Details Options

The Notes option allows you to add additional details or information on a record. This information is usually something that cannot be captured in any of the other fields available on the record.

NOTE: The Notes option is not available for multiple records.

To add a new

  1. From the displayed list of records, click the record that the Note is to be added to.

  2. Click Details and then click Notes.

    The Notes dialogue appears.

  3. Depending on your permissions, you may have the option to select the position that the Notes are added. Select from:

    • At the Start - select this option to add the new Notes to the start, before the existing Notes.
    • At the End - select this option to add the new Notes to the end, after the existing Notes.

  4. Select Insert User Stamp to add your user name and a date/time stamp to your added Notes.

    NOTE: If the option Automatically add User Stamp when using 'Add Notes' feature is enabled in System options > Miscellaneous in Content Manager client then the user stamp is added automatically to the notes.

  5. Click Add to Notes.

Add Related Records

Building relationships between records can be useful to link related information sets together. These relationships can assist in discovery of information.

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

To relate a record with another record:

  1. From the displayed list of records, click the record that the Relationship is to be added to.

  2. Click Details and then click Add Related Records.

    The Add Related Records dialogue appears.

  3. In the Related Records field, type in the title of the record or the record number that is to related to the selected record. From the displayed list, select the required record.

  4. From the drop-down list, select the type of Relationship that is being created. Select from:

    • Related To - creates a simple relationship between two or more records.

    • Copy of - creates a relationship from the original record to a temporary copy of that record.

    • Supersedes - creates a relationship where the current record supersedes, takes place of, the selected record.
    • Attached to - indicates that the record is an attachment of the selected record.
    • Alternatively within - makes the record in the selected record an alternative container for the current record.
    • Redaction of - indicates the current record is a redaction of selected record.
    • Reply to - indicates the current record is a reply to the selected record.
  5. Click Save.

Remove Related Records

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

To remove related records from a record:

  1. From the displayed list of records, click the record that the Relationship(s) are to be removed from.

  2. Click Details and then click Remove Related Records.

    The Remove Related Records dialogue appears.

  3. Select the Relationship(s) that is to be removed from the current record.

  4. Click Remove.

Additional Fields are added to Record entry forms to allow organisations to capture data that is not captured anywhere else in Content Manager. Additional field values can be added to a record as a part of the record creation process. Values may also be added or updated after a record has been created by using the following process(es). To add or modify the Additional Fields on an individual record:

  1. From the displayed list of records, click the record that is to be updated.

  2. Click Details and then click Additional Fields.

    The Update Record Additional Fields dialogue appears.

  3. For the Additional Fields that are to be updated, if required, delete the existing value and then type in the new value(s) and/or click the KwikSelect to search for and select the new value(s) on the displayed Edit Value dialogue.

    On the Edit Value dialogue, navigate through the list of items and click the item(s) to be added as the value(s) to the Additional Field.

    TIP: If existing items are already selected and are to be removed from the Additional Field, click the X in the selected item's row to remove it from the Selected Lookup Items field.

    NOTE: For GPS type Additional Fields, click GPS Location and follow the instructions described below.

    TIP: To apply no value to the field, leave the field(s) blank.

  4. Click Save.

To add or modify values to Additional Fields on multiple records:

  1. From the displayed list of records, select the records that are to be updated.

  2. On the Records panel, click Modify Record Additional Fields.

    The Update Record Additional Fields dialogue appears.

  3. From the list of Additional Fields, click on the fields to be updated. These will move to the Selected Additional Fields list.

  4. From the list of Selected Additional Fields, type in the new value(s) and/or click the KwikSelect to search for and select the new value(s) on the displayed Edit Value dialogue.

    On the Edit Value dialogue, navigate through the list of items and click the item(s) to be added as the value(s) to the Additional Field.

    NOTE: For GPS type Additional Fields, click GPS Location and follow the instructions described below.

    TIP: To apply no value to the field, leave the field(s) blank.

  5. Click Save.

    NOTE: When updating multiple records, Content Manager applies the new value to all selected records, unless their Record Type does not have that Additional Field associated to it, in this case, no update is made to the record(s).

Using Google Maps, or other mapping solutions, users can apply a global positioning system (GPS) coordinate to a single record or to multiple records. To add or modify a GPS location to a single record:

  1. From the displayed list of records, click the record that is to be updated.

  2. Click Details and then click GPS Location

    The GPS Location dialogue appears.

  3. Click GPS Location

    The GPS Location Browser window appears.

  4. Click on the displayed map to add the GPS location marker(s). If a marker is added to an incorrect location, click on the marker to remove it.

    Map options include:

    • Start your search here - type in the location name or address. The map marker will jump to that location.
    • As Polygon - select this option to to connect the map markers on the map with a complex shape to indicate a region.
    • As Line - select this option to connect the map markers on the map with a line to indicate a region.
    • Traffic - select this option to display traffic information on the map.
    • Clear Markers - removes any markers placed on the map.

  5. Click on the displayed map to add the GPS location marker(s). If a marker is added to an incorrect location, click on the marker to remove it.

    Map options include:

    • Start your search here - type in the location name or address. The map marker will jump to that location.
    • As Polygon - select this option to to connect the map markers on the map with a complex shape to indicate a region.
    • As Line - select this option to connect the map markers on the map with a line to indicate a region.
    • Traffic - select this option to display traffic information on the map.
    • Clear Markers - removes any markers placed on the map.
  6. Click OK.
  7. On the GPS Location dialogue, click Save.

To add or modify a GPS Location for multiple records:

  1. From the displayed list of records, select the records that are to be updated.

  2. On the Records panel, click Details and from the displayed drop-down list, click GPS Location.

    The GPS Location dialogue appears.

  3. Click GPS Location

    The GPS Location Browser window appears.

  4. Click OK.
  5. On the GPS Location dialogue, click Save.
  1. From the displayed list of records, click the record that is to be updated.

  2. Click Details and then click Copy URL.

    The URL is copied to the clipboard.