Enclosing records in containers

There are several methods of enclosing records in their containers.

  • When adding the record to a container.

    See Setting or changing containers.

  • When using the dragging to contain the record.

    See Adding records to containers by dragging.

  • Enclosing the record in its allocated container at a later date
  • The option Set to Home will enclose a record in its container.

    You can put multiple tagged records into a container this way.

  1. Search for a record that you want to put into a container or whose container you want to change
  2. Right-click and select Location - Container.

    The Record Container dialogue box appears.

    Set Container To - will be available.

  3. Container Number - shows the record's container if it has already been set.

    Delete the data in this field and either type in the new number or use KwikSelect to find the new container.

  4. Select Enclose the Record Now
  5. Click OK

    The container is changed.

NOTE:

  • Container and enclosed behaviour - if a record is contained in a container on creation and the Assignee is not set, then the record automatically becomes enclosed.

    If an Assignee is set, then the record will be allocated to the container, but not enclosed.

  • Enclosed records - inherited metadata - records that are enclosed inherit the following metadata from their container:
    • Home Location
    • Assignee Location
  • Closed containers - if a container has a later part and Content Manager is configured to prevent enclosing records in closed containers, then a prompt appears for users who try to contain a record in an earlier part:

    The Record you have selected has been closed, but a later part is available. Press OK to select the latest part, else Cancel.

    The prompt message enables you to add the record to the latest part of the container automatically.

    Users of user type Administrator are exempt from this rule.

  • Destroyed containers - Content Manager prevents you from adding an active record to a destroyed container.

    For example, assume that a Box has a Retention Schedule to destroy and you set the disposition to Destroyed.

    Then you contain a record with a Retention Schedule of Archive (Keep Forever) and a disposition of Archived (Keep Forever).

    A warning informs you that you are attempting to contain a record in a container that has a current disposition of Destroyed.

    See Retention Schedules and disposal of records.

  • Archived containers - Content Manager prevents you from adding a non-archived record within an archived container.
  • Transferred containers - Content Manager prevents you from adding a non-archived record within a transferred container.