Content Manager 24.4 Content Manager

# Relating records

See Viewing, editing or deleting a relationship for details on how to view, edit or remove relationships.

Relationships are useful for linking records with related information together.

Establishing relationships between records can assist people with future inquiries.

This function enables you to relate two or more records to each other.

Adding Record Relationships using the Details - Add Relationships option

This option allows you to add record relationships to multiple records.

1. Search for and select the record(s) you want to add relationships to.
2. Right-click, point to Details and then click Add Relationships.

   The Add one or more related records to selected records dialogue box appears.
   If multiple records are selected, the Apply to tagged records dialogue will be displayed first, select the required option and click OK.

3. On the Add one or more related records to selected records dialogue box:
   - Relationship Type - from the drop-down list select the type of relationship to be added.
     - Related To - creates a simple relationship between two or more records.

       This relationship is set for all selected records.

     - Copy of - creates a relationship from the original record to a temporary copy of that record.

       Select the original record and then use Relate Record to indicate the temporary copy.

     - Supersedes - creates a relationship where the selected record supersedes a previous record.

       Select the new record and then use With Record to indicate the record that is superseded.

     - Attached to - indicates that the record is an attachment of the record in the field With Record
     - Alternatively within - makes the record in the field With Record an alternative container for the record.

       This field is not displayed in the Related Records view pane field.

       To view the field, use the view pane field Alternative Containers.

     - Annotation Of - indicates the record is a annotation of the record in the field With Record
     - Redaction Of - indicates the record is a redaction of the record in the field With Record
     - Within SharePoint Site - indicates that the current record represents a SharePoint list that is part of the SharePoint site represented by the record in the field With Record
     - Reply To - indicates the record is a reply to the record in the field With Record
     - Original of - sets the current record to be the original of the record specified in the field With Record
     - Is superseded by - indicates that the record in the field With Record superseded the record
     - Has Attachment - indicates that the record is attached to the record in the field With Record
     - Alternatively contains - indicates that the record is the alternative container of the record in the field With Record
     - Was Annotated To - indicates that the record's attached electronic document was annotated to the record in the field With Record
     - Was Redacted To - indicates that the record's attached electronic document was redacted to the record in the field With Record
     - Contains SharePoint List - indicates that the current record represents a SharePoint site that contains the SharePoint list represented by the record in the field With Record
     - Has Reply - indicates the record in the field With Record is a reply to the current record
     - Latest Volume Of - sets the current record as the next volume in a record that consists of volumes - i.e. creates a sequential relationship between the selected records.

       The record specified in the field With Record will become the previous volume of the current record and will have the First volume of relationship type.

       If you make the record a Later volume of a record that consists of volumes, it will just be a relationship and therefore, no record or volume numbers will be updated.

       NOTE: This relationship is available even if the Record Type does not allow new volumes.

     - Latest Version Of - sets the current record as the last version of the record in the field With Record.

       The record specified in the field With Record will become an earlier version of the current record.

       NOTE: This relationship is available even if New Versions is unselected in the Menu page of the Record Type Properties.

1. Click Add Related Records (). The Select from Records dialogue box is displayed.
2. Search for and select the record(s) to be added to the record relationship and then click OK.
   Depending on the type of relationship selected, you maybe able to select multiple records at this stage.
3. If different Relationship Types are to be added, repeat Steps 4 and 5 until all relationships are added.

   NOTE: The same records can be related multiple times using different Relationship Types.

4. Click OK

- With Record - use this option to quickly relate the record to another single record - type in the record number or click KwikSelect to search for and select a record to create a relationship with

Before the new record relationships are saved, the type of relationship can be modified on the Relate Records To dialogue box.

1. From the list of records to relate select the record relationship(s) to be changed and click Display Properties (). The Change relationship type dialogue box is displayed.
2. From the Relationship Type drop-down list, select the new relationship type to be associated with the selected record(s).
3. Click OK.

To delete record relationships before they're saved, on the Relate Records To dialogue box, select the record relationship(s) to be removed and click Remove ().

Adding Record Relationships using the Details - Browse Relationships option

This option allows you to add record relationships to a single record.

1. Search for and select the record you want to add relationships to.
2. Right-click the record, point to Details and then click Browse Relationships.

   The Maintain Related Records dialogue box appears.

3. In the Maintain Related Records list, right-click and click Add Related Record.
   The Add Related Record dialogue box appears.

4. See the details described for the Add one or more related records to selected records dialogue box for details on how to add relationships.
5. When all record relationships are added, click OK to return to the Maintain Related Records dialogue where the new relationships, as well as any existing relationships are listed. Click OK to save changes.

New record relationships can also be added to a record via the record Properties - Related Records page.

Related information

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: Relating records