Home

RecFind 6 Web Client 2.6.1 user manual

Contents

1. If the open option is selected it will open the attachment in the suitable application And if the save option is selected it will open the standard Windows Save As message box as shown below 229 We Favorites ip Downloads T Recent Places BE Desktop d J Libranes _ Documents J Music E Pictures B Videos Computer E I Libraries System Folder Priyanka Porwal System Folder Computer i System Folder Network System Folder bd bed t WebHelp File folder TER A Fileneme JAZTEN Save as type RPX File amp osc 4 A Hide Folders You may choose a file name and a location on your file system Once this is done click the Save button The file will then be saved to your file system at the specified location Once the file has been downloaded RecFind 6 will mark the file as checked out to the currently logged in user For more information on Attachments and the EDOC table please see the Attachment chapter 230 The Print method The Print method is used to generate reports from your RecFind 6 data The reports can contain any data from records within your RecFind 6 database The Print method is launched by clicking the Print icon shown above from a RecFind 6 module window If you have a selection of records you will be prompted to run the report on all records available in the list or just the records the user has selected Next you will be presented with a window askin
2. ACTIVE TECHNOLOC Archive Destroy Actual Date hn Smythe since 28 INACTI COMMUNITY Barcode 399 since 29 Oct 2013 BN99999 INACTI LEGAL SER F Box 399 since 29 Oct 2013 B099999 ACTIVE PERSONNEL MiniAPIURL lie Valentine since 09 ACTIVE PERSONNEL iran O Farrell since 03 Log Off OK Cancel From here you are able to apply your desired sort order Click the Order column for any field to add it to the sort list The order in which a field is selected and thus the number present in the Order column will determine where the field is ranked in the sorting algorithm There is also the opportunity to sort selected fields in descending order the default value is for an ascending sort To deselect a field from the sort click the value in the Order column once more Once you have completed your sorting configuration click OK This will display the sorted record set allowing you to perform any standard List functions 228 The Save As method Note the Save As method is only available on the EDOC table The Save As method gives you an option of either viewing the attachment or saving it Do you want to open or save this file Name File Folder Movement Report rpx Type XML Document 33 8KB From dew00g ham your computer f you do not trust the source do not open or C While files from the Intemet can be useful some files can potentially save this file What s the risk
3. Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine see the Print method chapter Corporate Vocabulary In RecFind 6 corporate vocabulary is managed with the Corporate Vocabulary table A corporate vocabulary is simply a standard set of words or phrases of keywords that an organization uses to classify information across the enterprise These keywords may be organized in a hierarchy A corporate vocabulary may also be called a keyword thesaurus or themes Note in previous versions of RecFind the Corporate Vocabulary was known as the Keyword Thesaurus The function and purpose of the two entities is the same 15 RecFind 6 lap007 ABRtTXN FY NAS nm H Page 1 OFf 20 957 Records Term Class Source Scope Notes ABORIGINAL EMPLOYMENT Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Descriptor Keyword AAA Ciass SUBJECT DESCRIPTOR ACCESS AND EQUITY Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Provision of service and access that is fair and ACCESS CONDITIONS Forbidden Keyword AAA Ciass NON PREFERRED ACCIDENT REPORT FORMS D
4. 240 Subject Export electronic documents as attachments e E Office NE Bridge jpg If you are using SMTP and the Make records links option of the Export to E mail you will be presented with a different e mail message screen as presented below PSR 13 1806 PSR 13 1805 When using SMTP as your email type pressing the TO CC or BCC buttons will bring up the person table list The email will be sent to the person s work email or home email as designated at the top of the address list 241 The make records link option will show the exported records in the bottom part of the message screen When the email is sent the entered text will be at the top of the email followed by links to the exported records 242 Scanning a document Adding electronic documents to Recfind 6 you can choose to upload an existing file from your workstations hard disk or capture a physical document in an electronics format using a Twain compliant scanner Enable the scanning feature in the Recfind 6 web client an ActiveX component provided by DynamSoft is required to be downloaded and installed on to your work station This Activex component is safe and digitally signed by VeriSign Please follow the prompts as illustrated below Note The prompts may very with different versions of Internet Explorer ActiveX is only available for Internet Explorer This feature is not currently available in other web b
5. Delete Corporate Vocabulary record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Corporate Vocabulary record This option allows you to clone an existing Corporate Vocabulary record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Corporate Vocabulary record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Corporate Vocabulary records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contain
6. Is Sunday Non Working Day Min Caption Width Max Caption Width Record Lock Timeout Records Per Page Record Set Limit Security ID link to the Security table Session Timeout Session Timeout Scanning Solicitation Currency Period ID link to the Period table Solicitation Currency Period Unit Standard Measure Standard Weight Tacit Currency Period ID link to the Period table Tacit Currency Period Unit Tacit Default Weighting ID link to the Weighting table Tacit Refresh Interval Type ID link to the Type table Use Automatic Log Ins Web Services Disabled Language table Table status System Essential External ID Security ID link to the Security table Type ID link to the Type table Language String table Table status System Essential External ID Language ID link to the Language table Security ID link to the Security table 277 e String e String ID link to the String table e Type ID link to the Type table Line Item table Table status Application e External ID e Invoice ID link to the Invoice table e Item Code Text e Item Description Text e Item Discount Amount e Item Discount Percentage e Item Number e Item Qty e Item Tax Amount e Item Tax Percentage e Item Total e Product Service ID link to the Product Service table e Purchase ID link to the Purchase table e Security ID link to the Security table e Type ID link to the Type table List Column table Ta
7. You will find a Select Source command on the vertical tool bar and it is the first button on the left use this command to select the device you intend to use for scanning if you have more than one connected to your work station computer All available options are provided in a drop down window as illustrated below SELECT SOURCE Select Scanner Canon DR 4010C TWAIN Cancel Select the appropriate device in the drop down list and click the OK button 245 Settings 6 The setting windows is where preferences for your scans can be configured such as the desired file format It is also possible to perform OCR optical character recognition on a document once it has been scanned this functionality is restricted to pdf and pdf a pdf file types Multi page documents must be scanned to the following formats e TIFF e PDF e PDF A See figure below Attach File As JPEG PNG BMP TIFF PDF PDF A PDF with OCR PDF A with OCR Oe eoaQaonoonc Language Setting System Default x Text Option Embedded Text Mapped Text Auto Rotate Page Cane 246 File Types The following choices are available o TIFF tagged image file format TIFF or TIF extension this is a file format that allows images to be tagged with further information this may be metadata or a transcription of the data represented by the image o PDF or PDF A portable document format PDF
8. e isFrozen This field can be used to record that a File Folder has been frozen This would mean that the File Folder cannot be modified or deleted Typically a frozen record would indicate that it is taking part in a legal process e Frozen Date This field can be used to record the date that the File Folder was frozen e Frozen by link to the Person table This field can be used to record the name of the person who froze the File Folder e Frozen Reason This field can be used to record a reason as to why the File Folder was frozen e Unfrozen Date This field can be used to record the date a File Folder was unfrozen e Unfrozen by Link to the Person table This field can be used to record the name of the person who unfroze the File folder Unfrozen Reason This field will be used to record a reason as to why the File Folder was unfrozen e Supplement Markups This field can be used to record additional levels of security on a file Folder The field could be used to indicate that an individual File Folder whilst being in a general access series it may still be viewable only by certain groups of staff e Codes Link to the codes table This field can be used to record a range of different types of codes on a File Folder The codes field would typically be configured by the RecFind Administrator e Movements This field will be used to record a history of movements on a File Folder The movements would typically be added by using the
9. Ad Page 1 Of 1 37 Records File Part Status Title1 Title 2 Titie 3 Current Location Box CMA 14 1558 1 ACTIVE COLLECTION ACCESS ACCESS AND USE Location Registry since 29 Oct 2014 FS1 13 1924 1 ACTIVE FOOD SERVICES INCIDENTS COMPLAINTS INVOLVING Person Alan Hoffman since 20 Nov CRC M1W1645 1 DESTRO COMMUNITY RELATIONS CEREMONIES ADMINISTRATIVE Destroyed on 17 Jul 2014 8100009 CRD 13 1790 1 INACTIV COMMUNITY RELATIONS DONATIONS GIFTS AND BEQUESTS Box 8100022 since 08 Oct 2013 8100022 PSA 13 1943 1 DESTRO PERSONNEL ARRANGEMENTS ADMINISTRATIVE Destroyed on 15 Jan 2014 6100000 PMM 13 17661 INACTIV PROPERTY MAINTENANCE REMOVAL AND DISPOSAL OF Person Alex Jones since 17 Sep 2013 CGM 13 17581 ACTIVE CORPORATE COMMITTEES COMMITTEE RECORDS Person Bill Dobson since 16 Sep 2013 ZSS13 2346 1 ACTIVE SALES amp MARKETING SALES SALES REPORTS Location Registry since 17 Jul 2013 PCPH31972 2 PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Location Registry since 16 Jul 2013 PSR 13 1806 1 PERSONNEL RECRUITMENT EMPLOYMENT SCHEME Person Julie Valentine since 14 Jun PSR 131805 1 PERSONNEL RECRUITMENT CRIMINAL HISTORY IDENTITY amp Person Julie Valentine since 14 Jun ESD 13 1237 1 EQUIPMENT amp STORES DISPOSAL DISPOSAL OF EQUIPMENT Person Art Vandertay since 18 Jul 2014 COCI3 1947 1 COMPENSATION CASES WORKERS WORKERS COMPENSATION Department Division EXECUTIVE since WSA 13 1990 1 WORKPLACE HEALTH ACCIDENTS ACCIDENT REGISTERS Location North Buliding si
10. Add Person record A Person record typically contains the following fields External ID this is the name of the Person record It is common for the External ID of a Person record to be the person s full name that is first name plus last name Type link to the Type table if you wish you may link this Person record to a Type First Name this is the person s given name Other Name this is the person s middle name or any other names used Last Name this is the person s surname Name Prefix this is the name prefix if any of the person whether Mr Miss Ms or perhaps Dr Father etc Name Suffix this is the name suffix if any of the person such as Snr Jnr etc Job Title link to the Job Title table this allows you to assign the person a Job Title this is selected from the values you have already defined in the Job Title table Sex link to the Codes table you may indicate the person s gender in this field Organization link to the Entity table this allows you to indicate the organization for whom the person works this is selected from the values you have already defined in the Organization table Department Division link to the Department Division table this allows you to indicate the particular Department Division within the aforementioned Organization that the person belongs to this is selected from the values you have already defined in the Department Division table Location link to the Location table
11. Location R EQUIPME INSTALLAT PURCHASIL Location R EQUIPMET INSTALLA PURCHASIL Person CA EQUIPMET INSTALLA SOFTWAR F 23 STANDARIEI 99 000 1 F0000053 44 gt WH 20111214111217 1 STD_EVERYONE Location F EQUIPMET INSTALLA SOFTWAR CY f As you can see each database field is given a separate column in this spreadsheet and each record is presented on a new row If a database field is left blank this is represented with a blank cell in the spreadsheet Note Image fields in the database that is those fields that contain the binary code of an electronic document are not displayed in a CSV export operation They are however included in an XML export Export to E mail This option will export the data so that it may be sent as an e mail message to a person or group of people 237 Note If you are configured to use a SMTP server as opposed to MAPI and you have purchased the Mini API product you will get the option to send records and related documents as links rather than as attachments a AEA B Nao E 04 ii Y Page 1 Of 1 39 Records File Par Status Title 1 Title 2 Title 3 Current Location Box CGM 1317 1 ACTIVE CORPORATE COMMITTEES COMMITTEE RECORDS Person Bill Dobson since 16 Sep ZSS 13 234 1 ACTIVE SALES amp MARKETING SALES SALES REPORTS Location Registry since 17 Jul bp ACTIVE WORKPLACE Attachment records and EDOC to email Building since 16 INACTIV PROPERTY Make records links with
12. Manager link to the Person table you may indicate the person s manager in this field Work Phone this is the person s work telephone number Work Fax this is the person s work fax number Work E mail this is the person s work e mail address Work Mobile this is the person s work mobile cell phone number Home Address 1 this is the person s home address You have four address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Home Address 2 this is the person s home address You have four address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Home Address 3 this is the person s home address You have four address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed 171 172 Home Address 4 this is the person s home address You have four address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Home Phone this is the person s home telephone number Home Fax this is the person s home fax number Home E mail this is the person s home e mail address AO Code this is the Action Of
