Record Type behaviour

The behaviour of a Record Type is set as a part of the Record Type creation process.

• Document - individual documents
• Folder - records that will contain documents - or other records
• Series - to link records with disparate metadata.
  For this functionality to be available, the feature Series Management must be selected in the System Options Features page.

  NOTE: You cannot change an existing Record Type from using Series behaviour to a different behaviour, as it would lead to inconsistent behaviour of the records using that Record Type.

• Box - container records, usually for archival purposes
• Folder (Paper only) - used to create paper based records, i.e. records that will have no electronic components.
• Document Template - a read only document that can be used as a blueprint or template. Note: this option only displays if the Templates And Content Blocks feature is enabled in System Options Features page. This option is for older databases that contain data from Document Assembly.
• Document Content Block - a read only clause or section of text that can be inserted into documents by end users when needed. Note: this option only displays if the Templates And Content Blocks feature is enabled in System Options Features page. This option is for older databases that contain data from Document Assembly.
• SharePoint Site - as part of the zero-footprint SharePoint integration, to create records in Content Manager that represent SharePoint sites that have items managed by CM
• SharePoint List - as part of the zero-footprint SharePoint integration, to create records in Content Manager that represent SharePoint lists or list items that are managed by CM
• Client Record - for records representing clients, when using the feature Clients and Matters Legal Structure
• Matter Record - for records representing matters, when using the feature Clients and Matters Legal Structure
• SAP Document - for SAP records created using the Content Manager SAP integration. See SAP Integration for information on the SAP Feature.
• SDM Folder - for folder records that come from Structured Data Manager. See Convert SDM Data.
• SDM Document - for document records that come from Structured Data Manager. See Convert SDM Data.
• Basic Electronic Document - for document records that are not involved in the usual document management process and that have may be being created as a part of an ingestion process and have a requirement to be more easily disposed of. These record types have a reduction in options, such as no option to define a default Home or Assignee location; unable to create revisions of documents using this record type, etc. See Basic Record Behaviors for details.
• Basic Electronic Container - for container records that are not involved in the usual document management process and that have may be being created as a part of an ingestion process and have a requirement to be more easily disposed of. These record types have a reduction in options, such as no option to define a default Home or Assignee location; unable to create revisions of documents using this record type, etc.
• External DMS Folder - records of this type can only contain documents belong to an External Document Management System.
• External DMS Document - for records that are being created as a part of an External Document Management System. Documents of this type can only be contained with External DMS Folder records.
  

  NOTE: Record Types created using the Record Types with the External DMS behaviors will have a mandatory External DMS ID field automatically added to the 'title block' on the record entry form. This field is required as a part of the disposal notification process so if records are being created outside of an origin ingestion it must be completed on creation of the record. Only users with the Records Administration (restricted) permission will be able to modify the External DMS ID field.
  The External DMS record types allow for the sending of disposal notifications to the External Document Management System, this process requires an SDK application written to allow this notification feedback to occur.

The hierarchical order for creating Record Types for a paper based office that uses electronic documents is usually as follows:

• Document in record container (folder) - document is at a lower hierarchical level than its container
• Record container in box

The Series behaviour type is not usually involved in the above hierarchical setup.

Related information