Creating storage space top level items
Defining your storage space is a significant and important step in using the Space management function. This step requires forethought and planning.
It is only when you have determined the overall shape of your storage space - for example, how many archive boxes can be stored at your facility - that you should define the number of archive box spaces within Content Manager.
The examples used throughout this section will be archive boxes, though you can use any physical Record Type.
NOTE: You must create lower level items to make the space system active - top level items cannot be used on their own.
- Defining the top level of the storage space
- On the Manage ribbon, click Spaces.
The Spaces - top dialogue box appears.
The first time you use Space Management, the dialogue box will be empty.
- Right-click in the window and select New Top Level Item.
The New Space dialogue box appears.
The first item you will create will be the top of the storage space hierarchy.
- Space Number - by default, the first new level created has a default value of 0001
- Parent Level - by default, the new level will not have a parent level.
The description is <Top Level Space>.
- Description - by default, the new level name is Warehouse with a sequential number.
NOTE:
The field Description defaults to Warehouse 1, Warehouse 2, etc. when you are creating the Space system.
To change each level caption, right-click it and select Set Level Caption.
See Space system caption editor.
Alternatively, you can use the Search Key field to identify the levels.
Search using the Search Key field to return the appropriate Space level.
You may also want to display the Search Key field on the Space Management window.
- Administrator - select the user that will be the administrator for this Space. This user will be sent email notifications to be notified of events such as records in the Space being requested.
If this field is left blank, Content Manager looks up the hierarchy of Spaces to find a non-blank administrator. - Search Key - enter the search key for this level.
This is a key that provides an alternative method that you can use to search or refine a search.
NOTE:
- You cannot enter numbers as the first character
- Searching by the search key is only available with in the Space system using right-click Search - Refine Search
- Foreign Barcode - if you have existing barcodes you want to use with the Space management system, enter the barcode number
- Total Capacity (number of Records) - cannot be modified from the Top Level dialogue.
It can only be used by lower level items.
- Space can be used as a Holding Bay - select to use the level as a Holding Bay.
Holding Bays are temporary storage places for you to hold records until they are ready to be transferred.
- Select the Additional tab to set Additional Field details.
See Additional tab.
- Once you have completed the new Space dialogue box, click OK
- On the Manage ribbon, click Spaces.
- Define the lower levels of the storage space.
Related information