13. RecFind 6 Web Client 2 6 1 user manual X A March 2015 Knowledgeone corporation Copyright notice Copyright 2015 Knowledgeone Corporation All rights reserved Apart from fair dealings for the purposes of private study research criticism or review as permitted under the Copyright Act no part of these materials may be reproduced by any process without written permission Enquiries should be directed to Knowledgeone Corporation Level 5 56 Berry Street North Sydney NSW 2060 Australia Phone 61 02 8913 9300 Fax 61 02 9954 6322 All trademarks are registered trademarks of their respective owners Every effort has been made to ensure that the information in this document is up to date and accurate Knowledgeone Corporation welcomes advice of any changes or corrections for the next edition Enquiries E mail To easily obtain information by e mail send enquiries to Sales sales knowledgeonecorp com Support support knowledgeonecorp com Training training knowledgeonecorp com Technical support For technical support questions or requests we encourage you to contact our International Support Center e mail support knowledgeonecorp com Toll free United States 1888 3251614 Canada 1888 405 9019 United Kingdom 0808 234 8828 Australia 1800 221061 excluding Sydney New Zealand 0800 445 438 Sydney customers please phone 8913 9300 To speed the technical support process please note the f
14. 211 The Add method The Add method is used to add a record to one of the tables in your RecFind 6 database The Add method is present in most of the RecFind 6 modules it will be hidden in cases where a user does not have sufficient permissions to add records to a particular table If you are adding a record to a table that has been customized to contain multiple types you will be asked to select the type first You will see a window similar to that shown below where the types naturally will be different depending on the table and the settings you have chosen Select a type Complaint EDOC Contract EDOC Corporate EDOC Invoice EDOC Memo EDOC Personnel EDOC Policy EDOC Project EDOC Quote EDOC Template EDOC OK Cancel Depending on the type you have selected some fields may be invisible and others may have their captions changed Security settings for the Add method are set through the Data Registration Module DRM For information on customizing the Add method for users of your system please see the DRM help file 212 Mandatory fields during an Add operation If you are attempting to add a record to the database and you have left mandatory fields empty RecFind 6 will inform you of these missing values as shown in the message below i Document Source is mandatory Yes Once you click OK RecFind 6 will return you to the record where any empty mandatory fields will now be underlined B
15. HM g X h E O m Q Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help th Workflow Task To Do List SARecFind _Change Password 2014 Knowledgeone Corporation Log Off ji Workflows and Tasks are managed separately in RecFind The main Workflow module button on the toolbar provides three options e Workflow e Task e To Do List Click on any of these options for more information Workflow This module allows you to manage existing Workflow records in your RecFind 6 database and to create new ones Workflow records are at the top of the Workflow hierarchy in RecFind 6 Attached to each Workflow will be a number of Tasks Each Task describes one step of the work described by the Workflow record the Workflow record then is a container to describe the entire job to be done and includes global information such as budget details projected and actual and the completion dates of the project etc 115 Incident Incident 3 http tap007 8080 7index 1 Recfind 6 earm aABRA Y NaS i 4 ExternaliD CreatorPerson ScheduleCompleteDate Status Executive Minutes Review Open Standard Executive Minutes Review Open Standard Y Gary McAllister Template 24 Jul 2014 Open Standard 24 Jul 2014 Open Standard 28 Jul 2014 Open Standard Leave Approval Alex Jones Template Leave Approval Open Standard Leave Approval Open Standard Standard Reply By Wo
16. This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine see the Print method chapter 179 The Object Numbering module The Object Numbering module is used to generate number sequences that can be automatically applied to fields in records There are two components to the Object Numbering module the Auto Number Format component and the Multiple Sequence component Note Auto Number Formats and Multiple Sequences may be viewed within RecFind 6 but they may only be created and modified with the DRM Data Registration Module For information on how to achieve this please consult the DRM help file ea a H amp X h E O amp m Q Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help z Auto Number Format Multiple Sequence SARecFind 2014 Knowledgeone Corporation Log Off il R100 v For information on each of these components click their titles below e Auto Number Format e Multiple Sequence Auto Number Format Auto Number Formats are managed using the Auto Number Format table in RecFind
17. Vocabulary icon will appear alongside the text entry field as shown below Title 1 197 By clicking the Corporate Vocabulary icon you will be shown the Corporate Vocabulary term selection window Type Default Class Default Y d Page 1 Of 20 957 Records gt gt Term Class Source Scope Notes ABORIGINAL Descripto Keyword Class SUBJECT DESCRIPTOR ACCEPTANCES Descripto Keyword Class SUBJECT DESCRIPTOR ACCESS Descripto Keyword Class SUBJECT DESCRIPTOR ACCESS AND EQUITY Descripto Keyword Class SUBJECT DESCRIPTOR Provision of service and ACCESS CONDITIONS Forbidde Keyword Class NON PREFERRED ACCIDENT REPORT Descripto Keyword Class SUBJECT DESCRIPTOR ACCIDENTS Descripte Keyword Class ACTIVITY DESCRIPTOR The activities involved in ACCOUNTABLE BOOKS Descripto Keyword Class SUBJECT DESCRIPTOR Documents including ACCOUNTING Descripto Keyword Class ACTIVITY DESCRIPTOR The process of ACCREDITATION Descripto Keyword Class SUBJECT DESCRIPTOR ACCRUAL Descripto Keyword Class SUBJECT DESCRIPTOR ACCURACY MONITORS Descripto Keyword Class SUBJECT DESCRIPTOR Method of checking that ACQUISITION Descripto Keyword ACTIVITY DESCRIPTOR The process of gaining ACT Descripto Keyword SUBJECT DESCRIPTOR An abbreviation for Descripto Keyword SUBJECT DESCRIPTOR Add the name and year ACTS OF PARLIAMENT Forbidde Keyword NON PREFERRED ADDITIONS Forbidde Keyword NON PREFERRED ADDRESS LISTS Descripto Keyword SUBJECT DE
18. helpful if you are deciding whether to customize your database by adding extra tables and or fields e RecFind 6 tables A L e RecFind 6 tables M Z RecFind 6 overview RecFind 6 allows you to undertake the following tasks File and Document Management Electronic Document Management Workflow Searching Report Engine Box Management and Archival Facilities Security Classification System File and Document Management RecFind 6 will record the details of all your files and documents both those held within file covers and those processed loose RecFind allows you to emulate the real world of paper you can create and track file covers and documents from creation to archival Electronic Document Management RecFind 6 manages all electronic documents within your organization All your common desktop applications are supported the Microsoft Office Suite Adobe PDF all common graphics formats and sound files etc RecFind Button resides in the toolbar of your desktop applications including Microsoft Office Lotus Notes and Novell GroupWise and allows you to register a document in RecFind without ever leaving your application RecFind takes a copy of the document and stores it in its native format so that it can be instantly located or if necessary recalled at a later date Workflow RecFind 6 s Workflow module allows you to allocate monitor and manage your work You can pull up a To Do list to find out what needs
19. method see the Delete method chapter Clone Organization record This option allows you to clone an existing Organization record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Organization record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Organization records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source either XML CSV or e mail For more information on the Export method please see the Export method
20. please see the Clone method chapter Search This option allows you to restrict the Media Type records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method see the Sort method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Codes Attachment Format The Attachment Format section of the Codes module allows you to define file formats that may be registered as Attachments in your RecFind 6 database 161 r Pe http lap007 8080 index 1 RecFind 6 lap007 ABRFNS EBY NBG ca Y Page 1 Of 1 6 Records 4 ExternallD EXCEL SPREADSHEET JPEG PORTABLE DOCUMENT FORMAT POWERPOINT TIFF WORD DOCUMENT 2014 Knowledgeone Corporation Log Off 100 v The following methods are available e View Attachment Format record e Add Attachment Format record e Modify Attachment Format record e Delete Atta
21. please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Codes Supplemental Markup x mings Rat o m E aABRFX SY NAS O s Page 1 Of 1 2 Records 4 ExternallD FREEDOM OF INFORMATION 2010 PRIVACY ACT 2012 2014 Knowledgeone Corporation The following methods are available e View Supplemental Markup record e Add Supplemental Markup record e Modify Supplemental Markup record e Delete Supplemental Markup record e Clone Supplemental Markup record e Search e Sort 164 Print Export View Supplemental Markup record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifi
22. separate the two individual phrases into their respective parts Each individual phrase then has its child terms joined together by a Boolean AND operation Following that the two groups of words are then searched on with the operator that you have chosen If you have chosen an OR operator RecFind 6 will look for a record that has all of the words included in the first phrase or all of the words from the second phrase If you have chosen an AND operator RecFind 6 will look for a record that has all of the words included in the first phrase plus all of the words from the second phrase If you are dealing with two five word phrases and you choose to join them with an AND operation all ten words must be present for RecFind 6 to return a record as a match nine out of ten matching terms will not qualify Using wild cards Wild cards can be used to search for prefixes to words or phrases For example if you searched for the term EDIT then you would get records with words like EDITING or EDITOR When wildcards are used in a phrase which is wrapped in double quotes each word contained in the phrase is considered to be a separate prefix Therefore a query specifying a prefix term of local wine matches any rows with the text of local winery locally wined and dined and so on Once you have constructed your search query click the Search button You will see the following window 47 Q Maintenance WorkFlow Code A
23. Add button You will be asked to specify a type This Type list is the same as the list presented when the File Folder Profile option is first selected although you will notice that All Types is now no longer an option Select a type and click OK You will then be presented with the option to add data to the fields of a File Folder Profile record The fields configured for a File Folder Profile record or any other type of record contain is determined by the RecFind Administrator Your RecFind Administrator will use the Data Registration Module to add or modify tables and the fields to be used within them Collectively this is commonly referred to as the RecFind 6 data model The RecFind Administrator will also configure the names of the fields the order in which they appear on screen and those field to be displayed on search result screen The default Metadata Profile fields for the File Folder profile record type e Type this value is fixed and depends on the value chosen in the Select a Type message box Typically the type filed is used to define what fields are to be displayed what they are called the order in which they will appear and any unique items such as auto fills File Folder Number This field will be used to record a unique identifier for the File Folder The field could be configured to be a manual entry or be an automated numbering sequence Part Number It is possible to add parts to File Folders W
24. Category records That is the Retention Code record sets the rules but it does not contain the actual retention dates for any particular record The actual retention dates are set within each Metadata Profile File Folder Profile Document Profile etc record Two life cycles have been pre configured for a record You will see these two life cycles represented within the Retention Code record as the rules and within the Metadata Profile record as the calculated dates Based on our experience we feel that this should more than sufficient for most organizations when managing the life cycle of records If you require more than two life cycles this change will need to be made within the Data Registration Module 188 ap007 l l Y NBG a h Page 1 Of 11 539 Records Retention Code Number Of Periods Period Starting Event 1 6 2 COMMUNITY RELATIONS EXHIBITIONS ARRANGEMENTS Year Date the previous 1 6 3 COMMUNITY RELATIONS EXHIBITIONS INVITAIONS Working Day Date the previous 1 7 1 COMMUNITY RELATIONS LIAISON MEMBERSHIPS Year Date the previous 1 7 2 COMMUNITY RELATIONS LIAISON INVITATIONS Working Day Date the previous 1 7 3 COMMUNITY RELATIONS LIAISON CONTACT WITH LOBBYISTS Year Date the previous 1 8 1 COMMUNITY RELATIONS MARKETING ADVERTISING PLANS Year Date the previous 1 8 2 COMMUNITY RELATIONS MARKETING ADVERTISING PROMO Year Date the previous 1 8 3 COMMUNITY RELATIONS MARKETING
25. Dec 2014 01 Dec 2014 ESD Alison Courtney alison General Staff 13 Mar 2014 13 Mar 2014 No Bernard Coppington bernard Contract Approver 24 Jun 2014 24 Jun 2014 No Bill Dobson bill General Staff 24 Jul 2014 24 Jul 2014 No Bonita Furlan bonita General Staff 11 Sep 2013 11 Sep2013 No Brandy McFlynn brandy General Staff 25 Nov 2013 25 Nov 2013 Charles Winchester charles Compliance Staff 26 Nov 2014 26 Nov 2014 Once you have selected the appropriate Pick List click OK All records in the currently active Pick List will then be appended to whichever additional Pick List was selected Sort N This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Report This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current Pick List For more information on the Reporting Engine please see the Print method chapter 71 Export O This option allows you to save the list of records to an external data source For more information on the Export method please see the Export method chapter Freeze P Selecting this method will allow you to freeze records in the Pick List When a record in the Pick List is frozen it is not possible to modify or delete it Unfreeze Selecting this
26. EDOC and or MetadataProfile records of the task will be displayed if any exist You can then add modify or delete these related items from this screen 120 The Codes module The Codes module is where you can personalize your RecFind 6 installation to accommodate your organization s unique requirements This module allows you to add corporate vocabulary reference tables details of your organization s structure and all staff etc If you can spend the time getting the Codes module correct RecFind 6 will be able to speak your language as it were TIR http iap007 8080 RecFind 6 lap i E h E U amp m Search Pick List Maintenance Workflow Code Audit People User Profile Object Numbering File Plan Help File Folder Profile Document Profile gt Document Type Archive Box Document Status Organisation Author Type Vital Record User Code 1 Media Type User Code 2 Attachment Format User Code 3 VT a gB 0h Supplemental Markup SAReckind _Change Password 2014 Knowledgeone Corporation Log Off R10 There are a number of Codes that can be managed within RecFind e File Folder Profile o Type Code o Disposition o User Code 1 o User Code 2 o User Code 3 e Document Profile o Document Type Document Status Author Type User Code 1 User Code 2 o User Code 3 e Archive Box o Box Type o0o000 121 o Box Status e Organization o Organization o Location o Department e
27. EMPLOYMENT SCHEME Person Julie Valentine since 14 Jun ACTIVE PERSONNEL RECRUITMENT CRIMINAL HISTORY IDENTITY amp Person Julie Valentine since 14 Jun ACTIVE EQUIPMENT amp STORES DISPOSAL DISPOSAL OF EQUIPMENT Person Art Vanderlay since 18 Jul 2014 ACTIVE COMPENSATION CASES WORKERS WORKERS COMPENSATION Department Division EXECUTIVE since ACTIVE WORKPLACE HEALTH ACCIDENTS ACCIDENT REGISTERS Location North Building since 16 Jul INACTIV PROPERTY TRAFFIC AND PARKING FINES PENALTIES amp FEES Box B100002 since 08 Sep 2013 8100002 ACTIVE EQUIPMENT amp STORES MAINTENANCE MAINTENANCE OF EQUIPMENT Department Division PROCUREMENT INACTIV PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Box 8100021 since 16 Jul 2013 6100021 2014 Knowledgeone Corporation Log Off J R10 From here you can e View File Folder record 75 Add File Folder record Modify File Folder record Delete File Folder record Clone File Folder record Resubmit Move New Part Search Sort Print Export View File Folder record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add File Folder record To add a File Folder Profile record click the
28. External ID e Multiple Sequence Last Value e Security ID link to the Security table e Title 1 link to the Title table e Title 2 link to the Title table e Title 3 link to the Title table e Title 4 link to the Title table e Title 5 link to the Title table e Type ID link to the Type table Background table Table status System Essential e EDOC ID link to the EDOC table e External ID e Security ID link to the Security table e Type ID link to the Type table 259 Benefit table Table status Application table e External ID e Security ID link to the Security table e Type ID link to the Type table Box Type table Table status Application table e Cost e Depth e Description e External ID e Height e Max Weight e Per Period link to the Period table e Security ID link to the Security table e Type ID link to the Type table e Width Button table Table status System Locked e Down EDOC ID link to the EDOC table e EDOC ID link to the EDOC table e External ID e Over EDOC ID link to the EDOC table e Security ID link to the Security table e String ID link to the String table e Type ID link to the Type table e UIID Campaign table Table status Application 260 End Date External ID Manager Person ID link to the Person table Objectives Result Number Of Contacts Result Number Of Responses Result Number Of Sales Result Total Value Of Sale Result Cost
29. File Folder Number AA means any two letters However RecFind 6 won t know what to generate when you add a new File Folder so you will have to define which letter combinations are valid and enter them each time you create a new Metadata Profile record The Auto Number Format Multiple Sequence table is where you would define the valid multiple sequences such as AA AB AC AD etc In this case the RecFind 6 generated File Folder Numbers would look like the following AA 000001 AB 000232 AD 000001 and so forth The Multiple Sequence window appears as below x http lap007 8080 7index 1 RecFind 6 lap0 he Page Of 4 181 Records gt Sequence Title 1 Title 2 Last Value COLLECTION MANAGEMENT CONSERVATION 1784 s COLLECTION MANAGEMENT ACQUISITION 1543 COMPENSATION CASES WORKERS COMPENSATION 1947 Auto Number Format File Folder Numbering CMO File Folder Numbering CMQ File Folder Numbering coc File Folder Numbering File Folder Numbering File Folder Numbering col COL COR COMPENSATION COMPENSATION COMPENSATION INSURANCE CLAIMS REHABILITATION 1452 1945 1877 PUBLIC REACTION 1234 CEREMONIES 1645 DONATIONS 1790 File Folder Numbering CRA File Folder Numbering CRC File Foider Numbering CRD COMMUNITY RELATIONS COMMUNITY RELATIONS COMMUNITY RELATIONS 2014 Knowledgeone Corporation Log Off R10 There are two options in this window e View Auto Number Format Multiple Se
30. ID e Is Active e Last Run Date e Period ID link to the Period table e Returns Maillist e Saved Report Format e Saved Report ID link to the Saved Report table e Security ID link to the Security table e Sender E mail e SMTP Server e SQL e Stored Procedure Name e Time Due e Type ID link to the Type table Security table Table status System Locked e External ID e Security ID link to the Security table e Type ID link to the Type table Security Group table Table status System Locked e External ID e Nominated Security ID link to the Security table e Security ID link to the Security table e Type ID link to the Type table Series table Table status Application 293 Description External ID Notes Security ID link to the Security table Type ID link to the Type table Solicitation table Table status System Essential Created Date Creator Person ID link to the Person table Currency Date Details External ID Is Draft Keywords Last Modified Date Organizations People Products Security ID link to the Security table Type ID link to the Type table Visible Space table Table status Application 294 Barcode Bay Box Type ID link to the Box Type table Capacity Classification ID link to the Classification table Entity ID link to the Entity table External ID Ignore Box Capacity Ignore Mismatch Box Type Floor Free Capacity Room Row Security ID link
31. November 25 2013 demo r CE100145 January 10 2005 RECFIND TRAINING CONFIRMATION ad orpe October 30 2013 El Diario Congreso Nacional de Hospitales y Gestion Sanitaria be 3 Corporate EDOC CE100133 January 10 2005 RECFIND TRAINING CONFIRMATION ad Corporate EDOC CE August 17 2011 demo by Corporate EDOC CE100125 November 07 2012 RecFind 6 WorkFlow Task r ai 4 dge Corporation g OF R10 SS SSE SS d If the Show Image Col in List setting is selected in the DRM there is an additional column displayed in the attachment list screen This column is populated with the default icon for the file type of the attachment record Clicking on the icon will open that document in its native application It does not check out the electronic document To check out a document use the Save As method 88 Note Viewing an attachment from the list will create a view record in the audit trail if audit EDOC view is configured From this list screen you can e View Attachment record e Add Attachment record e Modify Attachment record e Delete Attachment record e Clone Attachment record e Search e Sort e Save As e Print e Export View Attachment record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For mo
32. Of Campaign Hours Result Cost Of Campaign Dollars Security ID link to the Security table Start Date Target Number Of Contacts Target Number Of Responses Target Number Of Sales Target Total Value Of Sale Target Cost Of Campaign Hours Target Cost Of Campaign Dollars Telemarketing Script Metadata Profile ID link to the Metadata Profile table Type ID link to the Type table Caption table Table status System Locked External ID Security ID link to the Security table String ID link to the String table Type ID link to the Type table UI ID Capture tables These tables are required for the RecCapture application They include Oo Oo OoOo o0o0o00 0o000 Capture_AdminEmails Capture_Agents Capture_Configuration Capture_EDOCAttributes Capture_Exceptions Capture_Extentions Capture_Filters Capture_FiltersRules Capture_GroupedDirectories Capture_GroupFolders 261 Capture_Keywords Capture_LineParagraph Capture_LinkRulesTags Capture_Queue Capture_Rules Capture_RulesSeedList Capture_SeedList Capture_Statistics Capture_StopWords Capture_Tags O Oo O0Oo0o0 0 0o0o0000 Citizenship table Table status Application e Country ID link to the Country table e Expire Date e External ID e Granted Date e Passport Number e Security ID link to the Security table e Type ID link to the Type table City table Table status Application e External ID e Security ID link to the Security table e Type
33. Profile type These types or customizations may be defined by users and are intended to refine the scope for specific instances of File Folder Profiles b amp b nr amp Y People User Profile Object Numbering File Plan Help Document Profiles ae mcs i x Archive Box Profiles Select a type Ty Ha Space Management Aik Case File Complaint Contract File Folder File VEO Policy Project 2014 Knowledgeone Corporation Once you have selected a type click OK You will then be presented with the File Folder list screen 204e h g Page 1 Of 1 37 Records Title 1 Title 2 Title 3 Current Location Box ACTIVE COLLECTION ACCESS ACCESS AND USE Location Registry since 29 Oct 2014 ACTIVE FOOD SERVICES INCIDENTS COMPLAINTS INVOLVING Person Alan Hoffman since 20 Nov DESTRO COMMUNITY RELATIONS CEREMONIES ADMINISTRATIVE Destroyed on 17 Jul 2014 6100009 INACTIV COMMUNITY RELATIONS DONATIONS GIFTS AND BEQUESTS Box 8100022 since 03 Oct 2013 6100022 DESTRO PERSONNEL ARRANGEMENTS ADMINISTRATIVE Destroyed on 15 Jan 2014 8100000 INACTIV PROPERTY MAINTENANCE REMOVAL AND DISPOSALOF Person Alex Jones since 17 Sep 2013 ACTIVE CORPORATE COMMITTEES COMMITTEE RECORDS Person Bill Dobson since 16 Sep 2013 ACTIVE SALES amp MARKETING SALES SALES REPORTS Location Registry since 17 Jul 2013 ACTIVE PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Location Registry since 16 Jul 2013 ACTIVE PERSONNEL RECRUITMENT
34. Registry Other Building J 56 Walker Street North Sydney NSW 2060 Australia Britich Columbia Street 2014 Knowledgeone Corporation Log Off 100 The following methods are available View Location record Add Location record Delete Location record Modify Location record Clone Location record Search Sort Print View Location record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Location record A Location record typically contains the following fields Description Type link to the Type table Barcode No Entity link to the Entity table here you may specify the Entity which may be found at the location Street Address 1 this is the street address of the location You have three address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Street Address 2 this is the street address of the location You have three address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Street Add
35. Space record e Add Storage Space record e Modify Storage Space record e Delete Storage Space record e Clone Storage Space record e Search e Sort e Print e Export 103 104 View Storage Space record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Storage Space record A Storage Space record typically contains the following fields External ID this is the name of the Storage Space record Type ID link to the Type table Entity link to the Entity table here you may indicate the entity that claims ownership of the storage space You must have populated the Entity table first Barcode Number if your storage space is identified by a barcode for record keeping purposes you may note that barcode here Space Number this is the identifying space number for the storage space As mentioned at the top of this page it is a combination of the Floor Room Row Bay Shelf and Slot fields If you do not wish to have RecFind 6 construct a Space Number in this way you may overwrite the field with your own Space Number Space Type link to the Space Type table if the storage space can be further classified you may indicate this by linking to
36. Statuses Can be seen from Add or Modify methods of EDOCs if the field is enabled in your Recfind system EDOCStatusID al 22 Published 3 There are three statuses for EDOCs in Recfind 6 namely e Published e Draft e Destroyed This field determines if the EDOC s image can be replaced with a new image at a later time If you wish to replace the EDOC s image at a later time set the status to Draft This will allow you to replace the current EDOC image with a different copy at a later stage by selecting the Open button when Modify method is applied to Attachment record see figure below 96 E 2X http lap007 8080 7index 2 RecFind6 lap007 eae i A wz EDOCStatus D E Co Draft 2014 Knowledgeone Corporation Log Off R10 v When the EDOC is ready to be published then set the status to Published Once the status is Published you can no longer replace the EDOC s image When the EDOC s image is no longer required set the status to Destroyed this will remove the EDOC s image but keep the metadata associated to the EDOC intact Archive Box An Archive Box is a storage repository for records Generally records are defined as evidence of a business activity Thus records can be anything from a file folder of property details to invoices and goods inwards receipts In the records management profession one usually classifies records as either being active current or inactive no
37. The New Part Method iiien oinetan steve sees ocd Seve stew eves cee send teeanes ace detente aer adani iiaei na 221 The Search method arera aea Ek tease ote eves KAATAEN EEI KERA TE Pedvesssceediadadeatiea dean TEARI 222 Search by Metadata E E E E E A EE A 223 Search by Boolean QUE enari eierne rantinta aiara Ese ALAA ea E EPESA E or Enare EOSen sA ieat Er ESAE iraa 224 AAEE EREE EE E E E E TAE E ae 226 The Sot MOTOS coe a hots oi ot Suck a aa aa beans tee fuck tex leases a a aaaea a eee hess 228 The Save As moo access teeacvasecsaatasctustena A a chuvsechisivas qectuvieta savas E EAEN 229 HAS Print method enia Shc secrete ara a a a a a e ENEE 231 THe Expt Method aissi o E EAEE AE R E 233 SCAN MING COCUIM eNit a ra e e a EnO a Ea O E a N E 243 Spellchecker r a a a 25 aa a a a a a A a aE EE 255 RECEING 6 tables A m hbo a a a a a a a a a aE 257 Reckind 6tabee MA A a a a a aa A 280 Welcome to RecFind 6 2 6 Web Client Welcome to the RecFind 6 Web Client The Web Client is our thin client version of our popular RecFind 6 smart client windows version RecFind 6 is the newest version of Knowledgeone Corporation s RecFind application If you were using a previous version of RecFind prior to installing RecFind 6 you may notice that some of the appearance and functionality of the application is a little different to what you might have been used to If RecFind 6 marks your first experience with the RecFind application you won t have anythin
38. They include 0 O O O O O 00 0000000 00 272 GEM_AgentConfiguration GEM_Attachment GEM_Classification GEM_Configuration GEM_Customer GEM_Exception GEM_Group GEM_GroupWisePostOffice GEM_Message GEM_Recipient GEM_ReportRecipient GEM_Route GEM_Rule GEM_RuleClassification GEM_RuleExpression GEM_RuleSeedList GEM_Seed List 0 0 0 GEM_StatisticsData GEM_StopWord GEM_UserConfiguration Help Screen table Table status System Essential EDOC ID link to the EDOC table External ID Help File Language ID link to the Language table Security ID link to the Security table Type ID link to the Type table Holiday table Table status Application Date From Date To External ID Security ID link to the Security table Time From Time To Type ID link to the Type table Icon table Table status System Locked Down EDOC ID link to the EDOC table EDOC ID link to the EDOC table External ID Over EDOC ID link to the EDOC table Security ID link to the Security table Type ID link to the Type table Incident table Table status Application 273 Closed Date Close Type ID link to the Type table Contact Person ID link to the Person table Corrective Action Current Support Person ID link to the Person table Customer Entity ID link to the Entity table Description External ID Incident Number Initial Support Person ID link to the Person table Location ID link to the Loca
