What are Folders?
OnBase folders allow users to view and organize documents electronically, as they would
with a folder of paper documents, but with the added benefits and security of OnBase.
Users can access related documents in a way that is familiar, logical, and easy to use.
Folder structures can be automatically created and populated based on needs
without user interaction.
OnBase folders allow users to store a document once and retrieve it from a familiar
folder interface that can be configured to a department’s or user’s need. Because each
document can reside in multiple folders, departments that prefer different folder
structures can access the same document in different locations. Because there is only one
actual document, changes to the document are reflected in all locations, even when the
document resides in many folders.
Both folder creation and population can be automated to ensure that the folder structure
is maintained and file sorting is accurate. This automation protects against accidental
folder creation or documents being misfiled. Existing folders can help automate indexing,
as external documents that are dragged and dropped onto the folders window can inherit
folder Keyword Values.
OnBase folder security ensures users see only what they need to see. You can design
multiple file cabinets to meet different departments’ needs and grant users access based
on department membership. When users access folders, they will see only file cabinets
and folders that apply to them. OnBase Document Type security also remains applied at
the folder level. If users access folders containing restricted documents, the users can see
only documents that they are allowed to view. This layering of security lets you create a
single folder to be accessed by users who have different Document Type privileges.
What do they look like?
There are several looks that we can design for your folders. The most basic look is shown below. You can have a folder for each employee, student, vendor, department, or any other piece of data that is represented by a keyword. Underneath each folder, you can have sub-folders that further organize your documents.
Opening Folders
At any time, you can open your File Cabinet in the File Menu.
Select the File Menu, select Open, and from the options, select File Cabinets.
Opening File Cabinets on Startup
If you work with OnBase folders frequently, you may want the OnBase Client to open the File
Cabinets window on startup. You can set a user option to open the File Cabinets window
automatically when you log on to the OnBase Client.
1. Select User | User Options to display User Options.
2. Click the Startup tab.
3. Select Open File Cabinets.
4. To have the File Cabinets window displayed as an open window when you log on, clear
the Iconized check box. If Iconized is selected, the File Cabinets window is opened when
you log on, but it is minimized at the bottom of the OnBase Client window.
5. Click OK.