Attaching electronic documents to records

The check in function enables you to attach an electronic document to an existing record.

NOTE: You can only attach electronic documents to a record if its Record Type allows electronic attachments.

  1. Search for the record you want to attach the electronic document to
  2. In the Search Results window, right-click the record and select Check In.

    The Check In Electronic Document dialogue box appears.

    • Draft In Offline Records - select to attach a document from Offline Records
    • Local File - select and type the file name and path or click Search to select one from your computer
    • View - click to view the document before attaching to confirm it is the correct document
    • Change Date Created to Document Date - checks in the electronic document with the document's creation date
    • Keep document(s) checked out after check in complete - keeps the documents checked out to you

  3. Select the Action tab to set further details of the return. See Action tab.

  4. Select the Security tab to set the Security Level and Caveats options for the document.
  5. Select Access Controls tab to set the security details of the returned document.

    NOTE: See Applying security classifications, supplemental markings and Access Controls to records for details on using the fields on the Security and Access Control tabs to add Security and Access Controls to the document being checked in.

  6. Click OK

    Content Manager will attach the electronic document to the container record you selected and save a copy in the Content Manager electronic store.

NOTE: You cannot attach electronic documents from a local folder using the right-click Check In function to a tagged group of records.

Only electronic documents that have been checked out to Offline Records can be returned using the tagged records right-click Electronic - Check In function.

When checking in an electronic document while creating a record, type file name or use KwikSelect to locate the document in your folders.

NOTE:

  • When checking in an electronic document while creating a record, your administrator has to include the DOS File Name on the New Record form.
  • You can only attach one electronic object to a record. However, a record may have multiple versions of the same electronic item attached to it.

For related information: