New Part
Content Manager enables the creation of multiple parts for a record.
You can create a total of 999 parts per record. If you have more than 999 parts to a record that consists of a sequence of parts, it is advisable to split or separate these into sub-files covering segments of the subject. This enables you to use more meaningful titles covering the subject and alleviates the problems of searching through multiple record parts for a particular document.
To create new parts for a record, the associated Record Type must allow the creation of new parts.
To enable this function, navigate to the Numbering page in the Record Type Properties and clear the option Record Type does not allow New Parts to be Created by selecting the other two part-numbering options.
See Record Type Numbering page.
Once this is done, any records created using this Record Type is capable of having multiple parts.
The format of the new part (number) will depend on the configuration of the Record Type the record belongs to.
- Search for the record you want to make a new part for
- Right-click it and select New - New Part.
The Create New Part dialogue box appears.
- Select the record properties that are to be copied to the new part. The Assignee, Home and Owner locations are always copied.
- Select All - selects all the available fields
- Select None - clears the available fields
- Select the Location method you want to apply to the new part:
- Locate New Part with Previous Part - puts the new part in the same Location as the previous part
- Move New Part to New Location - moves the new part to a different Location to that of the previous part.
If you select this option, specify the Location in the New Part Location field.
- Move New Part and Previous Part to New Location - moves both the new and previous parts to a different Location
- New Part Location - this field is available when you select either Move New Part to New Location or Move New Part and Previous Part to New Location.
Either type the Location or use KwikSelect to select it.
- Copy Notes - select if you want to copy the notes from the previous part to the new part
- Select the record properties that are to be copied to the new part. The Assignee, Home and Owner locations are always copied.
- Click OK.
Creating a new part will automatically set the Date closed on the part being closed.
See Dates.
NOTE:
- New Part will be unavailable if the record has already been closed to a new part or if its date closed has been set.
- To create a new part, you need the Close a Container permission
- Once a record part has been closed either by creating a new part or by setting the date closed and the system option When Placing records in a closed container is set to Prevent, you cannot add documents and records of a lower container level to it except when you are a user of user type Administrator, Records Manager or you have the appropriately modified permissions.
When you add a document to a closed part, Content Manager will, depending on the system option, prevent it or display a warning when it is being added by the administrator.
Content Manager allows an addition to closed parts - depending on the system options setting and the user's permissions - but does not allow them to be opened to prevent the possibility that any user could mistakenly add to the part, not just the administrator.
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To delete part records, the first part must be deleted first and then the parts must be deleted in sequence. That is, the first part must be deleted, then the part volume, and so on. You will not be able to delete later part s while there is an earlier part still in the Content Manager dataset. If you have a part series that is not a Container/Folder behaviour, only the first part can be added to the Recycle Bin (Containers/Folders cannot be added to the Recycle Bin).
For more information, see Modifying record numbers - Renumber Parts option for details about renumbering parts.
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