
Note: For troubleshooting purposes, it is recommended you run only one instance of the
Distribution Service on the system.
Uninstalling the Distribution Service

There are several methods for uninstalling the Distribution Service. If you installed the
Distribution Service manually, you can either run a command from a command prompt, or
manually stop the service and remove the files.
If you installed the Distribution Service using the Hyland Server Side Components installer,
then you can use the Add or Remove Programs utility in the Windows Control Panel to remove
Hyland Server Components.

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Running a Command
This is the preferred method for uninstalling the Distribution Service.
1. From a command prompt, navigate to the location of your Distribution Service

executable (for example, C:\Program Files\Hyland\Services\Distribution).
2. From this location, run the following command:
Hyland.Core.Distribution.NTService.exe /uninstall
Stopping the Service and Removing Files

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. Stop the Distribution Service.
3. Use the Task Manager to ensure the executable is no longer running.
You may now delete the Distribution Services physical files.
4. From a Run dialog box, run regedt32.exe.
Select Start | Run, type regedt32.exe and click OK. The Registry Editor window is
displayed.
5. Navigate to HKLM\SYSTEM\CurrentControlSet\Services.
6. Delete the Hyland.Core.Distribution.NTService registry key.
7. Restart the computer.
Configuration
Configuring a Service Account
The Distribution Service must be configured to use a Service Account.
Note: The service account running the Distribution Service cannot have special characters,
such as &, in the password. If the password contains a special character, then the Distribution
Service will fail to start.

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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.

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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 previous 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 OnBase 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.
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 the fields. Then, enter a new password for the user account.
5. Click Save.

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Enabling the Distribution Service

To use the Distribution Service to send users e-mail notifications or to distribute e-mails, 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 e-mail 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).
To enable e-mail automation using the Distribution Service:
1. From the Configuration module, select Users | Global Client Settings.

2. Click the Email tab.
3. Select the Use E-mail Distribution Service for automated e-mails check box or, if you are
configuring the Distribution Service for Document Distribution, select the Use E-mail
Distribution Service for Document Distribution check box.
4. Click Save.
Note: When sending an attachment, the Distribution Service always uses the documents
Auto-Name for the attachments file name. The Global Client Setting Use Auto-Name string for
external e-mail attachments does not apply to attachments sent by the Distribution Service.
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 e-mail accounts
configured in their User Settings.

2. Select the user name and click Settings.
3. In the Users E-mail field, type the users e-mail address.

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OnBase 12 Workflow
Encrypting the Service Account's Credentials

By default, the Service Accounts user name and password are entered in
Hyland.Core.Distribution.NTService.exe.config in clear text. Although these credentials

cannot be used to log on to any OnBase client application, it is considered a security best
practice to 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 Service Accounts user name and password.
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/
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. Open a Run dialog box and enter regedt32.
4. 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\ASPNET_S
ETREG. When run in a 64-bit environment, the aspnet_setreg utility automatically
stores the encrypted credentials in this key.
5. Open the Hyland.Core.Distribution.NTService.exe.config file.
In a 32-bit environment, this files default location is
C:\Program Files\Hyland\Services\Distribution.
C:\Program Files (x86)\Hyland\Services\Distribution.
6. Modify the securitySettings element to retrieve the encrypted credentials from the
registry.
a. Replace the username value with the following:
"registry:HKLM\SOFTWARE\Hyland\DistributionService\Identity\ASPNET_SET
REG,userName"
b. Replace the password value with the following:

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"registry:HKLM\SOFTWARE\Hyland\DistributionService\Identity\ASPNET_SET
REG,password"
When you are finished, the securitySettings element should resemble the following:
7. Save the configuration file.

8. Restart the Hyland Distribution Service using the Windows Services console.
Changing Configuration File Settings

You can change settings like the data source, SMTP server, and default sender by editing the
Distribution Services configuration file. To modify these settings, do the following:

2. Change the settings as needed.
3. Restart the Distribution Service. The new settings are respected.
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.

2. Copy the following element, which is located under <Hyland.Core.Distribution>:

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OnBase 12 Workflow
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 securitySettings elements, each with its own
closing tag

(</securitySettings>).
In the following example, support has been added for two data sources:
4. For each securitySettings element, change the datasource value to the name of the
data source that the service needs to access.
5. For each securitySettings element, change the username and password values to reflect
the service account credentials for each data source.
Note: To conserve system resources, increasing the pollSettings interval value is

recommended. The default value is 120 (seconds). Change this value to the number of
seconds you consider an acceptable delay for sending notifications. For example, if five
minutes is an acceptable delay, change the value to 300 (5 mins. x 60 secs/min.).
6. Save the file.

