Mass Updating Autoname for existing documents

[Jacob_Primus]

We have about 250 document types that we recently had to add a few new keywords to. We would also like to update the autoname string to include the new keywords, but would rather not have to go to each document type and check the box for "Rename all documents of this document type" and wait for each one.

It would be ideal if we could select all 250 document types and then just let it run (even if it does take a long time). If we have to select one document type at a time, and they each take 1-8 hours (some have a lot of documents), we would have to continually babysit it.

Does anyone know of an easier/better way of mass-updating auto name strings on a large number of document types?

Running OnBase 15

[AdamShaneHyland · Accepted solution]

Hi Jacob,

As you noticed the "Rename All Documents of This Document Type" option is on a per Document Type basis. You can use the -DTGAPPLY switch on the Config shortcut which will add the "Apply to All Document Types in Document Type Group" checkbox to the Auto-Name Configuration window (more information about this switch is in the System Admin MRG). Once the switch has been applied, the new option will allow you to apply the Auto-Name string Configuration to all Documents Types within the Document Type Group. This will reduce the number of types you would need to run the update since you would only need to run this once per Document Type Group.

NOTE, and I can't stress this enough, there are some MAJOR CONSIDERATIONS. I broke it down into three parts.

Database Backup: Make sure you have a current database backup before making this change. Should something go wrong, you will then have an option to revert to the previous configuration. Since you will be updating so many documents, it is better to be safe.

Document Type Auto-Name String Update: When you check "Apply to All Document Types in Document Type Group" checkbox option, it will apply the Auto-Name String of the selected Document Type to all Document Types within the Document Type Group. This means, that if we look at the screenshot above, ALL documents within the Document Type Group of the _ALS-Image Document Type will be updated to have the %N - %D2 - %K00001.1 Auto-Name String applied day forward. To update existing documents, you should use Workflow which I cover next. Keep in mind, that this option will ONLY work, if you have a single Auto-Name String for ALL Document Types within the Document Type Group.

Document Auto-Name String Update: I would NOT (and I stress this again NOT) use the "Rename All Documents of This Document Type" option along with the "Apply to All Document Types in Document Type Group" option. The OnBase Configuration is single threaded which means if you were to use the "Rename All Documents of This Document Type" option along with the "Apply to All Document Types in Document Type Group option", as soon as you click Save, the OnBase Configuration module will update the Auto-Name Strings of the Document Types and then process through all of the Auto-Name String updates on the documents. This change will likely take a LONG time. Based on your findings of each Document Type taking 1-8 hours, this change will lump all of those together based on the number of Documents within the Document Type Group.

The recommended option is to use Workflow. There are a number of ways to do tasks like this, but I found that a combination of DIP, Virtual E-Forms and Workflow provides the best flexibility if you have those licenses. Here is how it works and a few posts which might help (link) (link) (link);

• Create a list of Document Handles (itemnums) which need to be updated. This is best done through a SQL query since you are talking about a large number of documents.
• Create a Virtual E-Form associated with a Document Type which only has a single keyword. The keyword is the Document Handle which will allow the Virtual E-Form document to relate to an existing document in OnBase.
• Build a DIP index file with a single row for each Document Handle which will create the Virtual E-Form document in OnBase and have it enter Workflow. The Virtual E-Form will be index with the Document Handle keyword. Make sure that the work is not processed by System Work of the Workflow Queue. Only enter the documents into Workflow. Allow a Timer to do the processing.
• Create a Workflow for the Virtual E-Form Document Type which will find the related document based on the Document Handle keyword and then update the Auto-Name String by using the "Re-Index Document" action.

The advantage with this option is that it will allow you to control the flow of updates based on the DIP index file AND Workflow Timer. The DIP index file can be created to only include XXX number of Document Handles which will only import that many documents into Workflow. As well, you can schedule the updates using the Workflow Timer allowing you to only run the Timer during off peak hours as to not effect production. As well, since it is in Workflow, you would use the Unity Scheduler (or Workflow Timer Service prior to OnBase 18), to run the Timers. This service is multi-threaded and will be able to process more efficiently.

Hope this helps.