Content Manager 25.1 Content Manager

# Records shortcut menu

Right-click a record for the following commands. The functions available to you depend on the type of record that it is, the way your Content Manager administrator has set up the system, and your access permissions.

NOTE: The following record shortcut menu options will not be available for Manage in Place records:

- Edit

- Check Out

- Checkout to OneDrive

- Electronic

  - Signature

  - Promote Previous Revision

  - Remove Document

  - Remove Previous Revision

  - Exposed Records and others

  - Annotate

  - Continue Redaction

  - Hash Check

  - Hash Calculate

- Document Review/Authorization

Tag All

Tags all records in the active window.

A check mark appears next to each record.
You can also tag individual records by clicking in the tag column.

Untag All

Removes the tags from all records in the active window.

The tags beside all records disappear.
You can also remove tags from individual records by clicking in the tag column.

Invert All Tags

Swaps around the tagged and untagged items

New

- New Record - creates a new record.

  See Creating records.

- New Client Record - creates a new client record using the feature Clients and Matters Legal Structure.

  See Creating records.

- New Record Relating To A Matter - available when clicking matter records - creates a new record relating to the matter using the feature Clients and Matters Legal Structure.

  See Creating records.

- Copy Record - copies a record so that you can modify certain details and make it a unique record.

  See Copying records.

- New Part - creates a new part for a record.

  See New Part.

- New Version - creates a new version of an attached electronic document.

  See Creating versions.

- New Redaction - creates a new redaction of the selected document.

  See Creating redactions from electronic documents.

- New Annotation - creates a new redaction of the selected document.

  See Annotate electronic documents.

Search

- Refine Search - refine your search results by adding further criteria or sorting and filtering options.

  See Refining searches.

- Open Saved Search - displays your list of saved searches.

  See Saved searches.

- Search History - displays the Select from Browse Record search history dialogue listing the Search Executed events.
  See Search History.
- Trays - to display the content of your record trays. See Trays.
- Request processing - to apply a 'latest' filter to the search results, click and select from:
  - None - this will display the records that match the search results
  - Show Latest Part Instead - for any records in the search results that have parts, the latest part will be displayed in the results list.
  - Show Latest Version Instead - for any records in the search results that have version, the latest version will be displayed in the results list.
- Go Back - navigate back to the previous search results.

  Only available when you have navigated to or refined the search.

  You can also access this function by using the ALT+LEFT ARROW buttons.

- Go Forward - navigate forward to any search results you have gone back from.

  This function can also be accessed by using the ALT+RIGHT ARROW buttons.

- Go To Search - navigate to a previous search results.

  This function is different from the Go Back function as it presents you with a list of previous search results from the current Results window for you to select which results you want to see.

- Refresh Search - runs the search again.

  See Refreshing searches.

- Count - count the records displayed in the current search results list.

  See Count.

- Save Search As - save your search criteria with a different name and/or criteria.

  For example, if you have opened a saved search and want to change the details and save as a different saved search.

Navigation

When you have performed a search, the right-click Navigation menu enables you to view items that are related to or associated with the currently selected item. See Right-click Navigation menu.

View

It depends on the record what happens when you use View:

- When the record has an electronic document attached, then the electronic document appears.

  See Viewing electronic documents.

- When the record is not a container and does not have electronic documents attached, then the record Properties dialogue box appears.

  See Record Properties.

- When the record is a container, then the list of records in the container appears.

  See Setting or changing containers.

Edit

The record right-click Edit command checks out the record to Offline Records and opens the electronic document for editing.

NOTE: This option is only available for a single record, multiple records cannot be selected and edited.

When using the Edit option, the Content Manager Office integration options such as Check In, Make Final, Check In on Close and Records Properties, will have the same behaviour as they do when you open a record from within the CM integrated Office application, see MS Office integrated with Content Manager for additional information.