7. Restart the Hyland Distribution Service using the Windows Services console.
Sending Notifications to Global Distribution Lists

The Hyland Distribution Service can send notifications to global distribution lists that are set
up on your SMTP server. This option is available in modules like Workflow and WorkView,
which let you specify the users you want to send notifications to.
To send a notification to a global distribution list, specify the distribution list as the
notifications recipient during configuration. Ensure the value you enter matches the name of
the global distribution list configured on the SMTP server.
Displaying the User Who Triggered the Notification as the Sender

The defaultSender setting in the Distribution Services configuration file controls the name or
address displayed as the sender of automated notifications. You can configure the Distribution
Service to display the e-mail address of the user who triggered the notifications by setting
defaultSender to USER.
Note: USER must be entered in all uppercase characters.
Users who trigger notifications must have valid e-mail 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.

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The defaultSender setting can be overridden by modules like Workflow and WorkView, which
allow you to configure the sender address for notifications.
Supporting Non-ASCII Characters in Attachment File Names

The mimeParameterEncoding setting in the Distribution Service configuration file controls how
attachment Auto-Names are displayed. This setting may need to be modified if Auto-Names
contain non-ASCII characters, such as Japanese characters.
The following values are supported:
QuotedPrintableOffers full compatibility with Microsoft Outlook.
RFC2231Latest standard, not supported by Outlook.
Raw8BitDisplays unencoded file names, which may be inappropriate for names
containing non-ASCII characters.
The default value is QuotedPrintable. If the mimeParameterEncoding setting is blank or
missing, Raw8Bit is used.
Note: File names that contain only ASCII characters are not encoded.
Configuring the Distribution Service to Save Notifications as Text Files

In some instances, you might want to output e-mail notifications to text files to be processed
by a third-party mail application. When this method for distributing notifications is necessary,
complete the following steps:
1. Create a directory to store the text 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. Modify the Hyland.Core.Distribution.NTService.exe.config file for the Distribution Service
so that the smtpServer entry specifies this directory name. One file per notification will
be written to the target directory specified.
Sending Unity Forms

If you plan to send Unity Forms using the Distribution Service, please see Unity Forms
Limitations on page 1098.
Troubleshooting
The following troubleshooting information may help you diagnose and resolve issues with the
Hyland 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.

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If Distribution Service information should be logged to the Diagnostics Console, logging must
be enabled in Hyland.Core.Distribution.NTService.exe.config. To enable logging, set the
enableMailSlot attribute for the timer-profile log to true.

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 verbose level to control the amount of information
that is logged. In the threadSettings element, set the verboseLevel attribute to the appropriate
value, as described below:
0 - Logs service start, stop, and error messages to the Error Viewer log.
1 - Logs notifications sent by the service to the Timer/Distribution Service log.
2 - Logs all trace messages that are sent to the Error Viewer log.
When the verboseLevel is set to 2, each of the steps in connecting to and sending an e-mail
from the SMTP server is logged. These are the same steps one would see when connecting to
the SMTP server using TELNET. Testing the same process using TELNET can allow you to prove
whether a suspected step is the point of failure.
Note: If the Distribution Service sends an e-mail 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 1098.

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Workflow OnBase 12
Error Loading Document: Attachments Are Not Sent

When the Hyland Distribution Service sends e-mails with attachments, the body of the e-
mails 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 Hyland.Core.Distribution.NTService.exe.config file is configured correctly.

See Installing the Distribution Service Manually on page 1084 for a description of
required settings. After modifying the file, restart the Hyland Distribution Service in
the Services console.
2. Ensure the smtpPort configured in the Hyland Distribution Service configuration file
matches the incoming request port on the SMTP server.
3. 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.
4. Verify that the SMTP server will allow for relaying without authentication.
5. 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 on to either the OnBase Client or the OnBase Configuration module
from the server that is running the Distribution Service. These applications automatically
create the required components during logon.

