Entering values for formal records form

Refer to this section if you are declaring a document as a formal record. The table following the sample form, depicted in the figure, describes each of the attributes on the form.

Next is displayed at the bottom of the form only when you select more than one item to be declared as Individual records. You do not have to click Next.You can click Finish but the remainder of the individual records will all have the same metadata. You only click Next if you want each individual record to have different metadata when filing.

Figure 11.6. Default settings on a form for formal records

You must enter information into all of the mandatory fields in order to proceed with filing.

Any values you provide that are invalid or that you have missed for mandatory fields are clearly identified and described in red at the bottom of the form.

Table 11.3. Attributes for formal records

Attribute

(*) indicates mandatory attributes

Description

*Name

The name of the document is populated in this field automatically if a single document was selected for the record. If multiple documents were selected for a single record, Please Enter Record Name is displayed for this value.

Subject

Any value you type for this field is acceptable. The principal topic addressed in a document could be used.

Authors

The value you type for this field should identify the author of the document that is being declared a formal record.

You can Insert additional fields to identify more than one author if necessary, though you are able to select only one using the radio button. You can also delete additional fields inserted by selecting the radio button and clicking Delete.

Note

Each field inserted is reorganized, after the form is saved, so that it appears under the field that had the radio button selected.

Keywords

The value you type for this field can be used to facilitate searching. The metadata on a form associated to a particular record can be used for keywords.

You can Insert additional fields to identify more than one set of keywords if necessary, though you are able to select only one using the radio button. You can also delete additional fields inserted by selecting the radio button and clicking Delete.

Note

Each field inserted is reorganized, after the form is saved, so that it appears under the field that had the radio button selected.

Create Record Relationship

Displays a page that allows you to choose the record relationship type. On this page there is also a locator that allows you to connect the record being declared to another as a child or as a parent using the selected relationship type.