Creating and viewing record relationships

The object selected in the content pane may not be eligible for a record relationship depending on the available record relation definitions in the Record Relation Definitions node. The Relation Name (relation type) used to define the rules against the parent and child objects can prevent a user from creating the relationship if the object selected for the relationship does not match the rules. The relation type selected for example, might require that the parent and the child selected be formal records. Anything else selected for the relationship being attempted would be prevented. Only those record relation definitions in the Record Relation Definitions node are available (filtered) in the listbox, when you Create a Record Relationship, if the parent and child selected match the rules. Swapping the parent and the child in a record relationship could change filtering if they have different rules. The number of Record relation definitions in the listbox for example could be more or less. The user must also be a member of the Creation Group Name selected for the Record Relation Definition being used. Only those record relation definitions appear in the listbox that the user has been added to.

To create record relationships:

Note

Make sure a record relation definition has been created before following these instructions. Administrators can verify and if necessary create the desired relation definition in the Record Relation Definitions node. Record relation definitions available out-of-the-box include:

  • Cross-reference Relationship

  • Internal Email Attachment Relationship

  • Supersede Relationship

  • Supporting Relationship

  • Suspend Relationship

Usage of record relation definitions is not limited to formal records only, they can be used with informal records and even plain old documents that are not retained.

  1. Navigate to a formal record, under Cabinets for example, and click it in the content pane.

  2. Select Records > Create Record Relationship.

    Figure 11.10. Create a record relationship default screen

  3. Select child or parent to create the appropriate end of the relationship that you are interested in.

  4. Select the Record relation definition from the listbox that represents the relationship type you want to create. The listbox is empty if there are no record relation definitions or if the selected object does not match the parent or child rules defined in any of the existing definitions. You would have to create the desired record relation definition if there are none and then return to this procedure. If you are not in an administrator role, contact your records administrator.

  5. Click Select to locate the formal record to relate to.

  6. Click OK to complete the operation.

To view record relationships:

There are two ways to view record relationships: View > Record Relationships which users and administrators can utilize and View-->Record Relationship Definition Usages which only administrators can utilize.

  1. Navigate to one of the formal records involved in a record relationship.

    Note

    Administrators can also navigate to a record relation definition of interest, right-click it, and select View-->Record Relationship Definition Usages.

  2. Right-click the formal record displayed in the content pane and select View > Record Relationships.

    The relation type is indicated under the Definition Name along with the records selected for the Parent and the Child.

    Figure 11.11. Record relationships screen