Record Type General page

On the Record Type Properties - General page, you can enter the following details:

• Name - the Record Type name.

  The name of each Record Type must be unique.

  This name will be visible to all its users.

  Behaves Like - category of the Record Type.

  A category helps with filtering search results by Record Type; i.e. you can filter a search by all Record Types of a category, rather than having to select each Record Type individually.

  See Record Type behaviour.

• Records must belong to a Matter - makes this Record Type available to create records in matter records

• Icon - select one for the new Record Type
• External DMS System - only applicable to Record Types with the behaviours of External DMS Folder and External DMS Document - from the drop-down list, select the name of the External DMS System the record type will be connected to.
  

  NOTE: An additional 4 External DMS System options an be added to this list via the Edit Caption option. Using the Record Type object, search for Custom and apply a Custom Caption to the List Item - Custom N of External DMS System items.

• Sort Order - type characters in this field to set the sorting order of Record Types within the list of Record Types, for example, a, b, c etc.

  Type up to four characters per item.

  Setting a sort order can be helpful when there are large numbers of Record Types.

  NOTE: If you leave this field blank, Content Manager will sort the Record Types alphabetically by the Record Type name.
  If two Record Types have the same sort order they will be sorted by the Record Type name.
  

• Titling Method - mandatory - will set the default titling method for this Record Type:
  • Free Text - users create their own record titles
  • Classification - users create record titles according to a Classification plan, a subject hierarchical Classification system.
  • Thesaurus - ISO - users create titles according to a hierarchical word list of standard terms.

    The titling options will be restricted by the structure of that Thesaurus.

    NOTE: This option means that the Thesaurus conforms to the International Standards Organisation (ISO) standard.

  • Thesaurus - Descriptor - users create titles using the word list of standard terms.

    It is different from the ISO option in that you are not restricted by the structure of the Thesaurus; you can select any words - descriptors - you like within the Thesaurus after selecting your top term.

  • Client - users create titles using a Location.

    This will insert the Location name at the start of the title.

  • From Client Or Matter - for matter records when using the feature Clients and Matters Legal Structure. Users create titles using a Client Location or a matter or both, which appear at the start of the record title.

  NOTE:

  • When you modify a Record Type's titling method to one where you need to select the title from a predefined list - for example, Thesaurus or Classification - after a record is created and that record did not have anything in the required field, then no other properties for that record are available until you either:
    • enter something in the required field

      -- or --

    • set the titling method to what it was before.

    This is due to the dynamic relationship between Record Types and their records.

  • Modifying a Record Type's titling method changes all record titles of existing records created with the Record Type and Content Manager displays a message box asking you to confirm the change.
  • When you change a Record Type's titling method from Classification to another method when the numbering pattern is also Based on Classification, Content Manager keeps the Classification field mandatory on the New Record form for numbering.

    To be able to make Classification optional or remove it from the New Record form, remove the numbering pattern Based on Classification first.

• Allow Blank Free Text Title - select to allow users to leave the Title field free text component blank.

  This is for those titling methods that use preset title parts, for example, Thesaurus, Classification or Client Location titling methods.

• Hide Free Text Title On Data Entry Form - select to hide the Free Text Title field to users.

  Only becomes available when you have selected the previous option.

• Behaviour for Duplicate Titles - sets the rules used for checking for duplicate titles when users are saving new records:
  • Ignore - ignores any duplicate titles in the dataset
  • Display Warning - displays a warning when there are duplicate titles in the dataset
  • Prevent - stops the new record being created until the user specifies a new title that is not a duplicate of an already existing record.
    For administrators

    Content Manager only checks for duplicate titles after the record's indexing event has been processed.

• Starting Classification - sets a default Classification term that will appear when a user chooses to attach a Classification to a record.

  If the Record Type is using Classification titling, the selected Classification will appear in the tile when users create new records with this Record Type.

  If the Record Type is not using Classification titling, the selected Classification will appear when users attach a Classification to a record.

• All Records must be within this Classification - select to force users to create records within a specified default Classification.

  This option is only available when you have selected something in Starting Classification.

• Behaviour for handling more secure contents - sets the rules Content Manager will use when users enclose records (documents) of this Record Type in a container with a lower security level:
  • Ignore - Content Manager will ignore any security level differences

    NOTE: If you have set Content Manager to use large folders and this Record Type is likely to be used for large folders, this option is recommended. See also the relevant section in Large folders.

  • Display Warning - Content Manager will display a warning message
  • Display Warning, Upgrade Container Security - Content Manager will display a warning and upgrade the container's security level to match the record's security level
  • Upgrade Container Security - Content Manager will upgrade the container's security level to match the record's security level
  • Prevent Document from being placed in Container - Content Manager will stop the user enclosing the record or document in the container
  • Display Warning, Update Document Security - Content Manager will display a warning and update the document's security level to match the container's security level
  • Update Document Security - Content Manager will update the document's security level to match the container's security level.

    NOTE: This option only applies if you are using the record as container. Any document that is contained in the records will inherit these behaviours.

• Behaviour for handling less secure contents - sets the rules Content Manager will use when users enclose records (documents) of this Record Type in a container with a higher security level:
  • Ignore - Content Manager will ignore any security level differences
  • Display Warning - Content Manager will display a warning message
  • Prevent Document from being placed in container - Content Manager will stop the user enclosing the document in the container
  • Display Warning, Update Document Security - Content Manager will display a warning and update the document's security level to match the container's security level
  • Update Document Security - Content Manager will update the document's security level to match the container's security level

    NOTE:

    • Display Warning - Content Manager will display a prompt for the user to confirm that they want to complete the task and as a reminder that, if they are using paper based records, they will need to upgrade or downgrade the container's file cover.
    • Downgrading container security - when users downgrade the security level of a container with enclosed records of equal security, Content Manager will ignore it:
      • No warning message will appear
      • No security breach will be recorded
      • The security level will be ignored

• Records should be placed within a Series - activates the Default Series field, which enables you to choose an existing series record to link to

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