39. View method chapter Add Organization record When adding an Organization record you will need to specify between a Corporation and a Records Centre type A Corporation Organization record typically contains the following fields 145 146 Name this is the name of the Organization record Type link to the Type table this field is populated with the value Corporation Customer Supplier No you may enter the customer or supplier number for the organization This value would indicate the way to which this organization is referred in your record keeping processes Credit Ratings Assigned this is a many to many link to the Credit Rating table Provided that you have defined records in the Credit Rating table you may indicate which of these ratings apply to the given Organization Manager ID link to the Person table this allows you to specify the manager of the organization provided he she has an associated Person record Credit Ratings Owned this is a many to many link to the Credit Rating table Purchases this is a many to many link to the Purchase table Sales this is a many to many link to the Sales table Statements this is a many to many link to the Statement table Request For Quote this is a many to many link to the Request For Quote table Full Name this allows you to specify an organization s full proper name Web Site link to the WWW table this is the organization s web site You will need to populate the
40. Vital Record e Media Type e Attachment Format e Supplemental Markup Click on any of the above Code types for more information Codes File Folder Profile Codes are defined for File Folder Profiles in the File Type table Each File Type record can be used to configure a File Titling scheme see the File Plan module chapter for more information on maintaining a consistent classification system across your entire organization The File Folder Profile Codes section has five types e Type Code e Disposition e User Code 1 e User Code 2 e User Code 3 Type Code Each file may be assigned a File Folder Type Code which is set up by a RecFind 6 administrator The code may be alpha numeric or a combination of both 122 xy http lap007 8080 Tindex 1 RecFind 6 lap007 7 o m ARBFNTEB Y NAL i Y Page 1 Of 1 8 Records 4 ExternallD Administration Asset Management Compensation Finance Information Technology Marketing Sales Training 2014 Knowledgeone Corporation The following methods are available View Type Code record Add Type Code record Modify Type Code record Delete Type Code record Clone Type Code record Search Sort Print Export View Type Code record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected
41. a record from the Space Type table You must have populated the Space Type table first Box Type link to the Box Type table if the storage space predominantly or exclusively stores boxes of a certain type you may indicate this by linking to a record from the Box Type table You must have populated the Box Type table first Classification ID link to the Codes table Capacity this is the capacity of the storage space Free Capacity Floor you may indicate the floor on which the storage space is located Room you may indicate the room on the floor mentioned above in which the storage space is located Row you may indicate the row in the room mentioned above in which the storage space is located Bay you may indicate the row in the row mentioned above in which the storage space is located Shelf you may indicate the shelf in the bay mentioned above in which the storage space is located Slot you may indicate the slot on the shelf mentioned above in which the storage space is located Ignore Box Capacity RecFind 6 is supplied with the ability to determine whether a storage space has reached its maximum capacity If this occurs it will prompt you with a warning so that you know to cease adding boxes to the storage space If you wish to suppress these warning select Yes for this field Ignore Mismatch Box Type if you attempt to associate inappropriate Box Types as specified in the Box Type field with this Stora
42. affected and the change will filter through to the rest of the system Security RecFind 6 supports multiple levels of security from password access to access to individual files and documents For more information on RecFind 6 s security system please see the RecFind 6 Security system chapter Classification System RecFind provides the industry s most complete Corporate Vocabulary Keyword Thesaurus function You can enter your complete classification system in the form of Keywords Descriptors Related Terms Narrower Terms Broader Terms Forbidden Terms Scope Notes etc This online classification system can then be accessed from various points within RecFind such as file creation document profiling and searching The RecFind 6 security system RecFind 6 s security system is entirely configurable by your RecFind 6 administrator Security settings can be configured either in the RecFind 6 client or in the DRM program The DRM offers a more powerful and more convenient method of applying security policy The following basic facts apply to the RecFind 6 security system e it can optionally be linked to and synchronized with Active Directory e every table field and method in RecFind 6 has a security code e every person referenced in RecFind 6 has a Person record in the database s Person table This includes both employees of your organization and the employees of other organizations such as contacts The distinction betw
43. allow you to use the spell checker to check the text in the field Linked field A linked field in RecFind 6 is demonstrated as below To view the linked record click the View icon alongside the text entry box RecFind 6 will then execute the View method For more information on the View method see the View method chapter When accessing a linked field in Modify mode you will see an additional chain link icon next to the field This allows you to select the record that you would like to link to Tidle 3 E lt P ACCESS AND USE 7 x When selecting a value for the link it is also possible to select a value by selecting it from the drop down menu shown above It is possible to configure RecFind 6 to display the drop down menu option by choosing this option in the Data Registration Module Please see the DRM help file for more information on this You will also note the eraser icon to the right of the field This allows you to erase the existing link Date and Time fields A date field in RecFind 6 is indicated by a calendar icon and the time field is indicated by a clock icon as below Closed Date 03 Oct 2013 10 34 46 AM When setting a date field in RecFind 6 you will be presented with a virtual calendar 40 m2 3 4 6 7 8 9 10 1t 128 42 13 14 15 16 17 18 19 43 20 21 22 23 24 25 26 44 27 28 29 30 31 45 From here you are able to select any date on the calendar And while setting the tim
44. and applying Security policy Once you have created your user accounts you will need to determine a security policy This will begin with determining what levels of security you will need to enforce within your database 39 Implementing the organization s File Plan RecFind 6 assumes that a File Plan exists for your organization By this we mean a single classification system for all your corporate records A File Plan in RecFind 6 is built using one more records in the Record Category table Each Record Category record describes one class of record within your organization In addition to this Retention records are used to describe long term storage plans for your records and File Titles and Corporate Vocabulary records ensure that archiving and classification is consistent across your organization For more information see the File Plan module chapter Adding Records and Electronic Documents to the database After this you will need to begin populating your database with your records electronic documents and attachments This can be done manually with the RecFind 6 interface or the process can be streamlined somewhat by using one of the add on products in the RecFind 6 suite such as Button RecScan or Xchange For more information on these additional products please see the RecFind 6 add on products chapter 40 The Log in screen To begin using RecFind 6 you will need to log in The RecFind 6 log in screen will appear as s
45. and require special attention and treatment A Vital Record record allows you to provide this attention to vital records by specifying a process and timetable for reviewing of these important records ABFTFN EBY NBL a i Page 1 Of 1 3 Records a ExternallD Half Yearly Review Monthly Cycle Police Check Renewal 2014 Knowledgeone Corporation ___ bog Off The Records Manager needs to identify all Vital Records in an organization and then institute a safeguard process appropriate to each class of Vital Record The safeguard process is based on a regular review For example in order to safeguard electronic records it may be necessary to regularly transfer them to new media from floppy diskettes to CD ROMs say 156 and then from CD ROMs to DVD ROMs Other types of record may require preservation processes or improved levels of protection such as in a new generation humidity controlled and fireproof repository The Vital Record table thus contains information on each class of Vital Record and its review period The following methods are available e View Vital Record record e Add Vital Record record e Modify Vital Record record e Delete Vital Record record e Clone Vital Record record e Search e Sort e Print e Export View Vital Record record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This met
46. correct and saved the search if you intend to replay it later you can click the Search button to execute the search You will see the records that matched your query returned in a list view From here you are now available to perform any of the functions normally applicable to records in a list view Click on each following chapter for more information e View record e Add record e Modify record e Delete record e Clone record e Resubmit e Move e New Part e Filter e Sort e Report e Export 64 Saved Search Select this option to replay a search that has previously been saved Replay Table No Filter ih Page 1 Of 1 6 Records ExternallD CreatedDate CreatorPerson Table Active Files 2013 26 Jun 2014 12 30 44 Katie Curtain MetadataProfile Capacidad Libre 30 Oct 2013 21 26 50 Juan Carlos Space Contracts Expiring Next 180 03 Jun 2013 16 29 35 Alex Jones MetadataProfile Files by Created Date 01 Dec 2014 14 28 53 Alex Jones MetadataProfile Policies For Review Next 90 18 Jun 2013 14 39 31 Alex Jones MetadataProfile 6 Todays Expected Check Ins 16 Sep 2013 04 28 41 Alex Jones Movement 2014 Knowledgeone Corporation This option will list all searches saved within your RecFind 6 system It is possible to filter a search by the table it is applied to in the example above one search applies to the Person table and the other to the Metadata Profile table It is also possible to search for the External ID
47. e Add new system e Modify selected system e Delete selected system Additionally you are able to refresh the list of systems on the current server or to browse the list of servers on your network to locate a different Connection Manager By clicking the Browse button you will see the following window 28 The values in this list will grow as the Utility polls machines on your organization s network looking for Connection Managers When the list is complete you will be able to select the server name of the machine running the Connection Manager Add new connection To add a new system connection click the Add button You will be presented with the following window 29 Add new system connection System Name Access Type Direct Web Service Server Database User ID Password The following values are required e System Name this is to be the name of your new system It must be unique to the Connection Manager that is only e Access Type this option indicates the way users will connect to this system A direct connection is a LAN connection to the database using connection strings a web service connection on the other hand allows remote connection to a RecFind 6 web server If you chose a direct connection the following information will be required e Server this is the name of the RecFind 6 database server e Database this is the name of
48. extension this is a format that allows you to preserve electronic documents as the author intended them to be seen without needing to have the original applications responsible for creating the document installed o JPEG Joint Photographic Experts Group JPG or JPEG extension this is a compressed file format suitable for transmission over the Internet It is designed to capture photographs although it fares poorly with textual documents o PNG portable network graphics PNG extension this is a lossless compressed file format It is especially useful for capturing documents with hard contrasts such as text documents or images of Windows desktops etc o GIF graphics interchange format GIF extension o Windows bitmap BMP extension this is the raw uncompressed Windows raster image format OCR Settings These settings are only available when selectingfile types with OCR support The OCR Settings allows you to configure a number of the OCR parameters Language This is the language which the OCR engine will use to guess the text on the page Naturally it makes sense to set this value to the same language in which the document to be scanned was written PDF type There are two possible PDF types Mapped PDF which attempts to accurately preserve the layout of the original document by ensuring that text size formatting and layout is retained and Basic Embedded Text PDF which simply aligns the OCR text be
49. icon is selected indicating that there are search terms applied to this linked field E Title 1 GY e Z x RecFind 6 will now search for records where the links to the File Type Codes table contain the values specified above To remove this particular search refinement click the Erase icon which is on the right side of the text entry field Searching on date and time fields If you are searching on date and time fields in a Metadata search you should note the following if you are searching on a single value that is not a range RecFind 6 will only ask you for the date component not the time That is if you are searching for records you will only be able to enter a date in the search field If you enter the date 15 September 2004 RecFind 6 will return any records with date and time fields matching this date no matter what the time component so for example two records one with a date of 15 September 2004 4 25 AM and the other with 15 September 2004 11 58 PM will both be returned If you wish to search for specific times in a date and time field you will need to make the field part of a Range search see above for information on constructing a Range search In this case you specify an upper bound on the time period and a lower bound these two 55 times may occur on the same day or they may be potentially years apart For example a range search between the values 15 September 2004 5 00 PM and 1
