Identify specific documents within a document type

[MICHAEL_DENTMAN]

We have a Document Type (Checklists) that currently holds many kinds of documents (Retail Checklists, Commercial Checklists, HR Checklists, etc.)

Using an all-in-one Document Type makes it easier for our users to index new documents, but sometimes it's difficult to find things later.   (A business owner might have several different Retail Checklists and Commercial Checklists.  The only way to find the one you want is to open each of them).

We could just create a bunch of different document types (one for each checklist) but there are limitations to that approach that we'd like to avoid. 

We're considering adding a keyword that would identify the specific kind of document within the Document Type.  (Document Type = Checklist.  KW = "Retail Checklist")  We'd use a data set so users could only select a legitimate document.

Are there any foreseeable issues with this approach?

Would it be better to create pile of document types (one per checklist)?

Is there another way to accomplish this?

Thanks

[Kirk_Sumpter]

My opinion, I think it really boils down to your business need.  The first thing I would consider for using separate document types for each checklist would be access related...if the different checklists are not used by ALL users, then maybe it might work better to separate them.  For example, if only HR personnel need access to the HR checklists, then maybe it might make more sense to make separate doc types and control access.  If all users need access to all checklists, then it might make sense to pursue a keyword solution....

Because we have a similar use case we have implemented a cascading data set for a "Sub-Doc Type". It's implemented via two keywords, Sub Doc Type Filter, and Sub Doc Type, the Filter is the parent value in the cascading data set, and the Sub-DocType is the child.  This allows us to use these same keywords and configuration over numerous use cases for very different doc types and uses, while providing more granular classification with doc types where needed.

Hope that helps a bit.

[MICHAEL_DENTMAN]

Thanks for your feedback.  We were also considering a cascading data set, much like you've described.  I'm glad to hear that other OnBase users have been able to actually put that kind of a structure into operation.

[Larissa_Armand]

Two other things that come to mind: 

1. Are you adding keyword values to your auto-name string/document name? If you have some existing values you could do that to help identify documents without opening them. If you add further keyword values I'd suggest adding to the document name. 

2. If you have workflow, you could allow users to still import to one document type then change to another document type based on keyword values, manual review, etc.

[MICHAEL_DENTMAN]

Thanks for the feedback.  We decided to add a KW (Doc Type Name) to about 60 document types.  These KW's are configured with a default value, so users don't have to enter them.  (Users can change the Doc Type Name if they want - but they would generally only do that if they needed to re-index the document to a different document type).  We also added a new, optional KW (Document) to these documents.  These two new KW's are connected with a cascading data set.  Users can choose the appropriate Document from a drop-down, based on the Doc Type Name KW value - or they can leave it blank.

The people using these documents often look up the information using pre-configured file cabinets and folders (instead of custom queries or retrievals), so we've added folder filters to display the Document KW, so users can get a better idea about what's in the document without having to open it. 

Your idea about the Workflow is very clever.  Most of our users don't have the re-index ability, so they can't change the doc types (they have to send a request elsewhere if they accidentally put something under the wrong doc type).  As you've suggested - we may be able to set up a workflow that could help automate some of the re-indexing process using the Doc Type Name KW to drive the changes.