Creating Record Types

There are two Record Types set up by default in a new dataset - Document and Folder.

You can rename and reconfigure them to suit your requirements.

1. From the Manage ribbon, select Record Types.

   A list of all existing Record Types appears.

   You can also click New on the Home ribbon, select the Record Type tab, select the behaviour of the Record Type you want to create and click OK, for example:

   • Document
   • Folder
   • Series
   • Box

   Creating new Record Types using this method will display the same dialogue boxes as described below.

2. If you used the first method, right-click in the Record Type list pane and select New Record Type
3. Complete the required fields on each dialogue box or Record Type page

NOTE: To search for a Record Type option, on the Record Type dialog box, click in the Search field and type in a word or phrase that is in the option's caption. The list of Record Type pages will reload to display the pages that have an option that contains the searched word(s). Click on the displayed pages to find the required option. To reset the pages back to the default list, click the Clear button in the search field.

IMPORTANT: As different Record Type behaviors have different requirements, not all options will be available on the Record Type pages. Also, if a particular product Feature is not enabled and there are specific Record Type options related to that Feature, these will not be displayed on the Record Type properties pages.

Some examples:

• Basic Electronic Container and Basic Electronic Document Record Type do not have the options to set Default Home or Assignee Locations on the Defaults page, nor are the Workflow/Actions, Automatic Sub Folders and Physical LM pages available. Records created using these two Record Types cannot have Revisions created for them, and they will be finalized on creation.
• Record Types that do not support electronic documents by default, i.e. Folder (Paper Only), Client and Matter Record Types, do not have the Electronic, Metatdata Capture or Electronic LM pages available.
• The Borrowing and Containment pages are not available for Client, Matter or the two Basic Electronic Record Types.
• The two Basic Electronic Record Types and the Record Types that do not support electronic documents by default, do not have the Document Review page available.
• If the Feature Client/Matter Legal Structure is not enabled you will not be able to create Client or Matter Record Types.
• If the Feature Space Management is not enabled the option Home can be a space is not available on the Defaults page.
• Record Type General page - to set the general details.
• Record Type Menu page - to enable or hide menu options available on the right-click menu for records created using this Record Type.
• Permissions page - to set or prevent metadata changes to records created using this Record Type.
• Record Type Audit page - to set record functions that are to be audited for records within the Record Type
• Record Type Defaults page - to set the defaults
• Borrowing page - to define the borrowing period limits
• Containment page - to set the containment rules for records created using the Record Type
• Record Type Workflow/Action page - to set the Workflow and Action details
• Document Review page - to define the review and/or authorization process for records created using the Record Type
• Record Type Numbering page - to set the numbering details
• Record Type Electronic page - to set the electronic details
• Metadata Capture page - set the defaults to capture default metadata from email messages and documents created using the Record Type
• Record Type Additional Fields page - to activate Additional Field(s)
• Record Type Form page - to create the New Record form
• Record Type Access Controls page - to set the security level, caveat and Access Control details
• Record Type Notes page - information specific to the Record Type.

  This information could be instructions about use or other details regarding the Record Type

• Record Type Active page - to set the active period for the Record Type
• Automatic Sub Folders page - to define the sub folders to be created for records created using the Record Type
• Physical LM page - set the options to enable the Electronic Record Lifecycle Management behaviors.
• Electronic LM - only for records that can have electronic documents created using them - set the options to enable the Electronic Record Lifecycle Management behaviors.
4. Click OK to save.

   TIP: You can also select an existing Record Type and click Copy Record Type to create a new Record Type from an existing one.

   This can save you time when you need to create many Record Types that have only slight differences, such as the numbering pattern.

   For related information, see Creating and deleting items.

Related information