Set record class and file plan locations
The first step in creating a Declare as Record entry template is to set the record class and file plan locations for the record. The end user cannot change the selected record class.
If you want to allow users to change the preset file plan locations,
you must select the Show Record File Plan Locations step option. If you select the
Hide Record File Plan Locations step option, the Catalog Record wizard page is
not displayed when a user declares a record using the template.
To define the record class and file plan locations
- Set the Access Level for the record class.
- To prevent the user from changing the record class, select Read Only. This is the default setting.
- To prevent the user from viewing the record class, select Hide.
- Click Select Class to specify the record class. The Select Class tree selection page opens.
- If not already expanded, click the + signs to open the object store and record class levels.
- Navigate to and select the class name from the appropriate object store. The tree closes when you select a class.
- Set the access level for the file plan locations.
- To allow the user to change the file plan locations, select Editable.
- To show the user the file plan locations but prevent any changes, select Read Only.
- To prevent the user from viewing the file plan locations, select Hide.
- Optional. If needed, specify the preset file plan locations. If you set the access level to Read Only or Hide, you must specify one or more file plan locations for the record.
- Click Select File Plan Location to select the category or folder where the record should be declared. The Declare Records - Select File Plan Locations page opens in Browse view.
- If needed, select the Search or Shortcuts view to locate the desired categories. Otherwise, browse to the appropriate category or folder.
- Select the check boxes for the desired file plan locations. Some categories or folders might not have a check box because they are not eligible for selection, but you can open them to look for selectable folders inside.
- Click Add to Selection. Your choices are listed under Selected File Plan Locations.
- If necessary, navigate to other locations that were not visible before, and select their check boxes.
- Click Accept to save your selections and return to the Add Declare Records Template page.
- If needed, click Add New to select additional file plan locations and repeat step 4. You can also click Remove beneath any selected folder to remove it from the list.
- Optional. If you are allowing users to select file plan locations, you can select a starting location.
- Click Select File Plan Location. The Declare Records - Select File Plan Locations page opens.
- Select the radio button of the starting category, or navigate to a lower level folder and select it instead.
- Click Accept when you've selected the starting file plan location.
- Click Remove if you no longer want to use the starting file plan location you selected.
- Select Constrain to folder selected or its sub-folders if you want to limit the classification to the specified folder or its sub-folders. Users can select the starting folder or a lower level, but not a higher level.
NOTE If you do not specify a starting folder, Workplace uses the default file plan specified in the object store's site preference (Object Stores view). If not set, then the starting browse location is taken from the General site preference (General Settings, Records Management).
- Specify if the File Plan Locations step will be displayed for the end user.
- To allow the user to view or edit the selections, select Show Record File Plan Locations step. If you did not specify any file plan locations, you must select this option to allow the user to select at least one file plan location.
- To prevent the user from viewing the file plan locations you selected, choose Hide Record File Plan Locations step.