Content Manager 25.1 Content Manager

# Closing records

To close a record, select the record(s) to be closed, right-click point to Archiving and then click Close Container. The Close a Container dialogue box is displayed.

NOTE: While this option is captioned Close Container, if required, it can be used to close records other than those that are containers.

When creating a New Part to an existing record, the original part will be closed as a part of the new part creation process.

Select the required options:

- Finalise all documents within this folder - select this option to finalise all the contained documents.
- Purge older revisions for documents within this folder - where allowed, remove all revisions other than the current revision of the documents that are contained within this folder.
- Mark all contents as 'enclosed in container' - set the Enclosed flag to yes for all documents contained within this folder.
- Use a specific close date - select this option to set a specific Close date for the selected record(s). If this option is not selected the Close date will default to 'today'.
- Continue processing contents if an error occurs - select this option to ignore any errors that occur during the closing process.
- Only write errors to the log - select this option to only write the errors to the log file.

Click OK to close the record and update the contained records based on your selected options.

NOTE: When a container is enclosed, all contained items will also be closed, including any sub-folders associated with the container.

Once a record is closed, the Date Closed can be modified using the record right-click menu Details - Dates. See Dates. To re-open a record, see Re-opening records.

Additional validation has been applied to the Close functions, these are controlled by the When Closing a container System Options. See Record System Options.

Once a record has been closed either by creating a new part or by using the Close Container option, you cannot add documents and records of a lower container level to it except when you are a user of user type Administrator, Records Manager or a user with the appropriately modified permissions.

When a record is closed, the New Part is no longer available.

Content Manager allows for records to be added to closed parts depending on the system options setting and the user's permissions, but parts cannot be re-opened by users other than Administrators, to prevent the possibility that any user could mistakenly add to the part.

- Changing multiple record Date Closed fields
  - If you have tagged multiple records and some of these records are already closed, Content Manager will treat this as an error and not change the date closed for the records that were previously closed.
  - If you are only closing a single record, then you can change the closed date to any date later than the creation date of the record.
  - If you are closing multiple records, the default closed date will be today's date, however, you can change that.

Re-opening records

A closed record can be 're-opened', if required. This also applies to all the contents of the selected record(s), with an option of unfinalising all the contents. The option is only available for records that do not have a container, or whose container is in an open state.

To reopen a closed record, right click on the record(s) to be reopened, point to Archiving and click Re-open Container. The Re-open a container dialogue box is displayed.

Select the required options:

- Unfinalise documents within this folder - select this option to set the Edit State to Checked In and remove the Date Declared as Final date for the finalised documents within the container.
- Continue processing contents if an error occurs - select this option to ignore any errors that occur during the closing process.
- Only write errors to the log - select this option to only write the errors to the log file.

Click OK to re-open the record and update the contained records based on your selected options.

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Closing records