Can someone explain folders vs portfolio relationships vs cross references?

[David_Chatterto]

Hi,

I've created a workflow folder in configuration. Related items do appear in the Unity client but according to the instruction video's I've watched, the folder name as configured should appear in the 'related items' view in the Unity client but it doesn't. Is this correct?

Also, can someone explain the difference between workflow folders, portfolio relations, and cross references as they all seem to do the same thing?

Thanks,

David.

[Eric_Beavers · Accepted solution]

Most of my knowledge is recorded @Workflow: Portfolio Relations & Types for Related Items - Training.Hyland.com

Workflow folders differ from Document Folders in that there is less configuration required (EX WF folders don't have child/sub directories).

Folders have been around for more that 20+ years as a possible solution. They are limited to document queries and only on EXACT keyword matching.

Portfolios were added in OnBase 12 and added support for searching content beyond just documents. This included WorkView Objects, Agenda Manager Items, and HIS Workflow XML Messaging. Portfolios also expanded the search options for document based search to include Workflow Properties and static values. Workflow Folders can even be used with a Portfolios (document search option) too and are great for creating 1 to Many relationship interfaces.

Cross References, like document folders, are one of 20 different ways to perform document retrieval in a client.

When it comes to workflow, most related content searches are done via Portfolio Relationship or "Workflow" Folder. Cross References are rarely used in the workflow interface due to the extra steps to open the related content.

[David_Chatterto]

Appreciate it, thanks Eric!