Content Manager 25.1 Content Manager

# Automated part rules

The automated part rules function enables you to set default behaviour for the creation of new parts for records or folders based on certain criteria.

For example, it can be used to roll over a number of records at the start of each year or at a selected cut-off date.

This function enables you to create a new part, or just close containers based on the criteria.

Accessing automated part rules

1. From the Manage ribbon, select Automated Part Rule.

   This will display the Automated Part Rules window and display any rules that have been set up.

   See Creating automated part rules.

About automated part rules

Automated part rules can be applied to individual records or to Record Types.

Automated part rules will apply to all records created within Record Types that have a rule applied on the Record Type - Numbering page - Default Automated Part Rule field.

See Record Type Numbering page.

The Assignee Location for automatically created parts will be set to the same as the previous part.

If an automatically created part is manually deleted, Content Manager will not recreate it unless the creation trigger is met again.

For example, next year - with a date based trigger or the addition of another document for a document number based trigger.

Automatic part creation is recorded in the audit log.

NOTE: Records can only have a maximum of 999 parts. When trying to create a 1000th part of a record, Content Manager removes the automated part rules from the record and closes it - the date closed is set. Content Manager also writes this error to the application log: The maximum number of parts that can be created for a record is 999.

Accessing automated folder rules

1. From the Manage ribbon, select Automated Part Rule.

   This will display the Automated Part Rules window and display any rules that have been set up.

   See Creating automated folder rules.

Related information

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

Topic Title: Automated part rules