Creating automated part rules

  1. Click Manage on the ribbon, then click Automated Part Rules
  2. Right-click in the Automated Part Rules window and select New Automated Part Rule.

    The Automated Part Rule dialogue box appears.

    • Name - the name for the new rule
    • Event - select the event for Content Manager to use when creating a new part:
      • Close Record - closes the record without creating a new part.

        This will insert the date closed in the record's Date Closed field.

      • Close Record and Create New Part - closes the record and creates a new part
    • No Date Trigger or Trigger event using a date from the Record - select the date type that, when applied to a record, will close the record:
      • Date Created
      • Date Published
      • Date Registered
      • Date Inactive
      • Date Modified
      • Date Declared as Final
      • Additional Date Date 1 - will use the selected date Additional Field as the trigger
    • Wait - sets the time to elapse before the record will be closed after the date type is applied
    • Trigger event on - to specify a particular date for the record to be closed
    • Maximum Contents - sets the number of items that can be attached to a record before the event occurs - for example, how many documents can be attached to a file before the file is closed to a new part
    • Click OK to save the new rule

  • Copy Automated Part Rule - copies an existing rule
  • Delete - deletes an existing rule
  • Properties - to modify existing part rules
  • Notes tab - for any information specific to the selected rule
  • Access Controls tab - to set Access Controls for the rule

NOTE: The Workgroup Server must be active and configured for automated part creation for automated part rules to work. By default, the Workgroup Server checks every half hour for new parts that need to be created when they have reached or surpassed the set level, so the number of contents may exceed the set level. The option is a threshold only - users can attach more than the set level if they are doing it between the Workgroup Server checks. The options in this dialogue operate as OR conditions, which means that Content Manager will apply the option that is satisfied first to the selected record. For example, if a Fixed Date has been set as well as a Number of Contents, then whichever is reached first will be applied. If Assign Part Rule is not available, please check View Rights to see whether for example, the user has the Create New Parts permission, the Record Type allows part creation or the record is closed, etc. The Date Published and Date Declared as final fields are blank on the new part. Equally, if the new part is based on a date Additional Field, this particular field will be set to be blank on the new part. This is to prevent other parts from being created immediately based on the new part.

NOTE: A current limitation of the automated part rule setup in Content Manager is that it cannot be applied to document queue processing..