OnBase - Importing Supporting Documents

Supporting documents are associated with SOPs – they are referenced within the body of the SOP and both documents are cross-referenced to each other in OnBase through a matching SOP ID keyword value.

Examples of supporting document categories include: Accreditation Standard, Attestation/Certification Form, Bench/Worksheet Template, Calibration, Checklist Template, Form, Guidance, Manual, Reference Method, and Verification.

Supporting documents are imported as the “Supporting Documents_PPP” document type. This document type is intended only for static documents and templates; it is not intended for dynamic/executable files (fillable forms, forms with optional responses including surveys, files with macros).

1. Import Supporting Document
   1. Open OnBase Unity Client and log into Prod.
   2. From Home tab ribbon, click Import.
   3. Click Browse and select your supporting document.
   4. Enter Indexing Information:
      1. Document Type Group – Select Policies-Plans-Procedures (PPP)
      2. Document Type – Select Supporting Document_PPP
         • Always choose Supporting Document_PPP.
         • NEVER choose WF (System use ONLY) Supporting Document_PPP-Approval WF
      3. ​​​​​​​Keywords:
         • Keywords displayed in red are required
         • Approval process (required) – Select NONE or APPROVAL
           • If APPROVAL REQUIRED is selected, the imported document will immediately enter the Approve Supporting Document_PPP workflow for initial approval. Refer to KB article: OnBase - Approve Supporting Document_PPP Workflow.
         • Division (required)
         • Section
         • Subsection
         • Category_PPP
         • Title (required)
         • Version #
         • Effective Date
         • Last Review Date
         • Contact
         • SOP ID – Enter the exact SOP ID for the document that the supporting document is associated with a shared SOP ID keyword value accomplishes the cross-reference between the supporting document and the specificed SOP.
           • To cross-reference a given supporting doucment to multiple SOPs, double-click on the "SOP ID" prompt above the SOP ID keyword box to add additional SOP ID keyword box(es). Discretely enter as many SOP IDs as necessary.
   5. Click Import.
   6. A popup dialog box will open warning:
      1. "The value (SOP ID) already exists for the “SOP ID” keyword. Do you want to continue anyway?”
      2. Select Yes.
         • OnBase gives this warning to prevent the use of the unique SOP ID for more than one SOP document.
   7. Close the document after import.
2. Verify import and cross-reference(es) of supporting document
   1. Locate the approved SOP in OnBase.
   2. From the Document tab ribbon, click Cross References. Alternatively, you can right click on the auto-name string and select “Cross References”.
   3. Select your supporting document from the Document Information Panel.