Record Entry Form Fields

TIP: Some fields and pages that can be added to a record entry form may display as disabled fields, or may not behave in the same manner as they do when using the record entry form in the Content Manager client, for example the Record Actions page.
To display the Office and Outlook integration user interface in the same look and feel as the Content Manager client, a registry key can be set. In the Registry Editor, in the path Computer\HKEY_CURRENT_USER\SOFTWARE\Micro Focus\Content Manager\OfficeAddins\ create a new String Value key called UseNativeUI and set the value to 1 (setting the value to 0 will revert back to the default Office and Outlook integration UI and behavior).

IMPORTANT: For this option to display and behave correctly, the Content Manager client components must be available on the machine the registry key is enabled. If the UseNativeUI registry key value is set to 1, and a Web Client URL is defined in the Integration options, the integration will continue to use, and display expected behavior as, the Native UI.

There are many different fields that can be added to a Record Entry Form, too many to describe in detail. Some examples of fields you may find, and how to use them, are:

Title (Free Text Part) - The Title (Free Text Part) field is the 'unstructured' title of a record. To complete the Free text field, type in the text that best describes the content of the record.

Classification - Classification titling requires you to select a title from a predefined Classification list. The Classification provides a set of hierarchically arranged functions, subjects, or activities that describe the content of files or folders used within the organization.

To select a Classification title, the Classification field drop-down list displays the recently used Classifications. Click the drop-down and click the required Classifications from the displayed list.

To search for a Classification, click the KwikSelect to display the Select from Classification dialog - select the required Classification from the displayed list, or use one of the Search options to find the required Classification. See Quick Search, Prefix Search or the Search Editor for further information. Once the Classification has been found, select it and click OK.

Notes - The Notes field allows a user to type additional information about the record. To add Notes, type the additional details for the record into the Notes field.

Assignee - The Assignee is the current Location of a record.

Owner - An Owner is the Person, Organization or Position that is responsible for the record.

Home - The Home is where the record normally is to be returned to when it is not being used.

Author - The Author is the person who wrote the document.

NOTE: If an electronic document has multiple authors attached to it, when the document is checked into Content Manager, each Author will be added as an Author type Contact on the record. The Authors that are not known Locations in Content Manager will be created as External Person type Locations.
If the Author field is on the record entry form, you can click the KwikSelect to display the Maintain Author Contacts dialog to make changes to the Authors using the before saving the document. See Attaching Contacts for details.

Addressee - The Addressee is the person who the document is addressed to.

NOTE: If an email has multiple recipients attached to it, when the document is checked into Content Manager, each recipient will be added as an Addressee type Contact on the record. The recipients that are not known Locations in Content Manager will be created as Unknown type Locations.
If the Addressee field is on the record entry form, you can click the KwikSelect to display the Maintain Addressee Contacts dialog to make changes to the Addressees using the before saving the document. See Attaching Contacts for details.

To complete a Location field, if the Location name is known, type the Name, e.g. Administration, or Last Name, e.g. Abbott, of the Location and it will be validated against the Location list. A validated Location name will turn bold.

Location type fields have a drop-down list that displays the recently used Locations. Click the drop-down and click the required Location from the displayed list.

If the Location Name is not known, to search for a Location, click the KwikSelect to display the Select from Locations dialog - select the required Locations from the displayed list, or use one of the Search options to find the required Location. See Quick Search, Prefix Search or the Search Editor for further information. Once the Location has been found, select it and click OK.

If the Location does not exist in the Content Manager database, a new Location can be added from the Record Entry Form. See Creating Locations for details on creating Locations.

Date Registered - The Date Registered is the date the record was first checked in/created in Content Manager. This field defaults to today's date and time.

Date Created - The Date Created, by default, is the same as Date Registered.

To change the default date in a Date field, type the required date into the Date field, or click the Calendar button , and navigate to, and then select, the required date.

  • To change the Month, click in the displayed current Month and Year and then select the required Month.
  • To change the Year, click in the displayed current Month and Year, click to scroll through the years, and select the required Year.

To change the default time in a Date/Time field, type the required time into the Time section.

NOTE: Times can be typed in as 24 hour times or 12 hour times (using AM or PM); the required format for times is hh:mm:ss (the seconds are not mandatory).

String based date searches, e.g. today, this year, can be selected from the Calendar dialog. Click the drop-down on the More Dates... field to select a pre-defined string date criteria.

Container - The Container is the record that this record will be placed in. For example, a document is contained within a file/folder.

To add a Container Number, if the Container Number is known, type the number into the Container field.

