Update External Identifier

If your documents are integrated with Hyland's OnBase, you can use the Update External Identifier to create a batch that populates the external identifiers for multiple documents at once. The external identifiers are required by Hyland's OnBase. This will associate the OnBase document type that was created with the Anthology Student document.

If you would rather add external identifiers for individual documents or you need to change an identifier that has already been assigned, refer to Documents.

Use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Prerequisites

You must have:

Common - Processes - View authorization

System Administration - Processes - Update External Identifier authorization

Your institution must have configured Integration with Hyland's OnBase.

Access Method

Select the Processes tile > locate System Administration > select Update External Identifier.

Procedure to Create and Queue the Batch

Select the Process tab.

Specify the values under Selection Criteria to filter the list.

Campus Select the campus where the document is associated. If the document is configured for more than one campus, the same external identifier will be used for all the campuses where the document is associated.

DMS Provider It is read only and set to Hyland's OnBase as the software your institution is using for document integration.

Module The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on.

Select the Next button.
Anthology Student displays a list of the documents that do not have external identifiers assigned. The list does not contain documents where an identifier was already assigned manually or using this process.

Review the values in the Results grid.

Code The Code assigned to the document.

Document Name The descriptive name of the item.

Module The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on. If the list contains All, it includes all areas.

Select the Queue Update button.
In the dialog that displays the name of the batch, review or change the name and select the Queue button.

Anthology Student processes the batch and assigns the identifiers.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results and check for any exception messages.

Procedure to Review Results

Select the History tab.
Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

Review the status and values for the batches in the list.

Batch The descriptive name of the item.

Created The date when the item was created.

Duration The amount of time it took to process the job or batch.

Number of Documents Number of document with proposed updates in the batch. You have to select the batch to verify that all the documents were updated for the student.

Started The date and time when the first job within the batch started executing.

Status Indicates the status of processing for the student or item in the job. If all of the awards were successfully processed and approved, it displays Succeeded. If one or more awards were not approved, it displays Completed.

Submitted By The name of the staff member who submitted the batch for processing.

Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

Review the values in the list.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Exception Message If an external identifier could not be assigned, the reason why.

External Identifier External identifier is the document type reference received from the integrated environment (third party). For Hyland's OnBase, it associates the OnBase document type that was created for the Anthology Student document.

Name The descriptive name of the item.

Job Created The date and time when the job was added to the background job queue.

Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch.

Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

If you want to display the configuration for a specific document, you can select the link in the Name column.