50. in addition to the External ID field which is of course mandatory An Attachment record typically contains the following fields External ID as all electronic documents and images in RecFind 6 as stored as part of an EDOC object you are required to give a name External ID to the new EDOC object Type link to the Type table Image this is the location of the file on your local file system or network file store Metadata Profile link to the Metadata Profile table you can decide whether or not to link this EDOC object to a Metadata Profile record The Metadata Profile record is where all contextual metadata is stored other than the system metadata about the new document file type size etc RecFind 6 automatically populates the new EDOC record with all system metadata You may decide to link the new EDOC record to an existing Metadata Profile record or you may decide to use an existing Metadata Profile record as the template to clone a new Metadata Profile record to link the EDOC record to Attachment Format link to the Codes table this field indicates the format of the electronic document The list of possible values is drawn from the Attachment Format section of the Codes module within RecFind 6 Original File Name this is the original file name of the electronic document as it existed on the user s hard disk This value is automatically populated by RecFind 6 Workflows link to the Workflow table any associate
51. information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Box Status records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Codes Organization The Organization section has three types 144 Organization Location Department Organization Organizations are stored in the Entity table in RecFind 6 This table is used to store details on organizations referenced in your RecFind 6 database This can include your own organizations and organizations with which you do business DY http lap007 8080 index 1 RecFind 6 lap007 ho ABTFN EBY NBG m ki Page 1 Of 2 68 Records a Name Account Account Manager Opportunity Main Contact Ph
52. method see the Sort method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Codes Media Type The Media Type section of the Codes module allows you to define various storage formats that are used within your organization to store data such as CD ROM DVD ROM cassette tape You will find that some common values have already been defined for you to save time i a ARTE Tia ABFN EBY NBL 0 ce Page 1 Of 1 8 Records 4 ExternallD 2014 Knowledgeone Corporation The following methods are available e View Media Type record e Add Media Type record e Modify Media Type record e Delete Media Type record e Clone Media Type record e Search e Sort e Export 159 160 View Media Type record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Media Type record A Media Type record typically contains the following fields External ID this is the name of the Media Type record It would be used to specify the actual media type being described such as DVD ROM CD ROM mag
53. method see the View method chapter 137 138 Add User Code record A User Code record contains the following fields External ID this is the name of the User Code record Type link to the Type table this field is populated with the value Document User Code 1 Document User Code 2 or Document User Code 3 depending on the type of User Code record selected Code Remarks Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify User Code record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete User Code record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone User Code record This option allows you to clone an existing User Code record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you
54. method will allow you unfreeze records in the Pick List When a record in the Pick List is frozen it is not possible to modify or delete it When a record in the Pick List is unfrozen it is once again possible to make modifications to it Vital Record Review Selecting this method will indicate that the selected record is due for a Vital Record review Make Active D This method will make all selected records in the current Pick List active 72 Make Inactive This method will make all selected records in the current Pick List inactive Move to Record Centre 4 This method will move all selected records in the current Pick List to a Storage Facility In RecFind 6 Storage Facilities are represented by Storage Space records For more information on maintaining Storage Spaces please see the Storage Space chapter Move to Archive Box This method will move all selected records in the current Pick List to an Archive Box In RecFind 6 Archive Boxes are represented by Archive Box records For more information on maintaining Archive Boxes please see the Archive Box chapter Destroy at This method will marked as destroyed all selected records in the current Pick List Destruction of records is one of the defined stages of a record s life cycle and is covered by Retention functions within RecFind 6 For more information on a record s life cycle including destruction if appropriate please see the File Plan modu
55. movements function e Requests This field will be sued to record any requests that may have been made on the File folder Typically requests will be added by using the requests function e Last Moved date This field will be used to record the date the File Folder was last moved Typically the date will be auto populated based on the date of the last movement was added using the movement function e Last Requested date This field will be used to record the date the File Folder has been requested Typically the date will be auto populated from the date of the last request added using the request function e Last Modified date This field will record the date the File Folder was last modified and will be auto populated based on the date of modification e Last Action date This field can be used to record a date that is deemed to be the last action completed using the File Folder and can trigger an archiving retention process Workflows This field can be used to record the details of a workflow process and associated tasks The workflow process can be added when the File Folder is being added or modified Typically the workflow process will be configured by the RecFind Administrator prior to assigning e Linked Documents This field will be used to record any hard copy documents that have been linked or associated to the File Folder e Action 1 Date This field can record a date that could be used in conjunction with a retention schedule En
56. of applying security policy is to use the DRM program For more information on the DRM please consult the online help provided with this application The DRM is briefly described in the RecFind 6 add on products chapter The most important things to know about the RecFind 6 security system is that there are Security Codes and Security Groups The distinction between the two is explained below oo0o0o Security Groups A Security Group is a collection of RecFind 6 tables and associated methods The concept is that you build a number of Security Groups that reflect the needs of your organization For example RecFind 6 administrators Organization Management Records Management administrators Records Management workers Now when users are added to RecFind 6 they simply need to be assigned a Security Group with a single mouse click to complete their security classification Each employee inherits all of the properties of the Security Group Security Codes A Security Code is an individual security level Each table method record and user within RecFind 6 has a Security Code applied to it When applying Security Groups see above the RecFind 6 administrator will specify which Security Codes are accessible to a given Security Group For example a record in the Metadata Profile table may be assigned a Security Code of Basic Each Security Group for example Administrators Management and Standard may be given access to ob
57. of the saved search Once you have located the saved search click the Replay button to run the search If we select the fourth search in this list Files by Created Date and click the Replay button we will be prompted to select values for the variables before getting the result list dex 1 d 6 lap007 ABRT A HOBRERY NAS Page 1 Of 1 6 Records Par Status Title 1 i Current Location ACTIVE CORPORATE COMMITTEES Person Bill Dobson ACTIVE PERSONNEL RECRUITMENT EMPLOYMENT SCHEME Person Julie Valentine since 14 ACTIVE WORKPLACE HEALTH ACCIDENTS ACCIDENT REGISTERS Location North Building since 16 INACTL PROPERTY TRAFFIC AND FINES PENALTIES amp FEES Box 8100002 since 08 Sep 2013 B100002 INACTI PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Box 8100021 since 16 Jul 2013 68100021 2014 Knowledgeone Corporation Log Off R 100 65 Any Table search The Any Table search allows you to search on any field or combination of fields in any table in your RecFind 6 database In this sense it is an expanded and more powerful version of the Metadata search which is restricted to File Folders Documents Attachments Archive Boxes Storage Spaces Movements and Resubmits Because of the power of the Any Table search it is restricted to administrators If a user is not an administrator he she will simply not be able to see the Any Table search command To begin an Any Table search select the desired table f Cd t
58. of these Document Profile File Folder Profile and Archive Box is one view of the Metadata Profile table Storage Spaces may also be known as Spaces Retention records may also be known as Retention Code records File Title records may also be known as Title records Request records may also be known as Resubmit records RecFind 6 Records Management components The records management discipline has its own set of terms Unfortunately there are variations in these terms from place to place and from organization to organization In RecFind 6 we have attempted to use the most common records management terms Even so however there will be variations from the usage within your own organization Furthermore in the context of a computer system familiar terms will acquire new and subtly different shades of meaning Various sections in this guide define terms as used in RecFind 6 and as used in this manual Components described in this section e Metadata Profile e File Folders and Foreign File Folders e Documents e Archive Boxes e Spaces e Attachments e Movements e Retention e Record Status e Records Centers e Action Officers Metadata Profiles In RecFind 6 all records management functionality is centered on the Metadata Profile table all other records management required tables link to the Metadata Profile A records management worker will work from within the Metadata Profile table For records management use the Metad
59. ont ett te sem ete ener ee Pi T Bepperiing Gies Jei wth thee Kir Pied aiee ee Bae m oom aa samd ataa Aa daa maa Dn a a a ae Sa tasar He ara aa wres pe mopeenan ae Ld aaa Mo hneppertiet ibr Mint bel Betao m inbare Bombar S Reppert an der fy canverttas of etectrmnr docoraris feg Werd Excl sa FT or PE A be tar Bertin amp Panan amp Parine cent uman sad eet ee OE TER RLY FOO we ABE MeN ma Darien ence sae Ne ame rome ae me mens mete le irene mentee te Rint ed te Reh nd tte mn seememe oF cme pe a eront tee ve het ett Be hag ated aren wet Bae o ree em te ee area men HA menteni Aa nne eet aame Senan ae era tentent t emma 2O nwr Once the scanning process has completed you will see the document in the RecFind 6 scanning window 248 e aleol be F http iap007 8080 dex 2 RecFind 6 lap00 SH OeBeFBMRBDCAQRIAA eE E Looking for an advanced EDRMS S R Fi d 6 A robust EDRM solution that can manage all your ec in records documents and emails with ease Not organising your electronic records and documents can lead to loss of informatian wasted time resources and non compliance gt Knowledgeone Corporation s Recfind 6 is a new and easy to use EDRM solution that makes managing your organisation s electronic and paper documents quick and easy Built on the latest smart ciient NET technology and seamlessly integrated with your email and MS Office RecFind 6
60. permitted will change For example while the File Folder and Document Profile Pick Lists offer a Move To Archive Box method the Archive Box Pick List offers a Move To Record Centre method instead The following methods are available across the main toolbar e View Pick List item e Add item to Pick List e Delete item from Pick List e Clear Pick List e Append to Pick List e Sort e Report e Export e Freeze e Unfreeze e Vital Record Review e Make Active e Make Inactive e Move to Archive Box Record Centre e Destroy Note the Freeze Unfreeze Vital Record Review Make Active Make Inactive and Destroy methods will only work if you that is the logged in user has permission to execute the Modify method on the Metadata Profile table The Move To Archive Box and Move To Record Centre methods will only work if the logged in user has permission to execute the Movement method on the Metadata Profile table In addition there is option of viewing the specific logged in user s Pick List or the Master Pick List This option is made through the pull down menu located on the bottom of the screen User List Master List The User List is specific to each user registered in the RecFind system The Master List as the name implies is a global list and all users will see the same list 69 View Pick List item Once an item is selected in the list clicking this icon will allow the user to view that particular item Add item
61. referred to as capturing the image Electronic documents such as word processor files spreadsheets and even databases can be captured RecFind 6 also allows you to maintain different versions of the same document within your database This allows the history of a document to be preserved with earlier versions recorded and available for checking at a later date if required For an explanation of how RecFind 6 handles version numbers and Attachments please see the Version Control with Attachments section found later in this chapter If you click the Attachment button you will be shown the Attachment Maintenance screen m 7 2 http ap007 8080 7index 1 Recfind 6 lap007 b ou lolos AEA BAYT NAG z0 4e ti Y amp Poe 2 oeoa OQ Type EDOC ID Published Date Abstract Corporate EDOC CE100157 August 17 2011 Training Confirmation bg Corporate EDOC CE100158 April 09 2013 nitial Project Plan gt Corporate EDOC CE100159 June 04 2013 Documents for Contract No CON023411 r porate EDOC CE100160 April 09 2013 Video Card for Dell DG3302 Corporate EDOC CE100161 November 25 2013 demo Corporate EDOC CE100162 February 03 2004 TRAINING SPREADSHEETS gt d Corporate EDOC CE100150 September 11 Approval Form for Refunds a Corporate EDOC CE100151 September 11 Barcode configuration guide for The Human Group vale Corporate EDOC CE100143 February 03 2004 TRAINING SPREADSHEETS CE100143
