More Options

Make Final

This option enables you to make an attached electronic document the final revision. Once a document is set as Final, no more revisions can be made to the record, this includes not being able to check out the document for modification. You will only be able to extract a supercopy of the document once it has been finalised.

To finalise a record:

1. From the displayed list of records, click the record is to be made final.

2. Click More and then click Make Final.

   The Make Final dialogue appears.

3. Select from either:

   • Draft/Working document - select this option to remove the Final status from the selected record.
     this option is only available if the document has already been made final.
   • Make Final - select this option to make the record final and to keep any associated revisions.
   • Final and remove any previous Revisions - select this option to make the record final and to delete all associated previous revisions.
4. Click Save.

Make Inactive

This option enables you to make a record Inactive. Inactive records are those that are no longer active and there is generally no need to modified them further.

To make a record inactive:

1. From the displayed list of records, click the record is to be made inactive.

2. Click More and then click Make Inactive.

   The selected record is made inactive.

Make Active

To make a record active:

1. From the displayed list of records, click the record is to be made active.

2. Click More and then click Make Active.

   The selected record is made active.

Show Report

This option enables you to send selected record(s) to a Content Manager Report. See Creating  a Report for details.

Active Audit Events

The Active Audit Events option allows you to view a list of modifications, movements and security breaches for the selected record. Your Content Manager Administrator will have set up which events will be captured.

To view the Active Audit Events for a record:

1. From the displayed list of records, click the record whose events are to be viewed.

2. Click More and then click Active Audit Events.

   A new search results window is opened, listing the events for the selected record.

Working with Active Audit Events

On the listed Historical Events, you can view:

• The Location responsible for generating the event.
• The record the event was generated from.
• Create a Report for an event or tagged multiple events. See Creating  a Report for details.

Security/Access

This option allows you to set and modify security levels, caveats and Access Controls for records.

To update the Security and/or Access for a record:

1. From the displayed list of records, click the record whose events are to be viewed.

2. Click More and then click Security/Access.

   The Security/Access dialogue appears.

3. Set or modify the Security Level, Active Security Caveats and/or Access Controls as required.

4. Click OK.

Working with Security Levels

To update the Security Level on a record:

1. On the Security/Access dialogue, from the drop-down list, select the required Security Level.
2. If no other Security/Access modifications need to be made, click OK.

Working with Active Security Caveats

To apply or remove Security Caveats on a record:

1. On the Security/Access dialogue, on the Active Security Caveats field, click Active Security Caveats
2. To add new Caveats, click the Caveat name, the Caveat will become highlighted and it's name will appear in the Active Security Caveats field.
3. To remove existing Caveats, these will show as a highlighted row, click the Caveat name from the list of Caveats and it's name will be removed from the Active Security Caveats field.
4. If no other Security/Access modifications need to be made, click OK.

Working with Access Controls

Access Controls for Records

• 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 modify an Access Control, click the drop-down list for each displayed Access Control and select from:

• Public - makes the selected Access Control available to all users. This is also the default when no Access Control is applied to the item or existing controls are deleted.

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

• Custom - sets access to a defined group of users.

  Customising Access Controls

  When Custom is selected for the Access Control detail, the Customise Access Control dialogue appears.

  1. To create a customised list of Locations for the Access Control, type in a Location name and confirm the selection from the displayed list.
  2. Repeat step 1 until all required Locations are listed.
  3. Click Save.
• No Change - to leave the Access Control to the default, select No Change.

Once all Security and Access Controls are updated as required, click OK.

External links

If you have defined external links in your Content Manager, those links will be listed at the end of the More option.