Creating series records

A series is a record that describes a collection of records with a common originating source, for example, Human Resources or Aquatic Animals.

You can associate individual records with a series.

You can use the series function in different ways:

  • Create a series before checking in records related to that series.

    For example, you could create a series called Files from the Dungeon as a reference to files that are yet to be checked in to Content Manager, which indicates that they exist, although not yet in electronic form.

  • Create a series after records have been checked in to Content Manager
  1. Create a new Record Type with behaviour type Series selected on the General page.

    Any records users create using this Record Type can be used as series records.

  2. Create a new record using the Series Record Type and note its record number.

    This is your series record.

  3. Create a second new Record Type and on the General page, select Records should be placed within a Series
  4. In the Default Series field, type the number of the record you created in the previous step.

    This default will appear in the Series Record field on the New Record form.

    When a user creates a record using this second Record Type, and there is no default series, they have to type a series number or search for a series record number.

  5. Create a record using this second Record Type.

    In the Series Record field, you now have to specify a series record.

    Use the record number you noted earlier.

  6. Add the Series Record field to the view pane and select the record you just created that to see its series record number in the field

    NOTE: A series record with a record related to it does not list the record in its Related Record field. This is because in Content Manager, relationships are cached in memory. Caching the entire contents of a series would be detrimental to the performance of the system. The Related Records field shows the basic relationship types.