62. s Recfind 6 is a new and easy to use EDRM R10 If at any point during redaction you wish to undo your previous redaction action see Undo Redact Each redaction is applied on the current selected page and if a different page is selected all of the redactions will be persisted on the current page before a new page is displayed and it can not be undone New redactions can be added to any page at a later time before attaching the document to Recfind 6 Undo React If you wish to undo the previous redaction actions click on the button illustrated above This will remove the last line or block which was drawn over the page It can only undo up to your last five redactions on the current page I E If you have drawn 5 shapes on the page each shape can be removed but if you have inserted more than five shapes only the most recent five shapes can be removed This is rule applies for each session of redaction A new session is started on a page if you select it with the redaction enabled or by selecting a page and activating the redaction mode You can apply as many redaction shapes as you want on a page during a session but if you select a different page that ends the current session and a new session is started You can revisit a page as many times as is necessary to apply redaction 252 Remove Page Removes the current selected page from the scanned document Move Page Up Move Page Down ty These buttons change the cu
63. selected record For more information on the New Part method see the New Part method chapter Search This option allows you to restrict the Archive Box records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Storage Space In RecFind 6 Storage Spaces are managed with the Space table 102 Space management deals with the different storage areas within a records center Each storage space is identified with a space number which uniquely identifies the space A storage space may contain one or many boxes Some organizations m
64. single storage space this field may be left blank New Person link to the Person table here you may indicate the new person who will be claiming owner or temporary custodianship of the record once it has changed hands 111 112 Security Code link to the Security table this is to be Security Code of the new Resubmit record It is populated with the Security Code of the logged in user by default For more information on the Add method see the Add method chapter Modify Resubmit record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Resubmit record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Search This option allows you to restrict the Resubmit records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior
65. table e Template Workflow ID link to the Workflow table e Type ID link to the Type table e Working Days To Complete WWW table Table status Application e Description e External ID e Name e Period ID link to the Period table e Security ID link to the Security table e Type ID link to the Type table e URL WWW Group table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table 304
66. the List chapter Once you have finished with your list of records click the Back icon in the top right corner of the window After this you will be able to run another search if you so wish External ID search The External ID search option allows you to search for a phrase in the External ID of a record As with the Text search you are able to search on any of the five record types within RecFind 6 RECHIND 6 Objects To Search File Folder Profiles Document Profiles Box Profiles EDOC v Storage Spaces ExternallID PSR Help Search Once you have entered the text phrase you are searching for and selected which of the five record types you want the search to cover click Search A note about External ID searches Any search phrase entered in an External ID search will automatically be followed by a wild card That is by entering FILE into the search field you are really telling RecFind 6 to search for FILE As explained in the Text search module wild cards act as a substitute for zero or more other characters In our example this means that RecFind 6 will search for any instances of the word FILE followed by any other text so that records with the External IDs of FILE ONE and FILE TWO will both be returned By default no wild card is specified preceding the search term so a record with an External ID of ONE FILE will not be returned To locate a file such as this you may manually
67. the Location table This field can be used to record a location where the File Folder is normally stored e Permanent Record This field can be used to indicate if the File Folder is to be kept as a permanent record Typically this field would be used in conjunction with an organizations retention schedules e Trap Reason This field can be used to record a note or warning message which will then be displayed on screen to a user should they conduct a record movement on the File Folder Old number This field can be used to record an old filing number This can be used a cross reference and can also be used for searching and reporting e Description This field can be used to prove a detailed description of what the file is about or what it may contain It can be configured to be of a fixed or unlimited length e Link Metadata profiles Link to Metadata Profile Table This field can be used to link related or associated File Folders together e Created Date This field can be used to record when the File folder was created It can be configured to auto populate to the current date of entry or be a manual entry e Closed Date This field can be used to record the date the file was closed It will also be used to record the date a part of a file was closed The field can also be used in conjunction with a retention schedule which will auto populate the appropriate retention dates Active until Due Date This field can be used in conjunction wi
68. the RecFind 6 database you wish to connect to obviously this database must be located on the server specified in the previous field e User ID this is the user ID required to log in to the database specified above e Password this is the password required to log in to the database specified above Once you have entered the appropriate information click Test to ensure the information is valid If this is the case click Add to add the new connection If you chose a web service connection the window will change slightly 30 Add new system connection System Name Access Type Direct Web Service Domain Name Application Name C Use secure connection The following information is required e Domain Name this is the domain name of your web server It will be in the form www someserver com e Port this is the HTTP port used to access the web server It is automatically populated with the default value of 80 if your circumstances are different you may change the value e Application Name this is the RecFind 6 application name as determined when you installed and set up your RecFind 6 web server e User secure connection if your web server uses SSL encryption to transmit information over a secure web connection tick this checkbox This information is used to generate the full URL of the web server For example with a domain name of www someserver com a port value of 3492
69. to Pick List This option allows a user to add an item to the currently active Pick List Clicking this icon will present the user with a list of available records From here a record may be selected and added to the Pick List Once a record is selected click the OK button to confirm the transaction It is also possible to select multiple records at a time to add them to the Pick List Delete item from Pick List Select this icon to remove a single item from the Pick List Please note that this will remove the item from the Pick List not delete the record from the database Clear ES Select this icon to remove all items from the Pick List As with the Delete method please note that this removes the items from the Pick List and does not delete the records from the database Append to Pick List Ee 70 Select this item to append the records in the current Pick List to another Pick List Once you have selected this method you will be asked to select whether the records should be added to a specific user s Pick List or whether they should be added to the Master Pick List L rh ra At h e rn i ps y N User s Pick List Master Pick List A Page 1 Of 1 42 Records Record ID ID Number Security Group Last Sign On Last Sign Off Administrator Alan Hoffman alan Contract Reviewer 29 Oct 2014 29 Oct 2014 No Alberto Contador alberto Corufia Empresalia 18 Jul 2014 18 Jul 2014 No Alex Jones demo Administrator 01
70. to the Type table e User ID e Why Left ID link to the Why Left table e Working Hours End Time e Working Hours Per Week e Working Hours Start Time Vital Record table Table status Application 302 e Code e Comments e Days To Review e External ID e Recalculate e Security ID link to the Security table e Type ID link to the Type table Warning table Table status System Locked e External ID e Security ID link to the Security table e SQL e Stored Procedure Name e Table ID link to the Table table e Type ID link to the Type table e Warning Type Weighting table Table status Application e External ID e Importance Order e Security ID link to the Security table e Type ID link to the Type table Why Left table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table Workflow table Table status Application 303 e Actual Complete Cost e Actual Complete Date e Actual Complete Hours e Budget Complete Cost e Budget Complete Hours e Created Date e Creator Person ID link to the Person table e Description e Entity ID link to the Entity table e External ID e Is Template e Person ID link to the Person table e Precedent Workflow ID link to the Workflow table e Schedule Complete Date e Security ID link to the Security table e Status ID link to the Status table e Subsequent Workflow ID link to the Workflow
71. value in the WWW table and then link to it Notes this is a many to many link to the Notes table You may assign as many different applicable Notes records as you see necessary Description this allows you to describe the organization Employees this is a many to many link to the Person table You may indicate any employees who currently work for the organization provided they have associated Person records Department Divisions this is a many to many link to the Department Division table Once you have populated the Department Division table you may indicate whichever departments divisions are part of this organization Locations this is a many to many link to the Location table Product Details this is a many to many link to the Product Detail table Product Services this is a many to many link to the Product Services table Support Agreements this is a many to many link to the Support Agreement table Support Incidents Purchased this is a many to many link to the Support Incidents Purchased table Activities this is a many to many link to the Activity table Incidents this is a many to many link to the Incident table Escalations this is a many to many link to the Escalation table Industry Codes this is a many to many link to the Industry Code table Prospect No if the Organization is involved in prospective sales or business with your organization you may indicate the prospect number in this field Customer Suppli
72. version Scanning documents See scanning documents for details on how you can use a Twain compliant device to digitize physical documents for storage in Recfind 6 After scanning a document and capturing it as an electronic document in Recfind 6 you will see the following items in the EDOC list The capture EDOCs will not always be immediate available for interaction after capturing through scanning There is a back ground batch process which needs to execute before the EDOCs are ready for further processing by the user This processing should not take longer then a few minutes User must refresh list to check if the items are available 95 REO de cm 3 EF oh Be ih By 2A if Bh JT Page 1 Of 3 101 Records 9 ExternallD a PublishedDate CheckedOut LastCheckOutPerson Exi782 30 Oct 2013 09 57 26 No F A Ext78t 30 Oct 2013 09 54 06 No g Ext780 W Oct 2013 09 46 36 No J Ext 79 30 Oct 2013 09 42 35 No 01 Oct 2013 11 31 19 Ext 72 01 Oct 2013 11 29 22 Ext 71 01 Oct 2013 11 2 Note these two items in the list are disabled Ext770 01 Oct 2013 11 2 The icons are also indicating that there is a Ext769 01 Oct 2013 11 4 Pending back ground process Ext768 01 Oct 2013 11 11 0 Ext 67 01 Oct 2013 11 0623 No Ext766 W Sep 2013 12 18 48 No Ext764 23 Sep 2013 14 41 06 No Ext 63 23 Sep 2013 14 33 09 No Ext762 23 Sep 2013 14 14 43 No Ext761 18 Sep 2013 15 11 51 No DF P b DODD BE v Working with EDOC
73. will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Type Code record This option allows you to clone an existing Type Code record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Type Code record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Type Code records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Pri
74. would define the valid multiple sequences such as AA AB AC AD etc So you RecFind 6 generated File Folder numbers would look like the following AA 000001 AB 000232 AD 000001 etc Why is this Well how does RecFind 6 know what titles you want automatically added to a new Metadata Profile record How does it know the particular titles and hierarchies that apply in each case The correct answer is that RecFind 6 can t know unless you tell it in some way at the beginning of the Add process The file titles have to be linked to the File Folder number and the File Folder Number has to have multiple sequences defined otherwise every File Folder Metadata Profile record generated for a particular Type would always have identical titles So in order for us to automatically the Metadata Profile record s file titles the type of Metadata Profile record you are adding must have an intelligent File Folder number with multiple sequences defined In summary form this is achieved by 1 adding the standard file titles to the Title table 2 configuring the Auto Number with Multiple Sequences 3 defining a File Folder Type Code using the DRM 4 configuring the File Folder by Type Code and configuring the External ID as an Auto Number 5 adding a new File Folder to see how it all works Now when you attempt to add a record with an Auto Number sequence defined you will see the Auto Number icon alongside the field as shown below lt a Caidar
75. 014 18 Jul 2014 No Alex Jones demo Administrator 01 Dec 2014 01 Dec 2014 Yes Alison Courtney alison General Staff 13 Mar 2014 13 Mar 2014 No bernard Contract Approver 24 Jun 2014 24 Jun 2014 No bill General Staff 24 Jul 2014 24 Jul 2014 No bonita General Staff 11 Sep 2013 11 Sep 2013 No brandy General Staff 25 Nov 2013 25 Nov 2013 No Charles Winchester charles Compliance Staff Classified 26 Nov 2014 26 Nov 2014 No Deborah Warrilyn deborah General Staff 10 Aug 2013 10 Aug 2013 No Elaine Van Nostrum elaine General Staff 07 Jun 2013 07 Jun 2013 No felicia General Staff 09 Apr 2013 10 Apr 2013 No fred Contract System 31 Jul 2014 31 Jul 2014 No Gary McAllister gary Workplace Health amp Safety 24 Jul 2014 24 Jul 2014 No Greg Studman greg Register Staff 04 Oct 2013 04 Oct 2013 No 2014 Knowledgeone Corporation The following options are available on the main toolbar e View User Profile record e Add User Profile record e Modify User Profile record e Delete User Profile record e Clone User Profile record e Search e Sort e Print 174 View User Profile record Click this button to view a selected User Profile record The RecFind 6 user interface will resize itself to accommodate the new view This presents you with a list of all the appropriate fields in the User Profile record It isn t necessarily true that all fields in the User Profile record will be displayed to the user depending on the user s security settings and field vis
