Working with Check In Style

Creating new Check In Style

Check In Style option lists all the Check In Styles you have created so far, including the ones you created in Content Manager and  Web Client. The new Check In Style(s) that you create here will reflect in Content Manager and Web Client.

To create new Check In Style, perform the following:

  1. Open server side Content Manager app and click Check In Style > New Check In Style.

    The new Check In Style form is displayed in task pane.

  2. Select the Record Type from the drop-down and complete the required fields on the form:

    If the required Record Type is not displayed, enter the Record Type name in the text box or click the KwikSelect and select from the list displayed.

    Name - mandatory field - type the name of the Check In Style.

    Style Owner - mandatory field - type in the name of the Style Owner.

    NOTE: If you do not have the correct user permissions and Access Controls to create a Check In Style on behalf of another user or group, an error will be displayed when you try to save the Check In Style.
    Making the Style Owner a Group Location will make the Check In Style available for all members of that group.

    Container - type in the title name or record number to search for the required Container. Select the required Container from the displayed list, then click OK.

    Category - type in the Category name to search for the required Category or click KwikSelect . Select the required Category from the displayed list, then click OK. If the name of the Category is unknown, type in all and select the required Category from the displayed list, and then click OK.

    The Container tab provides options for setting a default container for the record(s) created using this Check In Style, or an option to automatically find or create a container when creating a new record.

    Find or create a container when creating a new record - select this option to find or create a container for the new record. Selecting this option, displays the following configuration options:

    • Record Type for container - select the Record Type to be used when a new container is created. Either select a recently used container using the drop-down recents list, or click the KwikSelect to search for and select the required Record Type.

    • Limit container sizes - maximum content - select for Content Manager to fill a container with this number of items and then create a new container when the limit is reached.

    • Create containers for each different owner location - select for Content Manager to create a new container for each Location that is Owner on the created/imported records.

    • Create containers for each additional field value - Additional Field name - select for Content Manager to create a new container for each additional field value.

    • Create containers for different date created ranges - create new date range container for every - select for Content Manager to create containers for created/imported items whose Date Created is within a certain range and select the range to use.

    • Use a custom template for creating the container title - selecting this option allows text other than placeholder values added to the created container's title. Type in the text to be populated as the container's title. If required, click the KwikSelect to select from the available placeholders to be added to the title, for example Classification, Owner, Date Created.

    Container - select this option to use an existing container. Select the number from the drop-down list recently used containers, or click the KwikSelect to search for the container.

    Security - from the drop-down list select the required Security Level to apply to the Check In Style. This Security Level will be applied to all records created using this Style.

    Active Security Caveats - click Active Security Caveats on the Active Security Caveat field and click each Caveat to be added to the Check In Style, the highlighted Caveats will be added to the records created using this Style.

    Make Private - sets the Access Control to Private, for the user using the Check In Style.

    Finalise - the document status of the created record will be set to Final.

    Assignee - type in the name of the Location to search for the required Location. Select the required Location from the displayed list. This Location will be Assignee of the records created using this Check In Style. If the name of the Location is unknown, type in all and select the required Location from the displayed list, and then click OK.

    Set Default Author Option - From the drop-down, select an option to be set as default author.

    • No Default - default author option is set to blank.

    • Current User - default author option is set to current user.

    • Current User Unit - default author is set to the unit or organisation the current user belongs to.

    • Specified User - default author is set to the user specified in the Specific Author option.

    Specific Author - enter the specific author or click KwikSelect and select from the displayed list.

    Addressee - type in the Addressee name to whom the document is addressed to or click KwikSelect and select from the displayed list.

    Alternative Container - type in the alternative container.

    Jurisdiction - if known, type in the Jurisdiction's short name to access a drop-down list of Jurisdictions, click the See more option to navigate through the list of Jurisdictions, or click the KwikSelect to display the Customise Jurisdiction dialogue.
    Browse through the listed Jurisdictions and select the required Jurisdiction(s) to add to the Check In Style.
    To select a Jurisdiction associated to a Group or Federation, click the next to the top level Jurisdiction to expand the associated Jurisdictions and select from the displayed list.ClickSave.

    To remove or modify selected Jurisdiction(s), in the Jurisdictions field, click the X next to the Jurisdiction name, or click the KwikSelect to display the Customise Jurisdiction dialogue, and click the X in the selected Jurisdiction's row. The Jurisdiction will become unselected, and if required new Jurisdiction(s) can be selected. Click Save.

    Retention schedule - type a the name of the Retention Schedule to search for the required Retention Schedule or click KwikSelect . Select the required schedule, click OK. This selected schedule will be the default Retention Schedule on the records created using this Check In Style. If the name of the Retention Schedule is unknown, type in all and select the required schedule from the displayed list, and then click OK.

    Action - type in the name of the Record Action or click KwikSelect and selected the required action from the displayed list. This selected Record Action will be applied to records created using this Check In Style. If the name of the Record Action is unknown, type in all and select the required action from the displayed list, and then click OK.

    Template - type in the name of the Workflow Template or click KwikSelect and selected the required template from the displayed list. This selected Workflow Template will be initiated when records are created using this Check In Style. If the name of the Workflow Template is unknown, type in all and select the required template from the displayed list, and then click OK.

    Use to automatically capture email in Conversation History - select this option to automatically capture email in the conversation history.

    Use to automatically capture Calender items - select this option to capture calender items.

    Only catalog the attachments of email messages - select this option to record only the attachments.

    Email cleanup style - choose the email cleanup style from the drop-down - Permanent Delete, Move to Deleted Items, or Retain In Mail System.

    Suitable for Mobile App - select this option if the new Check In Style is suitable for Mobile App also.

  3. Click Save.

The new Check In Style is created.

Viewing Check In Style properties

To view properties of a Check In Style, perform the following:

  1. Open server side Content Manager app and click Check In Style.

    A list of Check In Styles is displayed.

  2. Select the Check In Style and click More option.

  3. Select Display Properties.

    The properties of Check In Style are displayed in task pane.

    Click Open and select Web Client or Content Manager from the drop-down to view the record in Web Client or Content Manager.

Deleting a Check In Style

To delete a Check In Style, perform the following:

  1. Open server side Content Manager app and click Check In Style.

    A list of Check In Styles is displayed.

  2. Select the Check In Style and click More option.

  3. Select Delete.

    A confirmation dialog is displayed.

  4. Click OK in the confirmation dialog.

    The selected Check In Style is deleted.

You can sort, remove a column, and add or remove a property to the displayed columns. See Filtering and sorting MS Teams content.