IMPORTANT: This behaviour will only be available if the Content Manager Office integration is not configured to use the Web Client, see Integration Options

Check Out

Check Out gives you the choice to either:

- Check out the record to Offline Records

-- or --

- Check out the record and save the electronic document to a folder of your choice.

For related information, see Checking out or extracting electronic documents.

Check Out to OneDrive

Check Out to OneDrive enables you to check out an electronic document from Content Manager to your OneDrive.

For related information, see Checking out to OneDrive or Google Drive.

Check Out to Google Drive

Check Out to Google Drive enables you to check out an electronic document from Content Manager to your Google Drive.

For related information, see Checking out to OneDrive or Google Drive.

Check In

Check In checks in the checked out record or electronic document or attach an electronic document to a record.

For related information, see Attaching electronic documents to records and Checking in checked out electronic documents.

Supercopy

Supercopy copies the electronic document from Content Manager to Offline Records or a folder of your choice:

1. Right-click a record with an electronic document attached and select Supercopy

   The Supercopy Document dialogue box appears.

2. Extract to - choose from:

   - Offline Records - you will be able to access a copy of this original document in your Offline Records
   - Local File, as - select and choose a folder to save the Supercopy locally or on the network
   - Copy the destination path to the clipboard - select this option to copy the document to the clipboard which enables you to paste the document into a Windows Explorer folder, or as an email attachment etc.
   - Extract renditions - extract rendition(s) from the selected record.
     - Extract renditions with the extension of - type the file extension(s) of the Rendition to be extracted. Multiple rendition types can be extracted by separating the file extension with a space, e.g. pdf tiff
     - Extract renditions to - browse to and select the path where the rendition will be saved to.
3. Always Show This Dialogue - clear to hide this dialogue the next time you make a Supercopy

   If your last choice was:

   - Local File, as, a Save As dialogue box appears for you to choose a folder to save the supercopy to
   - Offline Records, the record will be checked out to Offline Records

   To turn the dialogue box back on, hold SHIFT when you click Supercopy.

See Checking out or extracting electronic documents.

Details

- Title - add or edit the title of a record.
  See Modifying record titles
- Notes - add or edit notes attached to records.

  See Notes.

- Classification - attach a Classification to a record.

  See Using Classifications.

- Thesaurus Terms - attach keywords and other Thesaurus terms to records.

- Attach Thesaurus Terms
- Detach Thesaurus Terms
- Browse Thesaurus Terms

See Using the Thesaurus.

- Relationships - relate records to one another.

- Add Relationships
- Remove Relationships
- Browse Relationships

See Relating records.

- Update Parts - only available for record parts. Enables users to modify the details of all records in sequence of parts.

  See Update parts.

Security and Audit

- Security/Access - to set access permissions for the record or edit security levels or caveats on records.

  See Security/Access command.

- Exclusions - for matter records, to exclude specific Locations from accessing the matter.

  See Working with client and matter records.

- View Rights - displays the security details like permissions and Access Controls for the record and the current user.

  See View Rights command.

- Active Audit Events - to view the movement history or any other events or functions that have been performed on the record.

  See Viewing active audit events for a record.

Locations

Use the Locations menu to view or change the Content Manager Location about information for the record:

- Container - to add the record to a container.

  See Setting or changing containers.

- Series - to attach the record to a series record.

  See Relating series records.

- Assignee - the record's Assignee Location.

  See Modifying record Locations.

- Home - the record's Home Location.

  See Modifying record Locations.

- Owner - the record's Owner Location.

  See Modifying record Locations.

- Attach Contact - to attach Contact Locations to the record.

  See Attaching a Contact.

- Remove Contact - to remove Contact Locations from the record.

  See Removing attached Contacts.

- Show Contacts - displays the Contacts attached to the record.

  See Show Contacts.

Requests

The record right-click command Requests enables you to carry out tasks related to the Content Manager feature Requests.

See Requests for more detail on these tasks.