The Container field drop-down list displays the recently used Containers. Click the drop-down and click the required Container from the displayed list.

To search for a Container, click the KwikSelect to display the Select from Records dialog - select the required Container from the displayed list, or use one of the Search options to find the required Container. See Quick Search, Prefix Search or the Search Editor for further information. Once the Container has been found, select it and click OK.

NOTE: If multiple attachments are being checked in using a Record Type and the record entry form has the Container field available, if a Container is selected, this will automatically be populated for all the attachments being checked in as a part of the same check in process.

Other Fields

Enclosed - The Enclosed field is used in conjunction with the Container field, this indicates if the document is placed within the Container. To enclose this record within the Container, select Enclosed?

There are 3 levels of Security in Content Manager - Security Level, Security Caveats and Access Control. If Access Control page is available on a Record Entry Form they can be set as follows:

Security

There are 3 levels of Security in Content Manager - Security Level, Security Caveats and Access Control. If these fields are available on a Record Entry Form they can be set as follows:

Security - To apply a Security Level to a Record, click the KwikSelect on the Security field and the Security dialog will display. Click the Security Level drop-down list and click the required Security Level.

Active Security Caveat - To apply Security Caveat(s) to a Record, click the KwikSelect on the Security field and the Security dialog will display. Click the KwikSelect on the Active Security Caveats field, then select the required Security Caveat(s) on the displayed dialog, and then click OK.

To remove a Security Caveat, on the Security dialog, click the KwikSelect on the Active Security Caveats field, uncheck the Security Caveat(s) and then click OK.

Access Controls

NOTE: Users require the appropriate user permissions to complete particular tasks, e.g. Inquiry users will not be able to Update Record Metadata even if they are a part of the Access Control.
Users that have Administrator access or who have the Bypass all Access Controls user permissions will bypass these security restrictions.

  • View Document - determines who is allowed to view a document attached to a record and to view its - revisions and renditions.
  • View Metadata - determines who is allowed to see the record. If a user is not in this Access Control list, this record will not appear in any search the user does.
  • Update Document - determines who is allowed to check out, update and check in documents.
  • Update Record Metadata - determines which users are allowed to change the record properties, e g. title, number, etc., and perform other update tasks on a record.
  • Modify Record Access - determines whether a user can modify the Security or Access profile of a record to determine who is allowed to modify its Access Controls. To modify the Owner Location of a record, you need to be a part of this Access Control.
  • Destroy Record - determines who is allowed to mark the Disposition of a record as Destroyed.
  • Contribute Contents - determines who is allowed to add contents to the Container, regardless of the Update Record Metadata Access Control settings on the Container.

To add/modify Access Controls to a record:

  1. Select the Access Control(s) to be modified, and then select from:

Clear - this sets the Access Control to the default Unrestricted and makes the selected control available to all users.

Container - this sets the Access Control to be the same as it's Container's.

Private - sets access to the Access Control to the current user.

Bypass record type Access Controls references - select this option to convert all Access Controls inherited from the record's Record Type defaults to Unrestricted.

To add customized Locations to an Access Control:

  1. Select the Access Control(s) the customized Location(s) are to be added to.
  2. Click the KwikSelect on the Select Locations for custom Access Controls field.
  3. The Select from Locations dialog will appear.
  4. Search for, see Quick Search, Prefix Search or the Search Editor for details on searching, and select the required Locations.
  5. Click OK.
  6. On the Security/Access form, click Add from custom.
  7. If no further modifications are to be made, click OK.

NOTE: If your organization is using the Classified Security feature, it is recommended you enable the useNativeUI registry key described in the tip above to enable the required behavior for Security settings.

GPS Location

GPS type fields can be used apply a global positioning system (GPS) coordinate to a record. Click the KwikSelect and the GPS Location Browser window will appear. Search for and select the point, or mark the area, that the Location resides in. Click OK.

IMPORTANT: There is a known Internet Feature Control issue with loading the Google Maps API from Microsoft Office and Outlook. Please refer to CM23.3_Spec.pdf, Limitations and Behaviors - Desktop integration section for details of the registry key changes that can be applied to resolve the issue.

Your organization may have created additional fields for business specific information to be captured on records.

To update an Additional Field:

Depending on the type of Additional Field, you may be required to:

- Type the details directly into the field.

- Click the KwikSelect to display a list of pre-defined items from which you can select one or multiple items.

- Click the Calendar button to enter a date and/or time.

- Click the KwikSelect to display a list of Content Manager Locations from which you can select the required Location.

- Click the KwikSelect to display the GPS Location Browser window from which you can search for and select a point or mark the area to be added to the record.