76. 3100020 Archive Box ASSET 3100020 8100017 Archive Box ASSET 8100017 100003 Archive Box PROPERTY 8100003 8100004 Archive Box STAFF TRAINING LifeCycle1 DueDate 100005 Archive Box Sueidos Personal 2011 Archive Box CASE MANAGEMENT 8100006 Archive Box CASE MANAGEMENT Archive Box CASE MANAGEMENT 8100008 Archive Box PAYROLL FILES 2011 8100009 Archive Box PAYROLL FILES 2012 8100010 Archive Box PAYROLL FILES 2013 8100011 Archive Box PROPERTY 3ActualDate user variable ANI 179 This screen allows you to build the actual Boolean search query You will notice three panes in this window the top left pane shows all fields for the given record type the top right pane shows possible values for the selected field including linked values if the field is a foreign key and the bottom pane shows the Boolean query as it is being constructed 56 It is possible to search on as many fields as you need Each field may be combined with another field query to build the master query these combinations may be via any Boolean operator AND OR AND NOT OR NOT and NOT Reference IDs and searching on linked values in other tables You will notice that when you insert a search on a linked value RecFind 6 will insert a number In the screenshot above you will see that a search is being made on a Type ID of 13 and a Box ID of 179 This is RecFind 6 s way of dealing with linked values and foreign keys Because RecFind 6 relies upon a relatio
77. 5 October 2008 10 00 AM will return records with the values 15 September 2004 11 58 PM and 1 January 2008 6 30 AM but it will not return a record with the value 15 September 2004 4 25 AM Note RecFind 6 employs the time on the database server when creating searching and modifying date fields This is to ensure that dates are synchronized across your entire organization So for example if User A creates a record with 3 03 PM showing on the clock on his local machine this record will actually have a Created Date value of 3 01 PM assuming that this is the time of the database server machine This is to ensure that User B when she attempts to access the same file has a consistent point of reference for sorting events in the life cycle of the record because her computer time may be set to 2 59 PM at that moment Boolean search The Boolean search option allows you to construct a search using Boolean operators in RecFind 6 these operators include AND OR AND NOT OR NOT NOT and IN The Boolean search option has a number of default types they are File Folder Profile Document Profile Attachment Archive Box Storage Space Movement and Resubmit Once you have chosen a type in our example we have chosen the File Folder Profile you will be presented with the following screen aS OldNumber ih lt C Page 17 OF 20960 Records SETON sonia enad ExternallD Type Description Barcode LifeCycle3DueDate LifeCycle3DueDate
78. 6 This is where you configure any number of auto number sequences for use with any field in any table in RecFind 6 They can be of virtually any configuration for example YYYY S AA YY S YY S etc where S is a RecFind 6 automatically generated sequential number The coding options are available as follows A letter A Z 9 number 0 9 any single character S sequence D or DD day 180 M or MM month YY or YYYY year Enclosing a term in inverted commas X for example will represent it in the Auto Number as a constant moraine ame i mS AET 9 EO ih Page 1 Of 1 23 Records 4 Auto Number ID Format Sequential Number Length Sequential Number Last Value i Agreement Auto Numbering RF S 6 129435 S Agreement EDOC Numbering CON S 6 129973 ll Archive Box Barcode Numbering BS 6 100023 Archive Box Numbering BS 6 100023 Associated EDOCs Numbering E S 6 144244 CAF Auto Numbering CAF S 6 142584 Complaint Numbering c s 7 1000041 Contract Numbering CON S 6 13 Corporate EDOC Numbering CE S 6 4100326 Document Numbering D S 6 155376 File Folder Barcode Numbering FS 6 500044 File Folder Numbering AAANYIS 4 199999 Incident Numbering YYYYS 4 0 Invoice EDOC Numbering INV S 6 23994 2014 Knowledgeone Corporation Log Off R100 There are two options in this Auto Number Format window e View Auto Number Format record e Search Note it is not possible to add an
79. ADVERTISING PUBLICITY Year Date the previous 1 8 4 COMMUNITY RELATIONS MARKETING ADVERTISING Year Date the previous 1 8 5 COMMUNITY RELATIONS MARKETING ADVERTISING FILMS amp Year Date the previous 2014 Knowledgeone Corporation togo J http lap007 8080 RecFindWeb261 Forms frmSearch aspx index 1 R100 The following methods are available e View Retention Code record e Add Retention Code record e Modify Retention Code record e Delete Retention Code record e Clone Retention Code record e Search e Sort e Print e Export View Retention Code record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method please see the View method chapter Add Retention Code There are two types of Retention Codes o Legal Citation o Retention Code A Legal Citation record typically contains the following fields 189 190 External ID this is the name of the Retention Code record Type link to the Type table this field is populated with the value Legal Citation Description Notes these are scope notes on the application and use of this Retention Code Active Until Period link to the Period table Active Until Starting Event link to the Starting Event
80. ANDAR EE 99 000 20 STANDAR EI 98 000 21 STANDARIEI 98 000 22 STANDARIEI 99 000 ii EE Alignment t aF E Lay 2 S Number Delete Styles 7 E Format rm h Cells ar amp Find amp Filter Select Editing 1 F0000183 1 F0000200 1 F0000010 1 F0000011 1 F0000013 1 F0000141 1 F0000199 1 F0000015 1 F0000014 1 F0000082 1 F0000122 1 F0000152 1 F0000153 1 F0000189 2 F0000190 4 F0000191 1 F0000023 1 F0000024 1 F0000080 2 F0000081 1 F0000022 O A STD_HIGH Basic STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE Basic STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_HIGH STD_HIGH STD_HIGH STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE STD_EVERYONE FALSE FALSE G H l J Title2 Title3 Location R 1 Document ASSET MA BUDGETIN AGREEMEIC Document ASSET MA BUDGETIN AGREEME Z Document ASSET MA BUDGETIN AGREEMEI S Location R ASSET MA AUDIT ACCRUAL Location R COMMUN COMMITT APPOINTM Person AL COMMUN DONATIO LIBRARY NC Person AL COMMUN DONATIOITRUSTS Person BL COMMUN ENQUIRIE RECORDS Location R COMMUN MARKETIN ADVERTIS Location R COMMUN MARKETIN ADVERTIS Location R EQUIPME COMPLIAS GUIDELINEF Location A EQUIPME COMPLIAF ACCREDIT Location A EQUIPMEI COMPLIAS CABINET M Location A ACCEPTANCES Location A EQUIPME COMPLIAT ENVIRONM Location A EQUIPMET EVALUATI PERFORM L Location FR EQUIPMET EVALUATI PROGRESS
81. Add method see the Add method chapter Modify Disposition record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Disposition record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Disposition record This option allows you to clone an existing Disposition record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Disposition record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Disposition records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search m
82. Arch Print Out 2014 Knowledgeon Corporation 139 140 The following methods are available View Box Type record Add Box Type record Modify Box Type record Delete Box Type record Clone Box Type record Search Sort Print Export View Box Type record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Box Type record A Box Type record contains the following fields External ID this is the name of the Box Type record Type ID link to the Type table if you wish you may specify a Type for this Box Type record Description you may enter a short description of the box type if you desire Height this allows you to specify the height of the box You may indicate units as well Width this allows you to specify the width of the box You may indicate units as well Depth this allows you to specify the depth of the box You may indicate units as well Max Weight this allows you to specify the maximum weight that the box is rated for You may indicate units as well Cost Per Period link to the Period table Security ID link to the Security table this is the Security Code of the record For more informati
83. Attachment Format record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Attachment Format record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Attachment Format record This option allows you to clone an existing Attachment Format record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Attachment Format record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Attachment Format records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of 163 records in a list prior to a Print operation For more information on the Search method
84. Audit Trail table they must be generated by events within your RecFind 6 system as defined through the Data Registration Module An Audit Trail record is generated every time a given method is executed on a given table or during log in attempts Each Audit Trail record will indicate which method was used and on what table in addition to providing time and date details and the details of the user who performed the method To configure which methods and which tables are audited please consult the Data Registration Module DRM help file 167 It is recommended that the Audit Trail table is not visible to normal users Because the Audit Trail table may be used to store sensitive information which may be legally required at a later date it is recommended that Security settings are configured so that only administrators have access to the table Please see the DRM help file for information on changing the security of the Audit Trail table View Audit Trail record This method allows you to view the details of the selected Audit Trail record http iap007 8080 index 2 RecFind 6 Iap007 P M E e A a baba ALO Q Security Code E sEVERYONE lt Audit ID Kate Wallis UserProfile Modify Record 21 Kate Wallis ord e Wallis 16 N 4 4 38 55 PM a B ke e E hodify able E f eedi ted By Applicat Button As you can see this record details the following information about the audited event e the time and date t
85. Auto Number Format record from this module this must be done through the Data Registration Module DRM For more information on adding an Auto Number Format record to your RecFind 6 database please see the DRM s online help file the Configure Auto Numbers chapter View Auto Number Format record This option will allow you to view an Auto Number Format record You will note that the following fields are present e External ID this is the name of the Auto Number Format record e Type link to the Type table 181 182 Format this field indicates the format of the Auto Number For a further description of the available characters in formatting an Auto Number please see the section immediately following Sequential Number Length this is the length of the sequence component of the Auto Number Sequential Number Pad this indicates whether the sequential component of the Auto Number should be padded with zeroes If this is set to yes and the Auto Number has a Sequential Number Length value of 5 the value 34 will be represented as 00034 Sequential Number Last Value this is the last value recognized by the sequential component of the Auto Number thus the next sequence number generated will be the value in this field incremented by one Multiple Sequence Mask this indicates the mask component of the Auto Number as applied to determining Multiple Sequences The mask should be specified with asterisk characters the numb
86. CIDENTS CORPORATE 2 WORKPLACE HEALTH AND SAFETY jj ACCOUNTING CORPORATE 2 FINANCIAL MANAGEMENT ACQUISITION CORPORATE 2 EQUIPMENT amp STORES ACQUISITION CORPORATE 2 PROPERTY MANAGEMENT ACQUISITION CORPORATE 2 FLEET MANAGEMENT ACQUISITION CORPORATE 2 TECHNOLOGY AND COMMUNICATION al 2014 Knowledgeone Corporation Log Off The following methods are available e View Title record e Add Title record e Modify Title record e Delete Title record e Clone Title record e Search e Sort e Export e Print 192 Generating File Titles automatically when adding a Metadata Profile record If you don t wish to add your various levels of File Titling manually every time you add a new Metadata Profile record you can configure RecFind 6 to do it automatically for you To do this you will need to employ two more tables the Auto Number Format table and the Auto Number Format Multiple Sequence table Once you have defined an Auto Number Format you are able to use this for file titling For example suppose your Auto Number Format was AA S and it was applied to the External ID field of the Metadata Profile table as a File Folder number AA means any two letters The problem is RecFind 6 won t know what to generate when you add a new File Folder so you will have to define what letter combinations are valid and enter them each time you create a new Metadata Profile record Thus the Auto Number Format Multiple Sequence table is where you
87. Category record e Add Record Category record e Modify Record Category record e Delete Record Category record e Clone Record Category record e Search e Sort e Print e Export View Record Category record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Record Category record A Record Category record contains the following fields e External ID this is the name of the Record Category record e Type link to the Type table e Code e Description a short description of the Record Category may be entered if appropriate e Vital Record link to the Vital Record table if this Record Category includes vital records this field will contain a link to the Vital Record table The Vital Record table will thus need to be populated 186 Permanent Record this value indicates whether the Record Category includes a permanent record classification That is whether all records within this Record Category are permanent records Series link to the Series table if this Record Category is part of a record Series this field will contain a link to the Series table The Series table will thus need to be populated Retention Code link to the Reten
88. Document Status record Search Sort Print View Document Status record For more information on the View method see the View method chapter Add Document Status record A Document Status record contains the following fields External ID Type link to the Type table this field is populated with the value Document Status Codes Remarks Security Code link to the Security table For more information on the Add method see the Add method chapter R10 133 134 Modify Document Status record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Document Status record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Document Status record This option allows you to clone an existing Document Status record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the
89. ECTION COLLECTION COLLECTION COMPENSATION COMPENSATION COMPENSATION COMPENSATION Page 1 OF 4 179Recons 32 Title 2 ANNUAL SUBMISSIONS CORPORATE IDENTITY ELECTIONS LICENSING AND COMMITTEES COMPANIES RISK MANAGEMENT RULES AND STATUTES ACCESS CATALOGUING DISPOSAL EXHIBITIONS LOANS CONSERVATION ACQUISITION CASES WORKERS INSURANCE CLAIMS REHABILITATION Last Value 1992 1998 1659 1759 1758 1886 1980 1436 File Folder CRA File Folder CRC File Foider CRD COMMUNITY RELATIONS PUBLIC REACTION COMMUNITY RELATIONS CEREMONIES COMMUNITY RELATIONS DONATIONS You can select a multiple sequence from the available list and this will populate the text box with the selected characters It will also select the related titles if this is an auto number format that uses titling Note You can also partially type a character in the auto number text box and then press the multiple sequence button This will filter the results with only those containing the characters you have entered Quick Links The Web Client has a quick link feature which provides the user with the ability to quickly navigate to certain areas of the client With quick links you can e Directly open a table list optionally of a particular type of record e Show the WorkFlow To Do List e Show all File Folders Document Profiles or Archive Boxes To directly open a table list append the following parameters on to the Default aspx web page