Workflow

The record right-click command Workflow enables you to use the commands to assign Actions or a Procedure to a record or records to a Workflow:

- Initiate Workflow- see Initiating Workflows
- Complete Current Action- see Completing current Actions
- Reassign Current Action - see Reassigning Actions or Procedures
- Action/Procedure- see Attaching Actions or Procedures to records
- Show Actions/Procedures- see Viewing attached Actions or Procedures
- Show Workflows- displays any Workflows that the currently selected record is linked to
- Show Activities- displays any Workflow Activities that are linked to the currently selected record
- Show To Do Items - see To Do Items

Document Review

- Start Review - set the due date for the Reviewer, see Start Review and Authorisation
- Review Document - write comments and set review status, see Review and Authorise Document
- Start Authorisation - set the due date for the Authoriser - see Start Review and Authorisation
- Authorise Document - write comments and set authorisation status, see Review and Authorise Document
- Finalise Document - finalise the document review process, see Finalise Document
- View Comments - to view Reviewer and Authoriser comments, see View Comments
- Restart - to restart a document review, see Restart.

For more information, see Document Review.

Communications

- New Communication - to create a new communication for the currently selected record.

  The same New Communication dialogue appears on the New Record form.

- Show Communication - displays the current communications associated with the record.

For more information, see Communications.

Electronic

Electronic enables you to attach an electronic document to a record and to view or modify an existing attached electronic document:

- Promote Revision - select a document revision to promote to replace the current revision.

  See Promoting revisions.

- Final - nominate an attached electronic document version as the final version.

  See Finalising revisions.

- Remove Document - remove an attached electronic document from a record.

  See Removing attached electronic documents.

- Remove Previous Revision - remove the previous revision of the attached electronic document from a record.
  See Removing revisions.
- Signature - attach an electronic (digital) signature to an electronic document.

  See Attaching digital signatures to electronic documents.

- Continue Annotate - see Annotating electronic documents
- Print Document - print the attached electronic document.

  See Printing electronic documents.

- Compare Document - to compare the different revisions of the attached electronic document.

  See Using the document comparison tool.

- Rendering Requests - request redactable or long-term storage renditions of the selected document.

  See Request renditions.

- Continue Redaction - check out a TIF file for on-going redaction.

  See Request renditions.

- Unlink OneDrive - if a record has been created from a check in from OneDrive, via the MS Teams integration, the document is left in a Checked Out state that cannot be undone. This option allows a user to unlink the document in Teams and the document in Content Manager, leaving the document in MS Teams, and updating the document to be in a Finalised state in Content Manager. To do this, in Content Manager select the record(s) whose link is to be undone, right-click, point to Electronic and then click Unlink OneDrive. A confirmation dialog will be displayed. click OK. The document(s) will be checked into Content Manager and the Edit Status will be updated to Finalised.
- Transfer Storage - to transfer records from one document store to another, taking advantage of the tiered storage feature.

  See Tiered storage.

- Verify And Restore Compression - if you have a multi compressed document attached to a record, selecting this option verifies and restores the multi compressed document attached to a record back to the same document store.

  For this option to be available, make sure to enable Enable Verify And Restore Compression option in the System Options Storage page. See System Options Storage page.

  Right-click on the record, select Electronics > Verify And Restore Compression. It verifies whether the attached document is compressed with correct format. If the format is correct, a pop up is displayed that format is correct and no further compression is required. If not, then it restores the format to the correct format and places the record in the same compressed store. You can tag several records to verify and restore compression.

  If you have enabled Add rendition of the original document for Verify And Restore Compression option also in the System Options Storage page, then as a backup, it adds the original copy of the document as rendition.

- Hash Check - this function will extract a copy of the document from the document store, calculate a hash and then check that the calculated hash matches the hash that was stored when the document was first submitted. The function is not available if no hash was stored at the time of creation.
  See System Options Storage page.
- Hash Calculate - this function also extracts a copy of the document from the store and calculates a hash. It then does one of three things: 1) if the document didn't have a hash it stores the hash for the document; 2) if the document did have a hash, it checks it and if the check fails, the new hash is stored; 3) if the check succeeds no update is done.

