System Options Classification page

The Classification page enables you to determine the behaviour of the Classification plan within Content Manager.

When using Classifications:

  • Limit the display of classification numbers - hide the Classification number component for any records created using the Classification and users will only see the Classification title, not the Classification number.

    The Classification number will not appear in the user's Classifications window - Column or Column Preferences list or the user's view pane when the Classification is selected.

  • Classifications need to go through an approval process before being put into use - select so that Classifications do not become available for assigning to records unless they have been approved by an authorised user.

    See Classification General page.

  • Bypass any record type restriction for paper folders - on a classification, you can specify a list of record types which are the only valid record types that can be used with this classification. But if a record type is paper only (no electronic documents), and you want to be able to select any classification irrespective of the only valid record type list, then enable this option.
  • Cascade classifications from containers to their contents - select so that when a classification is attached to a record, all the contents of that record will also be allocated to that classification (and so on recursively). Likewise if the classification is changed on a record, the change gets applied to all the contents recursively.

    • NOTE: Since this option means that records at all levels of the hierarchy will have the classification, the classification browser could become very cluttered. To fix this, when displaying the records immediately below a classification, if Cascade classifications from containers to their contents is turned on, only those records that belong to the classification AND have no container will be displayed immediately below the classification.

    When this option is enabled:

    • when a record is contained within a Container the Classification field will be read-only on the record properties dialogue box
    • when a record has a Classification assigned the Retention schedule field will be read-only on the record properties dialogue box
    • when changing the Classification on a record via the right-click Details - Classification option, the Upgrade retention schedule to match new classification option is hidden on the Classifications dialogue box
    • when a record is contained within a Container the right-click Details - Classification option will not be available for the contained records. It will only be available at the top-level Container level.
    • you will not be able to modify the Retention Schedule of a record via the right-click Archiving - Retention option, the Modify retention settings option will be inactive on the Retention Details dialogue box
  • When the schedule on a classification changes, make the same change to the records - select so when a Retention Schedule is changed on a Classification, all records attached to that Classification that also had the original default Retention Schedule will be Content Manager updated to have the new Retention Schedule.
  • When creating new records, use the default access control from the record type if no default is set on the classification - if this option is enabled when creating a new record, and the record has a Classification, if the Classification's default Record Access Controls have a Copy Style to set the record access control based on "container", "Owner" or "copy from the nominated locations", then the record's access control will be set to match the default. If the Classification's default Record Access Controls have a Copy Style that is set to "by reference" or there is no default, the record's access control will be applied from the Record Type defaults.

    Auto-Classification Settings

  • When auto-classifying a record, store details on a log file - when using the feature Auto-Classification, select to write details about the auto-classification process in a log file. By default, the log file is written to C:\Micro Focus Content Manager\ServerLocalData\TRIM\<DBID>\Log\StoredAutoClassifyDetails.log See Auto-Classification.
  • Classification to hold records that failed auto-classification attempt - Nominate the Content Manager classification that will hold the records that fail auto-classification from the content index engine. Reasons for possible failure are explained in Auto-Classification.

Hide a classification from classification lists when:

  • User has a lower security profile than the classification - select to hide classification(s) from users who have a lower security level than the classification(s).
  • User does not satisfy the 'Can Use' access control for the classification - select to hide classification(s) from users who are not a part of the classification's 'Can Use' access control.
  • User does not satisfy the 'View Metadata' access control in the default record access control list for the classification - select to hide classification(s) from users who are not a part of the classification's 'View Metadata' access control in the default record access control list.