Record Entry Form Fields

There are many different fields that can be added to a Record Entry Form, too many to describe in detail. Some examples of fields you may find, and how to use them, are:

NOTE: Web Client provides KwikSelect option when entering text into certain data entry fields. Click the KwikSelect to get the listing of available options.

IMPORTANT: A Content Manager administrator may configure record types to display placeholder and/or instructional text on the record entry form. This text may be displayed as a line of text on, or within fields, in the record entry form.

Title (Free Text Part) - The Title (Free Text Part) field is the 'unstructured' title of a record. To complete the Free text field, type in the text that best describes the content of the record.

Classification - Classification titling requires you to select a title from a predefined Classification list. The Classification provides a set of hierarchically arranged functions, subjects, or activities that describe the content of files or folders used within the organisation.

To select a Classification title, in the Classification field type in the name of the top level Classification then navigate down to the Classification title to be in your record title or click the KwikSelect to get the list of available options.

Thesaurus titling - There are two methods of creating records using a Thesaurus.

  • Thesaurus (ISO)
  • Thesaurus (Descriptor)

Thesaurus Term types

When attaching Thesaurus Terms as a record title, the types of Thesaurus Terms you can use are:

Top Term - a term that is used as the first Thesaurus Term in the record's title. All Thesaurus titled records must start with a top term.

Term - any term that is not a Top Term or a Prompt Term.

Prompt Term - enables you to add free text to the Thesaurus Term.

The Thesaurus ISO titling method creates a structured title according to a predefined hierarchical list of words known as a Thesaurus. The Thesaurus ISO titling method differs from the Thesaurus Descriptor titling method in that it uses fully structured hierarchical titling, whereas the Descriptor method enables you to select terms that are not in hierarchical sequence.

  1. To select the required Thesaurus ISO terms, in the Title (Structured Part) field, click Select Thesaurus Terms

The Thesaurus Terms dialogue appears, displaying the available top level Thesaurus Terms.

  1. Select the top term to be the first term of the record's title.

NOTE: A description of the context in which the selected term is applied is displayed above the hierarchical list of Thesaurus Terms.

  1. From the expanded narrow terms, select the second term to be in your record title.
  2. Further narrow terms will be displayed once the second term is selected, select the third level term, if required.

Depending on how your organization's Thesaurus Terms are structured, there may be more than three levels to select. Continue to select Thesaurus Terms as required.

  1. Once all terms are selected, click Add. This will add the terms in the hierarchy they were selected from.
  2. If one of the added terms is a Prompt term, when the terms are added, in the Attached terms section of the Thesaurus Terms dialogue, a prompt section will be displayed. Type in the relevant free text for the Prompt term, click Add, all selected terms will then be displayed in the Attached terms section.
  3. Click OK to add the selected Thesaurus Terms to the Title (Structured Part) field on the Record Entry Form.

If a Thesaurus Term is added by mistake, in the Attached terms section of the Thesaurus Terms dialogue, click Remove to remove an attached term. If the term that is removed has narrower terms, all terms will be removed.

To remove all Attached terms, click Clear.

The Thesaurus Descriptor titling method does not enforce a hierarchical structure on titles. Terms to be used in a title are selected from a predefined hierarchical list of words known as a Thesaurus.

The Thesaurus Descriptor titling method differs from the Thesaurus ISO titling method in that it enables you to select terms that are not in hierarchical sequence, whereas the ISO method uses fully structured hierarchical titling. You must select a top term to start the title, but all terms thereafter may be chosen in any order to be a descriptor of the top term.

  1. To select the required Thesaurus Descriptor terms, in the Title (Structured Part) field, click Select Thesaurus Terms

The Thesaurus Terms dialogue appears, displaying the available top level Thesaurus Terms.

  1. Select the top term to be the first term of the record's title, click Add.

NOTE: A description of the context in which the selected term is applied is displayed above the hierarchical list of Thesaurus Terms.

  1. Browse through the listed Thesaurus Terms and select the next required term, click Add. Repeat until all required terms are added.
  2. If one of the added terms is a Prompt term, when the terms are added, in the Attached terms section of the Thesaurus Terms dialogue, a prompt section will be displayed. Type in the relevant free text for the Prompt term, click Add, the Prompt Term and the typed free text will be added to Attached terms section.
  3. Click OK to add the selected Thesaurus Terms to the Title (Structured Part) field on the Record Entry Form.

If a Thesaurus Term is added by mistake, in the Attached terms section of the Thesaurus Terms dialogue, click Remove to remove an attached term. If the term that is removed has narrower terms, all terms will be removed.

To remove all Attached terms, click Clear.

Notes - The Notes field allows a user to type additional information about the record. To add Notes, type the additional details for the record into the Notes field.

Assignee - The Assignee is the current Location of a record.

Owner - An Owner is the Person, Organisation or Position that is responsible for the record.

Home - The Home is where the record normally is to be returned to when it is not being used.

Author - The Author is the person who wrote the document. Click the KwikSelect to get the list of available options.

Addressee - The Addressee is the person who the document is addressed to.

To complete a Location field, type in the Location name into the field and confirm the selection from the displayed list. To move through the list of Locations, you can press the DOWN or UP arrow keys on the keyboard and press Enter to confirm the selection or click the KwikSelect to get the list of available options.

NOTE: If the Location field requires a person's name, type their last name in first, then select the required name from the displayed list.

