Creating records using Classification titling
The Classification titling method creates hierarchically structured record titles.
Record Classification titles have two components:
- Title (Structured Part) - from the Classification field
- Title (Free Text Part) - typed by the user
Content Manager merges these title components when you save the record.
- From the File menu, click New
- From the list of Record Types, select the type of record you want to create and then click OK.
The New Record form for the selected Record Type appears.
- In the field Classification, click KwikSelect to select a Classification to display the Select From Classifications dialogue box showing the available plan levels.
Alternatively, type a number or word in the field and click KwikSelect.
Content Manager will display all levels that start with the number or word you typed.
If your text in this field turns red, then there is more than one Classification that starts with what you typed.
- Select the level to be in your record title and click OK.
You can create records at the levels that have an open ring binder icon
.You cannot create records at levels with a folder, globe and arrow icon
.TIP: Click the (+) signs for lower level items within the Classification hierarchy.
See Saving new records.
- If Content Manager is set to number the new record automatically and prompts you with the Confirm Number dialogue box to confirm the record number, click OK to create the record or Cancel to return to the New Record form.
If the type of record you are creating is set for manual numbering, Content Manager will prompt you with the Enter Formatted Number dialogue box to enter the number.
Enter it and click OK to create the record or Cancel to return to the New Record form.
The new record appears in a list.
- Record numbering - in the Record Type Properties dialogue, Numbering page, apart from selecting Based on Classification, entering a pattern in the Prefix and Suffix fields, e.g., KKK and GGG, also make sure to select the option Generated Number using Classification
- Classification number prefix behaviour - when the System Option - Classification page option Limit the display of Classification numbers is selected, then typing the word prefix will display the list of appropriate Classifications.
Typing the number prefix will not display the list.
If the option is not selected, then typing in the number prefix will bring up the appropriate list of Classifications, but typing the word prefix will not work.
- You can set up a Record Type to use just the Classification number but not the Classification terms - for example, you may want to create records whose numbers are taken from the Classification, but which use the free text titling method.
- The new record's security level and attached caveats will be taken from the Classification's default security level and default caveats.
If the Classification does not contain a default security level or default caveats, then the lowest available security level will be used and no caveats will be attached.
The new record will also inherit any default Access Controls from the selected Classification.
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