Trays

Trays are shortcuts to items that match certain criteria. Click a tray to see the items that Content Manager automatically associated with it.

You can access the trays from the shortcuts pane tab on the left, the Search menu or the Tray toolbar.

When an item does not fit the tray criteria any more, for example because a record is not assigned to you any more, Content Manager removes them from the tray automatically, as well.

The content of a particular tray may also appear when you start a search for a record and the tray is selected in the File - Options - Search tab, for an item under Starting point when searching.

  • Records Work Tray - displays all items you have sent here using right-click - Send To - Add To Records Work Tray
  • Records In - displays all records that are assigned to you or your default Position Location. These are the records where your name or your default position is in the Assignee field.
    The Records In tray only displays records that are assigned to the user that is currently logged in. Records assigned to Home will not appear even though Home and Assignee may be the same.
    The Records In tray usually contains records that probably require some work, i.e. records that are assigned to you because they require your attention.
    However, records that have your name as Home Location probably do not require immediate attention.

    TIP: To find all the records for all the Position Locations you are a member of, refine the search and on the Options tab, select Include a person's position and Include all Locations that you belong to.

  • Records Due - displays all records with Actions due assigned to you or your Position.

    The Records Due tray will display records that meet the following criteria:

    • They have an Action with your Location in the Responsible Location field
    • The Action is due next, i.e. prior Actions have been completed
    • Records to be reviewed or authorised, see Review and Authorise Document
  • Records In or Due - displays all records that are currently in either the Records In or the Records Due tray
  • Offline Records - displays records with electronic attachments that you have checked out to Offline Records.
    See Offline Records.
  • Activities due - displays all due Workflow Activities in which you as the current user are the Assignee

    NOTE:

    • The Activities Due tray does not display Workflows with Positions as their responsible Location; it only displays Workflows assigned to Persons
    • Sub-Activities will only appear in members' Workflow Activities Due trays when the Activity is either Ready To Start or Started.

      They will not all appear at once and neither will the parent Activity.

    • Suspended Activities remain in the Assignee's Activities Due tray
    • Content Manager adds Activities that need to be authorised to the authorising Location's Activities Due tray
    • Activities that need to be authorised also remain in the Assignee's Activities Due tray

  • Documents checked out - displays the electronic documents you have checked out
  • User Labels - displays the user labels you have access to.

    Double-click a label to see the records with that label. See Working with user labels.

To open the More trays list, click

  • Scheduled Tasks Due - displays all records with a Classification attached that has a scheduled task that is due and assigned to you.

    Appears only when the Scheduled Tasks function is active.
  • To Do Items - your tasks. You can add or remove items in your To Do Items tray.
  • My Consignments - displays consignments that you are the owner of.
  • Consignment Approvals - displays all consignments that require your approval.
  • Scheduled Tasks Tray - displays all Scheduled Tasks you are the Assignee of.
  • Meetings - displays all meetings you are involved in.

You can manually add or remove records to and from your Records Work and To Do Items trays by using:

  • Right-click - Send To - Add To Records Work Tray
  • Right-click - Remove From - Remove Record From Records Work Tray

You can also add records to the Records Work tray by pasting record numbers into the Records Work Tray window. See Favourites, Recent, Trays, To Do Items for details.

Content Manager trays are also available as search methods, which enables you to combine them in advanced searches to refine a search results list.

See Trays and Labels search methods.

To show or hide the Content Manager Shortcut bar, in the View tab, in the Pane group, select the Shortcut Option to add the Shortcut Bar to the Content Manager window, or uncheck the Shortcuts option to hide it.

The Shortcut bar can be customised to hide or add 'trays. Right-click in the ribbon area and select Customise the Shortcut Bar. The Customise Shortcut Bar dialog appears.

Choose commands from - use the drop-down list to narrow the set of commands to choose from.

Customize the Pane - use this list to add, remove, rename, and reorder tabs, groups and commands.

Reset - delete all customisations and reset default settings for this program. Choose between resetting only the Shortcut bar or all customisations.

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