If the Location does not exist in the Content Manager database, a new Location can be added from the Record Entry Form. For details on creating a Location using the Content Manager Web Client see Creating Locations.

Date Registered - The Date Registered is the date the record was first checked in/created in Content Manager. This field defaults to today's date and time.

Date Created - The Date Created by default is the same as Date Registered.

To change the default date in a Date field, type the required date into the Date field.

To change the default time in a Date field, type the required time into the Date field after the typed date.

NOTE: The required format for dates is yyyy/mm/dd. Times can be typed in as 24 hour times or 12 hour times (using AM or PM); the required format for times is hh:mm:ss (the seconds are not mandatory).

Container - The Container is the record that this record will be placed in. For example, a document is contained within a file/folder.

To add a Container Number, if the Container Number is known, type the number into the Container field and confirm the selection from the displayed list.

If the Container Number is not known, to search for a Container, click KwikSelect . A popup window is displayed. Click the checkbox to confirm the selection. Click OK in the popup window to return to the Record Entry Form.

Enclosed - The Enclosed field is used in conjunction with the Container field, this indicates if the document is placed within the Container. To enclose this record within the Container, select Enclosed?

Security

There are 3 levels of Security in Content Manager - Security Level, Security Caveats and Access Control. If these fields are available on a Record Entry Form they can be set as follows:

Security - To apply a Security Level to a record, from the drop-down list select the required Security Level.

Active Security Caveat - To apply Security Caveat(s) to a record, click Active Security Caveats on the Active Security Caveat field and click each Caveat to be added to the record, the highlighted Caveats will be added.

To remove a Security Caveat, from the listed highlighted/selected Caveats, click those that are to be removed from the record.

Access Controls

For additional information about these Access Controls, see Access Controls for Records.

To modify a listed 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.

If a Record Type has the Attached thesaurus terms field available on the Form, there will be an Attached thesaurus terms section on record entry form.

To attach a Thesaurus Term:

  1. In the Thesaurus Term field, type in the required term.
  2. From the drop-down list, click the required term.
  3. Click Add.
  4. Repeat until all terms are added.

If the Record Type allows for Electronic Documents to be attached, this field will be displayed at the end of the Record entry form. An electronic document can be attached to a Record entry form by either dragging and dropping the document or by browsing to a document.

Drag and Drop

  1. From a Windows Explorer window, select the document to be attached to the Record.

  2. Drag the selected document to the Attach electronic document dropzone on the Record entry form.

Browse and Attach

  1. Click in the Attach electronic document dropzone on the Record entry form.

  2. Browse to the location of the file, select the document to be attached to the Record and then click Open.

Click Remove to remove the attached document. Click Cancel to cancel the operation of attaching the electronic document.

GPS Location

GPS type fields can be used to apply a global positioning system (GPS) coordinate to a record. See Set GPS Location for details.

Jurisdictions

If known, type in the Jurisdiction's short name to access a drop-down list of Jurisdictions, click the See more option to navigate through the list of Jurisdictions, or click the KwikSelect to display the Customise Jurisdiction dialogue.
Browse through the listed Jurisdictions and select the required Jurisdiction(s) to add to the record.
To select a Jurisdiction associated to a Group or Federation, click the next to the top level Jurisdiction to expand the associated Jurisdictions and select from the displayed list. Click Save.

To remove or modify selected Jurisdiction(s), in the Jurisdictions field, click the X next to the Jurisdiction name, or click the KwikSelect to display the Customise Jurisdiction dialogue, and click the X in the selected Jurisdiction's row. The Jurisdiction will become unselected, and if required new Jurisdiction(s) can be selected. Click Save.

Initiate workflow from

This field allows you to associate the record with a workflow template.

If known, select the workflow template from the displayed list.

To search for a workflow template, click the KwikSelect. A popup window is displayed. You can either type in the keyword in the text box and click search or select the workflow template from the displayed list. Click OK.

Add Communication

This function enables you to log mail without having to repeat a check in or duplicate the actual record that was sent. For this functionality to be available, the feature Registered Communications must be selected in the System Options Features page.

It is the electronic equivalent of the incoming and outgoing mail register.

For each dispatch or receipt, it enables you to capture the sender and recipient(s), as well as the date, direction, mail medium and address type.

This data is stored redundantly, rather than just as links to Location tables. This means that Content Manager retains the data at the time of the communication, regardless of changes to any of the Locations involved.

  • Date of Communication - enter the date or use the calendar to select the date of communication.

  • Communication Direction - select the direction of communication from the drop-down list. The Communication Direction are Incoming, Outgoing, or Internal.

  • Communication Medium - select the medium of the communication from the drop-down list. The Communication Medium are Post, Facsimile, Email, or Courier.

  • Location Sender/Recipients - add sender and recipients of the communication.

    To add sender or recipients, click SENDER or RECIPIENT, enter a location in the dialog or click Kwikselect and then select the location.

  • Communication Address Type - select the communication address type from the drop-down list. The address type are Street, Mailing, Email, or Facsimile.

Related Records

This option allows you to add record relationships to multiple records during record creation itself. The relationship types are Related to, Copy of, Supersedes, Attached to, Alternatively within, Redaction of, Reply to, or Annotation of.

Click ADD to add more related records. Once you add the related record(s), the details are displayed at the bottom of the record entry form. You can add any number of related records but for the optimal performance, it is recommended to have maximum of 15 records. For a particular entry, click to remove the related record.

For more details, see Related Records section in Details Options.

 

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