Updating Record Locations

The Location action on a record allows you to modify the Location of a record, or by using tag and task, multiple records. The available options and fields that can be updated is dependent on the type of record(s) selected and the user permissions of the currently logged in user. The following Location details of a record(s) may be available to modify:

  • Container
  • Assignee
  • Home
  • Owner
  • Contacts

To update the Location details of a record(s):

  1. From a displayed list of records, either click an individual record, or tag multiple records.
  2. Click Locations and then click the Location type to modify.

Please see Tag and Task for information about applying tasks to multiple records.

See the following for details on updating record Location properties.

  1. Click Container to contain the selected record(s) into a new Container, or to change their existing Container.

    The Set Container dialogue appears.

  2. In the Container field, type in the Container number or the title of the Container or click the KwikSelect

  3. From the displayed list, select the required Container.

  4. Select Enclosed to enclose the record(s) into the selected Container.
  5. Click Save.

  1. Click Remove from Container.

    The Remove From Container dialogue appears.

  2. In the Home field, type in new Home Location for the record(s).

  3. From the displayed list, select the required Location.
  4. Click Save.

  1. Click Set Assignee to update the current Location of the record(s).

    The Set Assignee dialog appears.

  2. By default, Set to Location will be selected.

  3. In the Set Assignee field, type in the new Assignee Location for the record(s) or click the KwikSelect
  4. From the displayed list, select the required Location.
  5. If required, in the Due for Return By field, type in, or use the Calendar to select, the date the record(s) should be returned by.
  6. If required, in the Effective from field, type in, or use the Calendar to select, the date the record location change actually occurred.
  7. Click Save.

If you want to return the record(s) to their Home Location:

  1. Select Set to Home Location.
  2. If the Home Location needs to be modified, type in new Home Location for the record(s).
  3. From the displayed list, select the required Location.
  4. If required, in the Effective from field, type in, or use the Calendar to select, the date the record location change actually occurred.
  5. Click Save.

If you want to set the Assignee to be the Requester of the record:

  1. Select Set to Earliest Requester. The details of the Requester will be displayed. If there are multiple requests for the same record, the request with the earliest date will be applied.

    NOTE: If you have multiple records tagged, the details of the Requester will not be displayed.

  2. If required, in the Due for Return By field, type in, or use the Calendar to select, the date the record(s) should be returned by.

  3. If required, in the Effective from field, type in, or use the Calendar to select, the date the record location change actually occurred.
  4. Click Save.

To set the record(s) as Missing:

  1. SelectSet as Missing.
  2. If required, in the Effective from field, type in, or use the Calendar to select, the date the record location change actually occurred.
  3. Click Save.

  1. Click Home to update the current Home Location of the record(s).

    The Set to Home Location dialogue appears.

  2. In the New Home field, type in the new Home Location for the record(s) or click the KwikSelect

  3. From the displayed list, select the required Location.
  4. Select Also set Assignee to be the new Home if the Assignee location is to be updated to be the same as the record's new Home Location.
  5. Click Save.

  1. Click Set Owner to update the current Owner Location of the record(s).

    The Set owner dialogue appears.

  2. In the Owner field, type in the new Owner Location for the record(s) or click the KwikSelect

  3. From the displayed list, select the required Location.
  4. Click Save.

NOTE: The Add Contact option is not available for multiple records.

  1. Click Add Contact to add a new Contact to a record.

    The Add Contact dialogue appears.

  2. In the Contact Name field, type in the new Contact Location for the record or click the KwikSelect

  3. From the displayed list, select the required Location.

    NOTE: If the required Location does not exist, you can create a new Location from the Add Contact dialogue.
    Click Create Location at the end of the Contact Name field and select the Location type from the displayed list. See Creating a Person Location type or Creating a Non-Person Location type for details on completing the Location creation form.
    Once the new Location has been created, complete the rest of the following steps.

  4. From the drop-down list, select the Contact Type. Select from:

    • Author - default - the author of the record, usually the person or organization who wrote the document.
    • Addressee - the person who the document is addressed to.
    • Representative - the person or organization who is a representative for the document - i.e. the person or organization who writes on behalf of another. For example, a lawyer representing a claimant.
    • Other - another type of Contact.
    • Client - the Contact that is a Client of the record.
  5. Select Make Primary Contact to make the contact the primary Contact for the record.
  6. Click Save.

NOTE: The Show Contacts option is not available for multiple records.

Click Show Contacts to display all the Contacts attached to the record.

NOTE: The Remove Contacts option is not available for multiple records.

  1. Click Remove Contacts to remove the Contacts attached to the record.

    The Remove Contacts dialogue appears.

  2. Select the Contact(s) to be removed.

  3. Click Remove.