Copying records

Copying records is useful to create a record that is very similar to an existing one.

  1. Right-click the record, point to New and click Copy Record.

    -- or --

    from the Home ribbon, in the File group, click Copy Record

    The Copy Record dialogue box appears for you to select the metadata to copy to the new record.

    NOTE: Some of these fields are set by default and are unavailable on this dialog box.

    • Select All - selects all the available fields
    • Select None - clears the available fields
    • Place new record into a different container - select this option and use the recent drop-down menu, or the KwikSelect to search for, the container the newly copied record will be contained within.
    • Relate the new records to the original using the relationship type - select this option to create a relationship between the original record and the new copied records. From the drop-down list, select the relationship type that will link the records together.

      They can be related to each other as follows:

      • Related to - will create a Related to relationship between the original record and the copied record.
      • Copy of - will add a Copy of relationship to the copied record. The original record will have a relationship of Original of with the copied record.
      • Supersedes - will add a Supersedes relationship to the copied record. The original record will be Superseded by the copied record.
      • Reply to - will add a Reply to relationship to the copied record. The original record will have a relationship of Has Reply with the copied record.
    • Number of Copies - select the number of records you want to create
  2. Click OK - starts the copy process.

    The record number for the copied record is generated according to the Record Type numbering configuration of the original record's Record Type.

NOTE:

  • The Date Registered will be set to today's date.
  • When attempting to copy a record in a Space management system level, if there are not enough spaces in the level where the record is, then you cannot copy the records. You first have to remove the record from the space level, copy it and then return the original back to its space level.
  • Due to the potential complications when a record is within a container, the Assignee, Container, Home and Owner fields are copied by default. To change these details, save the new copy and modify these using the right-click Locations menu.
  • Copying record relationships - only the Related to relationship type is copied.
  • Copying record Actions:
    • By default, when a copying record, the Attached actions option is not selected. If this is selected on a copy process, the status will be remembered and it will be selected the next time a record is copied.
    • Copied actions will be set to active and the Actions are rescheduled based on the Date Registered of the copied record.
    • If a user does not have Attach Action permission the Attached actions option is disabled.

    • Reset Actions - available if Attached actions is enabled - select this option to update the Action dates to reflect the new date on the copied record. If the record Action dates are not to be changed do not select this option.