Record entry form fields

The record entry form fields are displayed based on the record type you have selected. The following are some examples of the fields:

  • Title (Free Text Part) - The Title (Free Text Part) field is the 'unstructured' title of a record. Enter title that 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, enter the title in the text box or click the KwikSelect to display the list of available classifications.

  • 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. By default, it is the user who is checking in the record. To change the assignee, click the KwikSelect and choose the assignee from the list displayed.

  • Author - The Author is the person who wrote the document. You can add multiple authors for a record. Click the KwikSelect to choose the author from the list displayed or enter the name in the text box.

  • Addressee - The Addressee is the person who the document is addressed to. Enter the addressee in the text box or click the KwikSelect and choose from the list displayed.
  • Client - The location is a client of the record. Click the KwikSelect and choose from the list of available location or enter the client name in the text box.
  • Other contact - The other contact you want to associate the record with. Click the KwikSelect and choose from the list of available location or enter the contact name in the text box.
  • Representative - The person or organisation who is a representative for the document - i.e. the person or organisation who writes on behalf of another. For example, a lawyer representing a claimant. Click the KwikSelect and choose from the list of available location or enter the representative in the text box.

  • Date created - The Date created is the date on which the document was created. By default, it is the current date.

    To change the default date in the field, type the required date into the field, or click the calendar button and select the required date.

  • Date due - The Date due is the date on which the document is due for. Enter the date in the text box or select the date from the calender button.

  • External ID - The external ID for the document, if any. Enter the external ID in the text box.

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

    Enter the title in the text box or click the KwikSelect to display the list of available containers.

  • 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 check box.

  • GPS Location - GPS type fields can be used apply a global positioning system (GPS) coordinate to a record. Click the KwikSelect and the GPS Location Browser window will appear. Search for and select the point, or mark the area, that the Location resides in. Click OK.

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

  • Active Supplemental Markings - Click the KwikSelect and select the Active Supplemental Markings from the drop-down for the record. You can choose more than one Active Supplemental Markings from the list.

  • Jurisdictions - If known, type in the Jurisdiction's short name or click the KwikSelect to display a drop-down list of Jurisdictions. Browse through the listed Jurisdictions and select the required Jurisdiction(s) to add to the record.

    Click to display all the Jurisdictions within the dataset. Click to display all top level Jurisdictions that have no parent or are not enclosed within any other Jurisdiction.

    To select a Jurisdiction associated to a Group or Federation, click next to the top level Jurisdiction to expand the associated Jurisdictions and select from the displayed list. Click Save.

    To remove selected Jurisdiction(s), in the Jurisdictions field, click the X next to the Jurisdiction name.