Basic Electronic Record Types

There are two behaviors for Record Types called:

  • Basic Electronic Container
  • Basic Electronic Document

These behaviors have been designed to suit the organizational needs where a large number of records are created in, or ingested into Content Manager for disposal and governance reasons, and do not have the usual document management process requirements of other Record Types. As a result, these Record Types have reduced options associated with them.

Creating a Basic Electronic Record Type

As documented on the Creating Record Types page, depending on the type of Record Type being created, some pages and options may not be available.

For Record Types that have the behavior of either of the Basic Electronic types, the pages available are as follows, with details of the notable changes/differences:

  • Record Type General page
    • Titling Method - records created using this Record Type can only be created using Free Text or Classification Titling (Container type) or Free Text Titling only (Document type).
  • Record Type Menu page
    • There is a reduction of the number of menu options that can be enabled for records created using this Record Type.
    • The option to Allow user without Modify Records permission is not available
  • Record Type Audit page
  • Record Type Defaults page
    • No option to set default Home or Assignee
    • Records cannot be tracked during a Census
    • Records cannot have a Home that is a space
    • Default record access controls cannot have a Copy Style assigned, it can only be Referenced, that is set to specific users.
    • Default record exclusions can be assigned, but cannot be modified at the record level.
  • Record Type Numbering page
    • Record number can only be based on a number pattern or based on a container or another Record Type
    • Volumes cannot be created for records created using this Record Type.
    • Versions cannot be created for records created using this Record Type.
  • Record Type Electronic page
    • Records created using this Record Type cannot be replaced.
    • Records created using this Record Type cannot have revisions.
    • Records created using this Record Type cannot be have renditions.
    • Records created using this Record Type are finalized on creation.
  • Metadata Capture page:
    • The title of a email can be obtained from it's metadata.
    • The title of a document can be obtained form it's metadata.
    • The Dates (Created/Modified) of a document can be obtained from it's metadata.
    • Document tags can be set as Custom Properties.
    • The Notes of a document can be obtained from it's metadata.
    • The GPS Location of a document can be obtained from it's metadata.
    • The Number of Pages of a document can be obtained from it's metadata.
  • Record Type Additional Fields page
  • Record Type Form page
    • There is a reduction of the number of fields that can be enabled for records created using this Record Type.
  • Record Type Access Controls page
  • Record Type Notes page
  • Record Type Active page
  • Electronic LM

Working with Basic Electronic records

Records that have been created using one of the Basic Electronic Record Type behaviors have a reduced number of menu options available to them. The right-click menu options that can be added are as follows:

  • Copy Link
  • New - Record
  • Search options
  • Navigation options
  • View
  • Check In
  • Supercopy
  • Reject from Consignment
  • Details:
    • Notes
    • Dates
  • Security and Audit:
    • Security/Access - excludes Access Control options
    • Copy Security/Access From
    • View Rights
    • Active Audit Events
  • Locations:
    • Container
    • Owner
  • Electronic:
    • Print Document
    • Transfer Storage
  • Archiving:
    • Close/Re-open Container
    • Retention
    • Review Schedule
    • Make Inactive
    • Disposal Suitability
    • Dispose/Undispose
  • Administrative Tools:
    • Add to Hold
    • Add Jurisdiction
    • Remove Jurisdiction
    • Delete
  • Properties
    • General
    • Electronic
    • Record jurisdictions

Records of this type cannot be 'sent to' Mail, Save References, Favorites, Added to User Labels, Recent Documents, or Work Trays.

For details on using these options, see Records shortcut menu.