OnBase - Scanning Documents to a Locked/Managed File - What Should I Do? 

 

The following information should be used as a guide. Please confirm with your Supervisor or Area Super User before committing any changes. 

 

I am trying to index a document for a resident that moved out 6 months ago but keep getting a message like " Operation not allowed for managed folder”. - What Should I Do? 


Here are a couple of reasons why you might not be able to index documents for a resident whose file is in OnBase: 

 

    • User error – always double check that the information (HHID) you’re entering is correct.
    • Recent changes were made in TenMast and OnBase doesn’t have the new information to complete indexing. The current process is to wait 24 hours before attempting to index documents after making any Household changes in TenMast.
    • The resident has EOP and their file was closed during the records management process.

-See below for 2 examples the file you're attempting to work in is closed:


1. During indexing you will see this/similar message:


2. When you're in the File Cabinet and hover over the lock, you'll get a pop-up telling you the file is closed ("document is locked by Records Management").

 


Next Steps: 


  • Reach out to the person of contact who reopens locked/managed files for your development/department.
  • Should IT need to initiate any action, please notify us via Help Desk ticket (suggested subject line 'OnBase- Assistance with Locked/Managed folder' and we will respond to the inquiry.


Tips: 

  • Refresh your knowledge of your department's records management process to avoid adding documents after a file has been closed.