Record Type Electronic page

The Record Type Properties - Electronic page enables you to configure the electronic processing functions for the Record Type.

• No Electronic Object support for this Record Type - select for Content Manager not to enable users to attach electronic documents to records of this Record Type.

  Select this option if the Record Type will only be used for paper records, not electronic documents.

NOTE: If this option is selected, the rest of this page is disabled.

• Use a document store from the nominated document store pool - select this option to use a Document Store Pool to save records created using this Record Type to the best store from a pool of document stores. Click the KwikSelect to search for and select the Document Store Pool, or select from the recently used drop-down list.

  See Document Store Storage Pool tab and Document Pool Stores.

• Use the Nominated Document Store (below) - to specify the store the electronic items will be stored in.

  Once selected, the Store name field becomes available.

  • Store name - select the store to use for this Record Type.

    Use KwikSelect for the list of stores for the dataset.

Certain controls for how electronic records are created and maintained are included:

• Suppress Content Indexing - sets Content Manager to not index the content of any electronic documents created with this Record Type
• Allow Replace - enables users to return electronic documents, replacing existing copies of the document
• Allow Revisions - saves returned documents as new revisions, therefore retaining a historical list of all revisions of the document
• Preserve all revisions - flags all revisions as 'preserved'. This will prevent the revisions from being removed.
• Automatically declare as final once electronic document is attached - If the document store is enabled for SEC compliance then this option will be enabled, see About SEC Rule 17a-4 Compliance rules. Whenever a record is created that has a document attached, the record will be automatically finalised at the time it is saved to the database. If you attach a document to an existing record that doesn't have a document attached, then that record will be finalised. The options for creating revisions are prevented.
• When a Record is finalised, restrict document extract/print operations to users with the "Extract sensitive documents" permission - select this option to stop users from being able to extract/print documents that have been made final, unless they have the Extract sensitive documents user permission.
• Automatically create PDF rendition - select this option to automatically create a PDF rendition whenever a new document, with a suitable format, is checked into Content Manager using this Record Type.
• Automatically create OCR rendition (for tif, jpg, etc) - enable this option to automatically create an OCR rendition whenever a new document, with a suitable format, is checked into Content Manager using this Record Type.

• Records can be SharePoint List Item records - enable to manage SharePoint content. See 23.4_SharePointIntegrationInstall.pdf.
• Finalise the previous version when creating a new version - sets Content Manager to finalise the previous version automatically when a new version is created. Also enables you to choose what to do with the old revisions of the finalised previous version:
  • Purge old revisions of the finalised version - select to have Content Manager permanently delete all old revisions of the previous, finalised version, unless they have been marked for preservation from the previous version when it is finalised
  • Keep old revisions of the finalised version - select to keep all the revisions of the previous, finalized document version when it is finalised .
  • Allow the user to determine at the time - select for Content Manager to prompt the user when creating new document version to decide what to do with the old revisions of the previous, finalised version