Check In Styles

The Check In Style feature in the Content Manager Web Client allows users to create and view Check In Styles used for checking in emails from Outlook as well as the EmailLink feature.

From the Check In Styles panel, users can create, view or modify the Check In Styles they have created.

Viewing Available Check In Styles

To view a Check In Style, on the Masthead menu, click Check In Styles.

By default, all Check In Styles that have an owner of the currently logged in user will be displayed.

Creating a Check In Style

To create a new Check In Style:

  1. On the left panel, click + New.
  2. On the left panel, select the Record Type from the drop-down list.

The new Check In Style form appears.

Complete the required fields on the form:

Name - mandatory field - type the name of the Check In Style.

Style Owner - mandatory field - type in the name of the Style Owner.

NOTE: If you do not have the correct user permissions and Access Controls to create a Check In Style on behalf of another user or group, an error will be displayed when you try to save the Check In Style.
Making the Style Owner a Group Location will make the Check In Style available for all members of that group.

Record Type - mandatory field - type in the name of the required Record Type. Select the required Record Type and then click OK. If the name of the Record Type is unknown, type in all and select the required Record Type from the displayed list, and then click OK.

Container - type in the title name or record number to search for the required Container. Select the required Container from the displayed list, then click OK.

Classification - type in the Classification name to search for the required Classification or click KwikSelect . Select the required Classification from the displayed list, then click OK. If the name of the Classification is unknown, type in all and select the required Classification from the displayed list, and then click OK.

Security - from the drop-down list select the required Security Level to apply to the Check In Style. This Security Level will be applied to all records created using this Style.

Active Security Caveats - click Active Security Caveats on the Active Security Caveat field and click each Caveat to be added to the Check In Style, the highlighted Caveats will be added to the records created using this Style.

Make Private - sets the Access Control to Private, for the user using the Check In Style.

Finalise - the document status of the created record will be set to Final.

Assignee - type in the name of the Location to search for the required Location. Select the required Location from the displayed list. This Location will be Assignee of the records created using this Check In Style. If the name of the Location is unknown, type in all and select the required Location from the displayed list, and then click OK.

Set Default Author Option - From the drop-down, select an option to be set as default author.

  • No Default - default author option is set to blank.

  • Current User - default author option is set to current user.

  • Current User Unit - default author is set to the unit or organisation the current user belongs to.

  • Specified User - default author is set to the user specified in the Specific Author option.

Specific Author - enter the specific author or click KwikSelect and select from the displayed list.

Addressee - type in the Addressee name to whom the document is addressed to or click KwikSelect and select from the displayed list.

Alternative Container - type in the alternative container.

Jurisdiction - 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 Check In Style.
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.

Retention schedule - type a the name of the Retention Schedule to search for the required Retention Schedule or click KwikSelect . Select the required schedule, click OK. This selected schedule will be the default Retention Schedule on the records created using this Check In Style. If the name of the Retention Schedule is unknown, type in all and select the required schedule from the displayed list, and then click OK.

Action - type in the name of the Record Action or click KwikSelect and selected the required action from the displayed list. This selected Record Action will be applied to records created using this Check In Style. If the name of the Record Action is unknown, type in all and select the required action from the displayed list, and then click OK.

Template - type in the name of the Workflow Template or click KwikSelect and selected the required template from the displayed list. This selected Workflow Template will be initiated when records are created using this Check In Style. If the name of the Workflow Template is unknown, type in all and select the required template from the displayed list, and then click OK.

Automatically create server-side email capture folders - select this option to create a server-side email folder that processes emails that are copied to the server-side folder into Content Manager.

Keep email in the mail system - select this option to keep all mail items in the email account after checking them in to Content Manager.

Move deleted email to Deleted Items - select this option to delete emails from the mail folder once it has been checked in to Content Manager.

If possible, display a data entry form for new records - select this option to display the New Record entry form when processing email. This enables you to enter further details for the email.

NOTE: If this option is not selected and there are mandatory fields on the Record Type, the New Record entry form will be displayed.

Additional fields defined in your organisation's database will be listed and incorporated into the information relevant for each email checked into Content Manager.

Creating a Check In Style from a Record

A Check In Style can be created from a record. See Add to Check In Style for details.

Working with Check In Styles

Updating a Check In Style

To update the details of a Check In Style:

  1. Select the Check In Style to be updated.

  2. On the Action panel, click Update.

    The Check In Style entry form is displayed.

  3. Make the required changes to the Check In Style details. See Check In Style properties for the details that be updated or added.
  4. Click Save.

NOTE: Any changes to the Check In Style will apply to the Outlook integration as well as the EmailLink feature.

Deleting a Check In Style

To delete a Check In Style from the Content Manager Web Client:

  1. Select the Check In Style to be deleted.

  2. On the Action panel, click Delete.

    A Confirm Delete dialogue appears.

  3. Click OK to delete the Check In Style or Cancel to cancel the deletion.

NOTE: This delete will apply to the Outlook integration as well as the EmailLink feature.