Content Manager 25.1 Content Manager

# Adding records to Holds

From a records list

1. Tag the record(s) to be added to the Hold, right-click and on the Administrative Tools menu, click Add to Hold.

   The Select from Holds window appears.

2. Select the Hold to add the record to and click OK.

   Content Manager adds the record(s) to the Hold.

NOTE: The settings in Add to Hold window is only applicable for Mange In Place records. The Add to Hold window is displayed in case you have selected Manage In Place record, tagged multiple records, or you have selected a container during Add to Hold operation.

For Manage In Place records

1. Tag the container record, right-click and on the Administrative Tools menu, click Add to Hold.

   The Add to Hold window appears.

2. For Select Holds option, either type in the name of the hold or click KwikSelect and search the hold you are looking for. Then select the hold from the list.

3. Select one of the following options:

   1. Add to hold - Only adds the record(s) to the hold.

   2. Add to Hold and Transfer Manage In Place Document to Content Manager - add records to Hold and move the documents to Content Manager. The document is removed permanently from the Manage In Place store.

   3. Add to Hold and Capture Manage In Place Document as Revision - add records to Hold and create a revision of the document in Content Manager. The document is retained in the Manage In Place store.

      The Preservation Notes is enabled with default notes in the text box. You can click in the text box and enter the required notes.

      For this revision of the document, the Preserve flag is automatically enabled with the Preservation Notes added.

   4. Processing log file - this option is enabled only if you choose to transfer the Manage In Place record to Content Manager or capture it as revision in Content Manager. Enter the path to the log file or click KwikSelect, browse and select the folder where you want the log file to be placed.
4. Click OK.

From a Hold

1. Right-click the Hold and click Add Records.

   The Add Records dialogue box appears:

   - Record query string - the Content Manager search to identify the records to add to the Hold.
     Click KwikSelect to build your search criteria. See Using the string-based search editor.
   - Tag Records - click to see the records your query identifies in the Select From Records list. You can also remove tags from records to not add them to the Hold. In the Select From Records dialogue box, click OK to confirm your changes.
   - Tagged Query Details - shows whether your tagging changed the initial group of records identified by the search
   - Add an online audit entry for each record added - enabled by default. This option will write an audit event to the online audit history when records are added to the Hold. When multiple records are added to the hold the online audit entry states The specified Records have been added to Hold 'HoldName'.
   - Add an offline audit entry for each record added - enabled by default. This option will write an audit event to the online audit history when records are added to the Hold. When multiple records are added to the hold the offline audit entry includes references to each record added to the hold.
   - Update the search criteria of the hold - enabled by default. This option will add any additional query string details as an OR query to the existing record search.
2. In the Add Records dialogue box, click OK to add the records you selected to the Hold.
   Content Manager adds the records to the Hold and displays a confirmation message with the number of records added and the total number of records in that Hold.

For Manage In Place records

1. Right-click the Hold and click Add Records.

   The Add Records dialog box appears.

2. On the General tab

   - Record query string - the Content Manager search to identify the records to add to the Hold.
     Click KwikSelect to build your search criteria. See Using the string-based search editor.
   - Tag Records - click to see the records your query identifies in the Select From Records list. You can also remove tags from records to not add them to the Hold. In the Select From Records dialog box, click OK to confirm your changes.
   - Tagged Query Details - shows whether your tagging changed the initial group of records identified by the search

   - Add an online audit entry for each record added - enabled by default. This option will write an audit event to the online audit history when records are added to the Hold. When multiple records are added to the hold the online audit entry states The specified Records have been added to Hold 'HoldName'.

   - Add an offline audit entry for each record added - enabled by default. This option will write an audit event to the online audit history when records are added to the Hold. When multiple records are added to the hold the offline audit entry includes references to each record added to the hold.
   - Update the search criteria of the hold - enabled by default. This option will add any additional query string details as an OR query to the existing record search.

3. On the Manage In Place tab

   Select one of the following options:

   1. Add Records - Only adds the record(s) to the hold.

   2. Add Records and Transfer Manage In Place Document to Content Manager - add records to Hold and move the documents to Content Manager. The document is removed permanently from the Manage In Place store.

   3. Add Records and Capture Manage In Place Document as Revision - add records to Hold and create a revision of the document in Content Manager. The document is retained in the Manage In Place store.

      The Preservation Notes is enabled with default notes in the text box. You can click in the text box and enter the required notes.

      For this revision of the document, the Preserve flag is automatically enabled with the Preservation Notes added.

   4. Processing log file - this option is enabled only if you choose to transfer the Manage In Place record to Content Manager or capture it as revision in Content Manager. Enter the path to the log file or click KwikSelect, browse and select the folder where you want the log file to be placed.
4. Click OK.

Related information

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

Topic Title: Adding records to Holds