DATA SETS IN ONBASE

[Elizabeth_Owens]

Is there away to update a Keyword Data Set without going into Config and manually updating the list? We have an "Outside Attorney" keyword that is a data set. The user needs to have the functionality to create a new entry when needed. This isn't something they will be doing often, but still need the ability to do this without going into Config and manually updating the list.

Is there away to do this through scripting or WorkFlow?

[Scott_Johnson3 · Accepted solution]

Not directly but the is a work-around.  Create simple one -off unity for a specialized doc type with a MIKG with a single keyword in it.  Then create a external data set script that queries the OnBase database for those keyword values entered on the unity form.   After you create the first instance of the form you will like want to disable creating more instance of the form.  The give modify rights to the users that you want to be able to add "Outside Attorney" entries to the form.  The only real work is the external data set script.  And if you have done of those scripts before they easy to clone.

Good Luck

Scott

[Sean_Killian · Accepted solution]

Hi, Elizabeth,

There are a few ways to do this (aren't there always?), but I'm not aware of any way that'll work with an internal data set, which it sounds like you're using, so the first step is going to be to export the existing values so you can migrate from the internal dataset to one of these (or some other) solution:

WorkView is perfect for this so if you happen to have other scenarios where users need to modify the data sets, it might be worth looking into, but you can still accomplish it with just forms. I agree with Scott's suggestion but only for small (fewer than 100 items) datasets. If you're dealing with more values, it might end up being more difficult to scroll through the list of keywords on the form to find the value you want to update or remove. You can instead have one keyword per form and then have a custom query that lets you search by that keyword's value to get right to the form with the keyword you want to change or remove. To set this up, you have to:

• Define a new "Outside Attorney Form" document type. Note its Document Type ID.
• Create a new "Outside Attorney Dataset Value" keyword type and add it to that Form. Check the checkbox that values must be unique. Note its Keyword Type ID.
• Reconfigure your Outside Attorney keyword type's dataset to be an external SQL dataset. Configure the query to be:

SELECT	oa.keyvaluecharFROM	hsi.keyitem<Outside Attorney Dataset Value Keyword Type ID> oa inner join	hsi.itemdata id on oa.itemnum = id.itemnumWHERE	id.status <> 16	AND	id.itemtypenum = <Outside Attorney Form Document Type ID>ORDER BY	oa.keyvaluechar

Filling in the Outside Attorney Dataset Value Keyword Type ID and Outside Attorney Form Document Type ID values. Note that the keyword type ID is part of the table name, so if, for example, the keyword type ID of the Outside Attorney Dataset Value keyword is 123, the first line under that FROM clause becomes:

	hsi.keyitem123 oa inner join

• Create a custom query that lets you search for your Outside Attorney Form documents by their Outside Attorney Dataset Value keyword.
• Create Outside Attorney Forms for each value in your dataset. If you have DIP, you might be able to DIP in a text file containing your dataset.

After that, you'll have a Unity Form for each of your Outside Attorney values. To remove a value from the dataset, users just have to delete the Outside Attorney Form with the keyword on it that you don't want to see in the dataset anymore. To update a value, you can just edit the form with the keyword you want to edit.

[Scott_Johnson3 · Accepted solution]

Not directly but the is a work-around.  Create simple one -off unity for a specialized doc type with a MIKG with a single keyword in it.  Then create a external data set script that queries the OnBase database for those keyword values entered on the unity form.   After you create the first instance of the form you will like want to disable creating more instance of the form.  The give modify rights to the users that you want to be able to add "Outside Attorney" entries to the form.  The only real work is the external data set script.  And if you have done of those scripts before they easy to clone.

Good Luck

Scott

[Sean_Killian · Accepted solution]

Hi, Elizabeth,

There are a few ways to do this (aren't there always?), but I'm not aware of any way that'll work with an internal data set, which it sounds like you're using, so the first step is going to be to export the existing values so you can migrate from the internal dataset to one of these (or some other) solution:

WorkView is perfect for this so if you happen to have other scenarios where users need to modify the data sets, it might be worth looking into, but you can still accomplish it with just forms. I agree with Scott's suggestion but only for small (fewer than 100 items) datasets. If you're dealing with more values, it might end up being more difficult to scroll through the list of keywords on the form to find the value you want to update or remove. You can instead have one keyword per form and then have a custom query that lets you search by that keyword's value to get right to the form with the keyword you want to change or remove. To set this up, you have to:

• Define a new "Outside Attorney Form" document type. Note its Document Type ID.
• Create a new "Outside Attorney Dataset Value" keyword type and add it to that Form. Check the checkbox that values must be unique. Note its Keyword Type ID.
• Reconfigure your Outside Attorney keyword type's dataset to be an external SQL dataset. Configure the query to be:

SELECT	oa.keyvaluecharFROM	hsi.keyitem<Outside Attorney Dataset Value Keyword Type ID> oa inner join	hsi.itemdata id on oa.itemnum = id.itemnumWHERE	id.status <> 16	AND	id.itemtypenum = <Outside Attorney Form Document Type ID>ORDER BY	oa.keyvaluechar

Filling in the Outside Attorney Dataset Value Keyword Type ID and Outside Attorney Form Document Type ID values. Note that the keyword type ID is part of the table name, so if, for example, the keyword type ID of the Outside Attorney Dataset Value keyword is 123, the first line under that FROM clause becomes:

	hsi.keyitem123 oa inner join

• Create a custom query that lets you search for your Outside Attorney Form documents by their Outside Attorney Dataset Value keyword.
• Create Outside Attorney Forms for each value in your dataset. If you have DIP, you might be able to DIP in a text file containing your dataset.

After that, you'll have a Unity Form for each of your Outside Attorney values. To remove a value from the dataset, users just have to delete the Outside Attorney Form with the keyword on it that you don't want to see in the dataset anymore. To update a value, you can just edit the form with the keyword you want to edit.

[Cory_Doffing · Accepted solution]

If it were me, I would probably use an External Dataset on the keyword, and then build a small WorkView application that is basically just storing a list of the IDs to update.

If you don't own WorkView, then my next option would be to create an Autofill keyword set; not to actually autofill something, just using those tables to store the list. You could give the users rights to update the Autofill if you are comfortable with that, or if not, make a Form where they can type the number into a field and then have Workflow create an autofill record from it.

Anyway, the key here is to just get this list into an OnBase DB table, where you can then you can do a SQL query in the External Dataset to pull the values into the keyword.

[Elizabeth_Owens]

Thanks a lot Sean, Scott and Cory!!! I will try with the unity form and an external data set. We do not have Workview. Have a great day =))) Muchas Gracias =))))