Working with Check In Style

Creating new Check In Styles

To create new Check In Style, perform the following:

  1. Navigate to More actions > Content Manager > Checkin Styles. The task pane lists the Check In Styles, if any.
  2. Click icon.

  3. Select a Record Type from the drop-down.

    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.

  4. Enter the form fields in General, Container, Defaults and Processing tabs. The following lists the form fields:

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

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

    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.

  5. Click Save. The newly created Check In Style will be listed in the task pane.

Viewing Check In Style properties

  1. Navigate to More actions > Content Manager > Checkin Styles.

    The list of available check in styles are displayed in the task pane.

  2. Select the Check In Style you want to view the properties and click Menu > Display Properties.

    The properties of Check In Style is displayed.

Editing Check In Style properties

To edit the Check In Style properties, perform the following:

  1. Navigate to More actions > Content Manager > Checkin Styles.

    The list of available check in styles are displayed in the task pane.

  2. Select the Check In Style you want to edit the properties and click Menu > Display Properties.

    The properties of Check In Style is displayed.

  3. Click Menu in the Properties tab and then select Edit.

    The form fields are displayed.

  4. Update the properties as needed and click Save.

    The properties of a Check In Style is updated.

Deleting Check In Style

To delete Check In Style, perform the following:

  1. Navigate to More actions > Content Manager > Checkin Styles.

  2. Perform one of the following:

    1. Click Menu > Delete .

    2. Navigate to Menu > Display Properties > Menu > Delete.

    The selected Check In Style is deleted.

Opening Check In Style in Content Manager

To open a Check In Style in Content Manager, perform the following:

  1. Navigate to More actions > Content Manager > Checkin Styles.

    The list of available check in styles are displayed in the task pane.

  2. Select the Check In Style you want to open in Content Manager and click Menu > Display Properties.

    The properties of Check In Style is displayed.

  3. Click Menu in the Properties tab and then select Properties.

    The Check In Style is opened in Content Manager.

Reset to default properties

To reset the Check In Style properties to the default, perform the following steps:

  1. Navigate to More actions > Content Manager > Checkin Styles.

    The list of available check in styles are displayed in the task pane.

  2. Select the Check In Style you want to open in Content Manager and click Menu > Display Properties.

    The properties of Check In Style is displayed.

  3. Click Menu in the Properties tab and then select Get view pane default properties.

    The properties of the Check In Style is reset to the default.