Menu options

Finalising a record

To finalise a record, perform the following:

  1. Open the record from Microsoft Office online application. For details, see Opening a document.

    The record properties are displayed in the task pane.

  2. Click icon on the Properties tab to finalise the

    NOTE: Once a record has been finalised you will not be able to open it via the Content Manager tab from MS Office applications, you will need to view it through the Content Manager Web Client or Content Manager desktop application.

Pasting the record details

You may have to use the record details, such as record number or title, in several places of your document. Using the Paste options, you can easily paste the record details or place a link to the record in the document.

To paste the record details in the document, perform the following:

  1. In the task pane, click Menu and then select Paste.

  2. Select one of the following options from the sub menu:

    • Record Tile - pastes the record title in the current document.
    • Record Number - pastes the record number in the current document.

    • Web Link (Supported on Word and Excel) - pastes a web link to the record in the current document. If you are using browser, clicking the web link will open the record in Content Manager Web Client.

      You can also paste the Web Link from Properties tab. Click icon in the Record Number field of the Properties tab.

    • Desktop Link (Supported on Word and Excel) - pastes a desktop link to the record in the current document. If you are using the desktop application, clicking the desktop link will open the record in Content Manager Desktop.

    NOTE: Use the Web Link option while working with the record using browser based Office 365 and use the Desktop Link option while working with the record using desktop Office 365.

Sending records to favorites or tray

You can add records to Favorites, Recent Documents, Records Work Tray, and/or add a User Label to the record.

To add the record, perform the following:

  1. in the Properties or Context tab, click Menu > Send To and then select one of the following:

    • Favorites - adds the record to Favorites.
    • Add to Recent Documents - adds the record to recent documents.
    • Add to Record Work Tray - adds the record to Record Work Tray.

    • Add to User Label - assign a user label to the record or you can create a user label and assign it to the record.

      The Add to User Label dialog is displayed. Enter the name of user label in the text box or click KwikSelect and select a value from the list of available user labels. Click OK.

      You can create new user label.

      Creating new User Label

      To create new User Label, perform the following:

      1. Click New User Label in the Add to User Label dialog. The New User Label dialog is displayed.
      2. Enter a name for the user label.
      3. If the new user label is at child level, check the Parent Level check box and type the user label name in the text box or click KwikSelect and select a value from the list of available user labels.
      4. Click OK.

The options for Send To will be enabled or disabled based on your selection of adding or removing the record.

Open Content Manager or Web Client to verify if the record has been added to the option you chose. In the task pane, Properties or Context tab, navigate to Menu > Open. Select Content Manager or Web Client and see that the record is added to the option you chose.

Removing records from favorites or tray

You can remove records from Favorites, Recent Documents, Records Work Tray, and/or unassign an User Label to the record.

To remove the record, perform the following:

  1. in the Properties or Context tab, click Menu > Remove From and then select one of the following:

    • Remove from Favorites - remove the current record from favorites.
    • Remove Record from Recent Documents - remove the record from recent documents.
    • Remove Record from Record Work Tray - remove the record from Record Work Tray.

    • Remove from User Label - remove the User Label from the record.

      In the Remove from User Label dialog, select the user label to disassociate from the record and click OK.

The options for Remove From will be enabled or disabled based on your selection of adding or removing the record.

Open Content Manager or Web Client to verify if the record has been added to the option you chose. In the task pane, Properties or Context tab, navigate to Menu > Open. Select Content Manager or Web Client and see that the record is added to the option you chose.

Getting view pane default properties

To reset the properties to the default, in the Properties tab, click Menu and then select Get view pane default properties.

Editing the record properties

To edit the record properties, perform the following:

  1. In the Properties tab, click Menu and then select Edit.

    The General tab is displayed in the task pane.

  2. Edit the required details, such as title, external ID, date, container, and assignee.

  3. Click Save.

    The record properties are updated.

Adding a relationship

To add relationship, perform the following:

  1. In the Properties or Context tab, navigate to Menu > Details > Add Relationships.

    A dialog box is displayed.

  2. Click KwikSelect and select the relationship from the drop-down.

    • Related To
    • Copy of
    • Supersedes
    • Attached to
    • Alternatively within
    • Redaction of
    • Reply to

  3. Select a value for record for the With record field or click KwikSelect and select the record from the list.

  4. Click OK.

NOTE: Only Record Manager/Records Co-Ordinators/Knowledge Worker can add or remove relationships.

You cannot apply same relationship to the same record twice.

Browsing a relationship

To view the relationship of a record, perform the following steps:

  1. In the Properties or Context tab, navigate to Menu > Details > Browse Relationships.

  2. All the records related to the current record is displayed with details such as Description, Related Record, and Related record title.

    To delete a particular relationship, select the record, click More option (three dots) and then click Delete Related Record.

Adding notes

To add notes, perform the following:

  1. In the Properties or Context tab, navigate to Menu > Details > Notes.

  2. Enter the notes in the text box.

    Perform one of the following:

    1. If you have Modify Records permission, you can add new notes or edit the existing notes.

      (Optional) Click User Stamp to add the day, date, time, and user name to your notes.

    2. Otherwise, you can only add new notes that appends to the existing notes. You cannot modify the existing notes.

      1. Enter the notes in the text box.

      2. Select an option where you want to place the new notes in the Place the new notes drop-down:

        • Append to existing notes - adds the new notes to the end of the existing notes.
        • Append to existing notes with new line - adds the new notes to the end of the existing notes with a new line.
        • Append to existing notes and include user stamp - adds the new notes to the end of the existing notes with user stamp.
        • Prepend existing notes - adds the new notes to the beginning of the existing notes.
        • Prepend to existing notes with new line - adds the new notes to the beginning of the existing notes with a new line.
        • Prepend to existing notes and include user stamp - adds the new notes to the beginning of the existing notes with user stamp.
      3. Click Add Notes. The new notes gets appended or prepended based on the option you chose.
  3. Click Save.