Update parts

The Update Parts function allows you to ensure that all parts in a sequence of parts have the same details.

Once a record belongs to a sequence of parts - a new part has been created or linked - a right-click Administrative Tools - Update Parts menu function is available.

To access the Update Parts function, right-click the record and select Administrative Tools - Update Parts.

Selecting this function will update all records in a sequence of parts to have the same metadata details.

All records in the sequence of parts will be updated with the details entered in the following steps.

IMPORTANT: If multiple parts are selected and updated, any record that is not the first part will not be updated and an error will occur. Only the first parts can be updated as a tagged update.

  1. Search for a record belonging to a sequence of parts
  2. Right-click and select Administrative Tools - Update Parts.

    The Update Parts dialogue box appears.

    • Title - type a title to modify the title of all the records in the sequence of parts. This will overwrite existing titles
    • Date Created - sets the date created for all the records in the sequence of parts
    • Priority - sets the Priority details for all records in the sequence of parts
    • Series Record - type in or KwikSelect to search for the record to set as the series record for all records in the sequence of parts
    • Record Class - type in or use the drop-down list to select the record class to apply to all records in the sequence of parts
    • Home - type in or KwikSelect to search for the Location to set as the Home Location for all records in the sequence of parts
    • Owner - type in or KwikSelect to search for the Location to set as the Owner Location for all records in the sequence of parts
    • Assignee - type in or KwikSelect to search for the Location to set as the Assignee for all records in the sequence of parts
    • Author - type in or KwikSelect to search for the Location to set as the Author for all records in the sequence of parts
    • Retention Schedule - type in or KwikSelect to search for the Retention Schedule to set for all records in the sequence of parts
    • Record Classification - type in or KwikSelect to search for the Classification to set for all records in the sequence of parts.
  3. Select the Notes tab to specify any notes to append to the existing Notes fields of all the records in the sequence of parts.

    See Notes.

  4. Select the Security tab to change the security level or to add and remove caveats from the records in the sequence of parts.
    • Set Security Level To - activates the Security Level field.

      Enter the new security level.

    • Tag any of the Security Caveats listed below that you want to add - select the caveats you want to add to all records in the sequence of parts.

      This will append the selected caveats to those already existing on the records.

    • Tag any of the Security Caveats listed below that you want to remove - select the caveats you want to remove from all records in the sequence of parts
  5. Select the Access Control tab to set or modify the Access Controls for records in the sequence of parts.
    • Set Access For - select the permission to modify for all records in the sequence of parts
    • To - sets the type of change to be applied for the selected access type:
      • No Change - does not change the selected permission
      • Clear - sets the selected permission to Unrestricted
      • Container - sets the permission to be the same as the record's container
      • Private - activates the Private field for you to enter or KwikSelect for the Location to restrict the access to
      • Custom - displays the Customise Access (Multiple) dialogue box for the options:
        • Add Locations To Access Control
        • Remove Locations From Access Control
        • Replace Current Access Control List with this list of Locations

          Select an option and use the Add and Remove buttons to create the list of Locations you want to apply the function to.

          Click OK to return to the Access Control tab where you can review your changes before applying them.

      • Behaviour with respect to Record Type access control references - sets the behaviour rules to apply to any changes:

        See Copy Style / Inheritance.

        • No Change - does not change the behaviour; Record Type reference rules will apply
        • Access controls bypass any Record Type reference - bypasses any Record Type reference rules
        • Access controls apply together with any Record Type references - applies any Access Control changes together with Record Type reference rules
  6. Click OK.