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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, but no errors are logged, then you may be using
a version of the Distribution Service that is incompatible with your current version of OnBase.
Ensure the Distribution Service is upgraded to the same version as the rest of your OnBase
solution.
Message Content and Attachments Are Reversed

Some e-mail 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 e-
mails 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 Services configuration file is configured to override
the content type on E-Forms, allowing them to be sent correctly as attachments.
1. Open Hyland.Core.Distribution.NTService.exe.config.
2. Locate the following element:
<securitySettings datasource="DMS" username="SVCACCT"
password="PASSWORD" >
3. Add a ContentTypeOverride element to override the default content type for the file
format, as shown in the following example. You can add these elements for each data
source the Distribution Service is configured to use.
<securitySettings datasource="DMS" username="SVCACCT"
password="PASSWORD" >

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<ContentTypeOverride fileType="24" mimeType="application/octet-stream"

/>
</securitySettings>
The above example will override the default behavior for E-Form attachments and
label them with the generic MIME type application/octet-stream. As long as the
attachment name still ends with .html, e-mail clients should handle the E-Form
documents correctly.
For a description of configurable attributes for the ContentTypeOverride element, see
the following table:
Attribute Description
fileType The attachments file format number, as shown in the upper-right corner of the
File Format Configuration dialog box.
For E-Forms, this number is 24. You can specify different file format numbers to
override the content type assigned to other file formats.
mimeType The generic MIME type to label attachments that have the specified file format.
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 forms pages are
displayed laterally.

areas.

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LICENSING 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.
If a user is not assigned to use combined licenses, the user will only be able to consume non-
combined licenses and will not consume combined licenses even when non-combined licenses
are not available.

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To access the User Settings dialog box and configure a user for combined licensing:

Licensing for Customers previous to 2007
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.

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Workflow

2012 Hyland Software, Inc. All rights reserved.

Document Name Workflow

Part Number WFRM-12- -OB

Changing the Layout of the Inbox Windows .......................................................... 29

Workflow Server Queues .................................................................................... 53

Workflow Transactions ............................................................................................ 75

Closing the Workflow Window..................................................................................104

JAVA CLIENT WORKFLOW

Workflow User Options ................................................................................139

CONFIGURATION MODULE CONFIGURATION

Setting Related Document Keyword Values ..........................................................168

Assigning System Tasks to User Groups .........................................................252

Importing New Data .........................................................................................275

External Files ..................................................................................................332

CONFIGURATION MODULE ACTIONS DESCRIPTIONS

Doc - Delete Note From Related Document ..................................................376

Using Multi-Instance Keyword Type Groups .........................................................447

Med - Display ChartPop................................................................................517

SYS - Purge Document .................................................................................582

CONFIGURATION MODULE RULES DESCRIPTIONS

Doc - Signature Is Valid on Document .........................................................632

USING MULTI-INSTANCE GROUPS WITH BEGIN/END KEY-

ORG CHARTS AND CALENDARS

WORKFLOW STUDIO CONFIGURATION

Task List .........................................................................................................702

Life Cycle General Options ......................................................................................754

Shortest Queue ...............................................................................................781

Understanding Fragments .................................................................................807

WORKFLOW STUDIO ACTIONS

Reload Document ..................................................................................................916

Set Keyword to User Name .....................................................................................946

WorkView Category ...................................................................................1000

WORKFLOW STUDIO RULES

Agenda Manager Category .........................................................................1015

Item has been in Life Cycle ................................................................................... 1044

WORKFLOW BEST PRACTICES

WORKFLOW STUDIO INSTALLATION

Sybase SQL Anywhere .................................................................................... 1071

CONFIGURING THE DISTRIBUTION SERVICE

Error Loading Document: Attachments Are Not Sent................................................. 1096

LICENSING FOR CUSTOMERS PREVIOUS TO 2007

Proof of Delivery Audit

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

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

Combined Workflow/WorkView Licensing

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

How Combined Licensing Works

1. From the Configuration module, select Users | User Names/Passwords.

Register the Workstation

Column Name Description

Description Displays a short description of the individual workstation.

Tip: It is considered a best practice to register a processing workstation as a Named Client

3. When you have finished registering the workstation, click Exit.

Clearing Excess Registrations Exposure

View Current Users

Workflow Inbox Windows

Window Name Description

Document Viewer Displays the selected document.

Workflow Client Life Cycle View

Note: Currently only available in the Classic User Interface.

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

Refresh Enables you to refresh the queue.

Perform Initiates system work configured for the queue to begin.