  NOTE: If there are two identical documents in the store and the Hash Calculate option is selected, no warning will be displayed if the Storage System Option - Notify users when they attempt to add a document that matches as stored hash is enabled.

  See System Options Storage page.
- Revisions - this option will display the Revisions window to allow you to work with existing revisions. See Record Revisions.
- Renditions - this option will display the Select from Renditions dialogue to allow you to add or work with existing renditions. See Record Renditions.

Archiving

- Close Container - displays the Close a container dialogue box with the close options. See Closing a record.
- Retention - displays the Retention dialogue box with the record's Retention Schedule details. See Applying Retention Schedules to records.
- Review Schedule - displays the Review Schedule dialogue box to review the record's Retention Schedule details and also to deal with schedule conflicts. There is also a button to review the disposition schedule. See Reviewing a record's schedules.
- Make Inactive - to change the record disposition to Inactive. See Changing record disposition.
- Make Active - to change the record disposition to Active. See Changing record disposition.
- Disposal Suitability - determine the suitability for disposal of the selected record(s). See Disposal Suitability.
- Dispose - displays the Disposal action for selected Records dialogue box to change its disposition details. See Changing record disposition.
- Undispose - to change the record disposition from Disposed back to Inactive. See Changing record disposition.

For more information, see Communications.

Administrative Tools

Use Administrative Tools to perform complex editing and deleting functions.

See Record Administrative Tools commands.

Send To

- Mail Recipient - to send the record to an email destination
- Make Reference - to create a Content Manager reference shortcut.
- Print Report - to print the record metadata details. Nominate a report layout for printing.
- Print Document - to print the electronic document associated with the current record
- Print Merge - to select the data to send to a print merge file
- Web Publisher - to select the layout templates for generating an HTML report
- Export XML - to export the record details to an .xml file
- Favourites - adds the record to your list of favourite records
- Add To Recent Documents - adds the current record to the list of recent documents
- Add To Recent Containers - adds the selected container to the Recent Containers tray
- Add To Records Work Tray - adds the current record to your Records Work tray
- Add To User Label - displays the user labels. Select one to apply to the record.
- Recycle Bin - send the selected record(s) to the Recycle Bin. See Recycle Bin.
- Copy to Clipboard (CTRL + C) - copies the current columns of the item selected to Clipboard.

- Desktop Link - adds the Content Manager protocol handler to the clipboard. This option can be hidden by setting the System Option > Hide Copy Desktop Link. See System Options User Interface page.

  NOTE: When the desktop link is opened and the trusted protocol entry has not been added, Microsoft will display a warning. To prevent this warning from appearing, Administrator needs to make sure that the contentmanager key exists at the following registry key:

  HKEY_CURRENT_USER > Software > Policies > Microsoft > Office > Version > Common > Security > Trusted Protocols > All Applications

  Otherwise, update the above registry key for all Versions( 14.0, 15.0, and 16.0) with contentmanager key.

- Web Link - This option is only available if the Content Manager web server URL is setup in System Options and the URL format is either Content Manager Web Client or Content Manager WebDrawer.

The Copy to Clipboard, Desktop Link, and Web Link options can be enabled or disabled for specific record type. See Record Type Menu page.

Remove From

- Remove from Favourites - removes the record from your favourites
- Remove Record from Recent documents - removes the record from Recent Documents
- Remove Record from Recent Containers - removes the record from Recent Containers
- Remove Record from Records Work Tray - removes the record from the Records Work tray
- Remove from User Label - removes the record from user labels
- Recycle Bin - only available on records in the Recycle Bin - removes the record(s) from the Recycle Bin.

Properties

Click Properties to display the record's Properties dialogue box.

Here, you can modify the record's title and a number of other details.

For more information, see Record Properties and Modifying record titles.

Related information

Copyright 2008-2025 Open Text
Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Records shortcut menu