90. Find 6 Security SyStem erer antes aasan AN EAEE EEE ES RATAREA TE EEEE 6 Secure web sites ahd HTP So ren raa n EEA Ath A EAE AR RETES 6 Setting P SCGUI neee e ot eaten cess tess A E eS Ae a ee oe ee T EE ee eee 6 Glossary of RecFind 6ACrIMNS 3 iif ieccuceSiseen teecarsne tee aeara ied eens a e a EEEE ALa EARE t 8 RecFind 6 Records Management COMPONEMLG csessssccececessesenneseeeeecesseseaeseeeeecessessaeeeeess 8 Field Typesvin RECFING Oae cetetteseed e EEE E vevectecapetedanele e tevesbeeepete dene 14 AUTO MUMDEFING efit E A A cbecuepeued abele cofewes date nere chic haved E aay 18 QUICK ENa e A ANE ATE AEE ETE A 20 Field Fom aO aaa aaan lech aa aae aaa aaa a Eae E AE AE EAE A Ea aaa aa e ea a 22 The RecFind 6 help systems Aea areenaa aeaea a aaea a AA A Ea EAA a AA Eaa AE A Ea AAA 26 Connection Manager Utility seisseen anaoa aeaa aee aa euena ea aaraa AE dot Eaa Aenean aaae a 27 Add MEW CONNECTION nenie a a i a Sa Sets ath ca Pate Caos ates 29 Modify selected CONNECTION cscsscccceceseessssscecececesseseaaaeeececesseseaasaeeeeeceseeseaaeaeeeeseeseessagaas 32 Delete selected connection ceinen Leeda cause cbdestewdscavbnes olds ietdedashse ASA ENRE NAR 33 RecFind 6 2 6 Add On Products eecccceeeeeneeeeeeneeeeeeaeeeeeeaaeeeeesaaeeeeeeaaeeeeeeaaeeeeeeaeeeseeaeeeeseaas 34 RECFING G BULCON sea a Gs iacie tevgaaeetcslaue AE che leon cdeusdeced Shaws cdevsseeed dv lackadevtaacet evbaes 34 RECFING GiRECSCAM 2 eisecet l
91. Ge a AAA E A a A Oh 167 ThePe oplemod lesisi inniinn iiaii ieia iaei O Eti ee OAE NEA LOENEN 170 The User Profle modulen Aran A A E E AEE A N 174 The Object Numbering MOdule cccceeececeeeeeceeeeeeeaeeeeaeeseeeeeseaeeeeaaeeseaeeseeeeesaeeeeaeeseeeeeaees 180 Auto NUMber EOrimat iadaan ane a cava cactcdeteusecesactecedssvusadecsdacacdeuedsedscactacedace 180 Multiple Sequences atone Ath cect teeth Ah aretha eee 183 The FilesPlanmo cule v 25 2eiSess A vipa sae cient ee a a se cdiaih cieceedhawsdevactindsasvaveuvarathoisaeasaveuteustuanaavdlys 185 Record Cate PONV ciete Sova Acts A eaaa Raa ik eee aes eee ee a ee RS 185 Retention AA Aathacet dtr ath aren Aaa A ee Ath cote S 188 EERU E E ERA E E AA AEA teveande aaa coon EAA A E 192 Corporate o 1o 018l aT AEA E E del E E E ee ea 197 Sere S e ar Bates a e rea Ate r cet EN A a A E A 201 ETE A E E AEAEE A SNE ANE AAEE AAEE A A AA S TE A A E 204 Fhe Select Method BESA PN E AA ETA E A 209 FNEMIGWSIMEINOG Aa EE P A E E AEA 211 Th Add Me OA a a a a a ara aa aaa a a aa Aaaa 212 The Modify metho aseri eranan ths EE EEEE S E E EE ASAE AES 214 Tene Deletes Mette Giecicesce sess ee Moses ce E A nes asad Se ects A Po Satna io E cowsoaet inate tte ena 216 The Glone method EEE E boss sage E A E A A A sud0iee eae A E E A 218 The Request method ariei inas aa tence ie ee a ee ee Een E eee 219 ThesMOve Method nenet erao orci ecee anos nce sodas iiae er aa sone pa eean i er de erka Sock eevondeon 220
92. Go Specific are of the client to jump to TODO The WorkFlow To Do List FILEFOLDERS The MetadataProfile table list showing all File Folder records DOCPROFILES The MetadataProfile table list showing all Document Profile records ARCHIVEBOXES The MetadataProfile table list showing all Archive Box records Examples ex http server recfindweb Forms Default aspx Go TODO ex http server recfindweb Forms Default aspx Go FILEFOLDERS 21 Field Formats There are various types of formats that can be applied to the fields of a record The formats that can be applied to a field depend on the data type of the field See the DRM help file for more details Text Fields Corporate Vocabulary Format With this format selected you are able to select terms from the corporate vocabulary table If the field is read only then you can only select a single term using the corporate vocabulary button If the field is not read only you can type in the text box as well as append terms from the corporate vocabulary list Title 4 BJ Pressing the corporate vocabulary button brings up the following window 22 Default Class Default v ih Page 1 OF 20 957Recorts DD Term Class Source Scope Notes ABORIGINAL Descripto Keyword Class SUBJECT DESCRIPTOR ACCEPTANCES Descripto Keyword Class SUBJECT DESCRIPTOR ACCESS Descripto Keyword Class SUBJECT DESCRIPTOR ACCESS AND EQUITY Descripto Keyword Class SUBJECT DESCRIPTOR Provi
93. HANNEL ON DEMAND E RF12941 CHANNEL EXTER NAL Note Pressing the back button or close window will cancel any changes made 210 The View method el The View method displays a list of all fields and values for a given database record provided no security restrictions are in place In a View operation no data can be changed The View method can be executed either by selecting a record in a list and clicking the View icon as shown above or simply by double clicking a record in a list When viewing a record the RecFind 6 user interface will open a new window to display the new information A typical record in RecFind 6 displayed in View mode is shown below Security Code E EVERYONE Employee ID 74566 Employee Name Alex Jones job Title Sales and Service Supervisor Organisation E Acme Anvil Corporation Department E FRONTLINE SALES CREDIT Cost Code Employment Status Employment Type Review Date 8754320 E CURRENT E FULME February 14 2014 Recruitment Probation o 1 associated record Form Form Name E 745311 1 Confirmation of Progression Responsible Action By Actioned Kay McDonald 03 Dec bes Correspondence 8 1 associated record Form Form Name E 859673 7 Grievance Outcome Responsible Action By Actioned Kay McDonald 29 Nov 2014 Knowledgeone Corporation To return to the main RecFind 6 user interface click the Back icon located in the top right corner of the window ra
94. ID link to the Type table Close Type table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table 262 Codes table Table status Application e Code e External ID e Remarks e Security ID link to the Security table e Type ID link to the Type table Color table Table status System Locked e External ID e Security ID link to the Security table e Type ID link to the Type table Committee table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table Corporate Vocabulary table Table status Application e Class Code ID link to the Codes table e Code e External ID e Scope Notes e Security ID link to the Security table e Source e Type ID link to the Type table Country table Table status Application 263 External ID Security ID link to the Security table Type ID link to the Type table Credit Card table Table status Application External ID Instructions Lower Limit Amount Security ID link to the Security table Type ID link to the Type ID Upper Limit Amount Credit Note table Table status Application Comments Create Date Credit Note Amount Credit Note Number External ID Security ID link to the Security table Type ID link to the Type table Credit Rating table Table status Application 264 External ID Instru
95. IV Title 1 PERSONNEL PERSONNEL PERSONNEL PERSONNEL PERSONNEL PERSONNEL Please type a name for the saved search Cancel 2014 Knowledgeone Corporation Of 1 6 Records Page 1 lt rent Location ison Julie Valentine since 50n Julie Valentine since son Julie Valentine since son Keiran O Farrell since son Keiran O Farrell since yartment Division LEGAL Log Off R10 v Once you have entered a name and clicked the Ok button the search will be available to be replayed For more information on replaying a Saved Search please see the following section Replay Search The Replay Search method allows you to re run a search that has already been saved For more information on saving a search please see the preceding section By clicking the Replay Search method you will be shown a list of all Saved Searches for the given table as shown below DESI INAC DESI INAC ACTI ZS9S 13 231 ACTP PCP 13 4 2 ACTI ACT Par Status Title 1 AC Oct ACT ce 20 Replay ExternallD Active Files 2013 Contracts Expiring Next 03 Jun 2013 16 29 35 Policies For Review ACTIV PERSONNEL ACTIV EQUIPMENT amp TY NAG 7 Title 2 Title 3 Page 1 CreatedDate 26 Jun 2014 12 30 44 CreatorPerson Katie Curtain Alex Jones 18 Jun 2013 14 39 31 Alex Jones RECRUI MEN DISPOSAL CRIMINAL HIS ORY DISPOSAL OF 2014 Knowledgeone Corporation Of 1G Records f Page 1 Of 1 39
96. JAN FEB MAR Location Registry since 30 Oct 2013 30 Oct 2020 8200004 CASE MANAGEMENT FILES 2012 MAY JUN JUL Location Registry since 30 Oct 2013 30 Oct 2020 B200005 CASE MANAGEMENT FILES 2012 OCT NOV DEC All Space 210 12 2 4 4 at Acme Anvil 14 Jan 2021 8200006 IT Department Files ist Qtr 2012 Entity Law Department since 10 Oct 2013 ACTIVE 8100022 ASSET MANAGEMENT FILES 2012 JAN FEB MAR Location Registry since 15 Sep 2013 ACTIVE 10 Oct 2021 8100018 Lever Arch PROPERTY MANAGEMENT FILES 2013 JAN FEB Person Alex Jones since 18 Jul 2014 ACTIVE 13 Sep 2021 8100002 EMENT FILES 2011 JUL AUG SEP PAYROLL FILES 2011 JAN FEB MAR APR MAY 2014 Knowledgeone Corporation Log Off R10 From here you can e View Archive Box record e Add Archive Box record e Modify Archive Box record e Delete Archive Box record e Clone Archive Box record e Resubmit e Move e New Part e Search e Sort e Print e Export View Archive Box record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Archive Box record The fields a Archive Box record or any other type of record contains is determined by your administrator Your administr
97. MATION Information Provid Member unhappy with unclear and incorrect ingormation that has been provided and claims itis a misleading contract Member has had loans previously and never had these problems and paid them out early Member is asking if fees and charges be waived due to the inconsistency and unclear contract 2014 Knowledgeone Corporation Log Off R100 Upon clicking the icon the spell check module will be loaded If there are any spelling errors detected in the given field you will be provided with the opportunity to correct them 255 Actions Not in Dictionary ils go here Details go Member unhappy with unclear and incorrect informatoin that has been provided and claims it is a ils go here Details go Ignore initial Satisfaction AETERNE Department Suggestions Add Custom informatory i COPE Complaint Categon informatus infirmation Change All informatics ne Complaint Type informative information Provid ims itis a nd paid them out slear contract 2014 Knowledgeone Corporation Log Off 100 a gt Actions ils go here Details go ills go here Details go Message from webpage Initial Satisfaction The Spell Check is complete Department Complaint Categor Complaint Type Information Provid ims itis a nd paid them out lear contract 2014 Knowledgeone Corporation Log Off 100 256 RecFind 6 tables A L In
98. Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source either XML CSV or e mail For more information on the Export method please see the Export method chapter Document Profile A Document Profile is used to hold metadata about paper documents It may refer to a single one of these documents or possibly to an entire set of them That is a single Document Profile object may hold metadata for any number of paper documents electronic documents or images such as TIFF or JPEG files Document Profiles are one step below File Folder Profiles in the records management hierarchy so that a File Folder Profile may contain Document Profiles but not the other way around However it is possible for a Document Profile to exist outside of
99. Numhar me le Folder Number ks 14 Sequence 193 By clicking this you will be shown a list of Multiple Sequences to choose from Auto Number File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Foider File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder File Folder Y a Sequen Title 1 CGA CORPORATE CGC CORPORATE CGE CORPORATE CGL CORPORATE CGM CORPORATE CGP CORPORATE CGR CORPORATE CGS CORPORATE CMA COLLECTION CMC COLLECTION COLLECTION COLLECTION COLLECTION COLLECTION COLLECTION COMPENSATION COMPENSATION COMPENSATION COMPENSATION Page 1 Of 4 179 Records Title 2 ANNUAL SUBMISSIONS CORPORATE IDENTITY ELECTIONS LICENSING AND COMMITTEES COMPANIES RISK MANAGEMENT RULES AND STATUTES ACCESS CATALOGUING DISPOSAL EXHIBITIONS LOANS CONSERVATION ACQUISITION CASES WORKERS INSURANCE CLAIMS REHABILITATION COMMUNITY RELATIONS PUBLIC REACTION COMMUNITY RELATIONS CEREMONIES COMMUNITY RELATIONS DONATIONS Last Value 1992 1998 1659 1759 1758 1886 1773 1980 1559 1436 1887 1979 1023 1784 1543 1947 1452 1945 1877 1234 You will note that these sequences have two Title levels defined the Titles themselves depend on the code AB AP etc entered in the External ID field By selecting one of these you will note that the Fi
100. Records Current Location 6100009 xt B100022 B100000 17 316 17 Jul 16 Jul ince Table MetadataProfile MetadataProfile MetadataProfile Person Jure Vaientne since Person Art Vanderlay since 18 Log Off 226 R10 You will note that the table to which the Saved Search applies can be determined by checking the value of the Table column and in the example above all available Saved Searches are from the Metadata Profile table Once you have selected your Saved Search click OK to execute the search The search will be performed on the records currently in the database and not on the database as it existed that the time the Saved Search was created so it may be that the search will return different results at different times depending on the records in the database If your saved search contained variables you will be prompted to select values for the variables when the saved search is replayed 10 11 12 13 14 17 18 19 20 21 You can select values for each variable or choose to leave them blank When you want to perform the search press OK Press Cancel to return back to the list screen without filtering the record list 227 The Sort method N The Sort method is available on most list screens and allows you to change the order in which fields are presented The Sort method is launched by clicking the sort icon shown above You will then be presented with a list of all fields in t
101. SCRIPTOR See Christmas cards for See ace errr eee ea Smee ere Bal From here you can choose the Type and Class of Corporate Vocabulary term you wish to use Once you have made these choices you will be able to choose a term to insert into the field You are also able to add modify or delete terms from your Corporate Vocabulary list should any maintenance be required The following methods are available e View Corporate Vocabulary record e Add Corporate Vocabulary record e Modify Corporate Vocabulary record e Delete Corporate Vocabulary record 198 Clone Corporate Vocabulary record Search Sort Print Export View Corporate Vocabulary record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method please see the View method chapter Add Corporate Vocabulary record A Corporate Vocabulary record contains the following fields External ID this is the name of the Corporate Vocabulary record Type link to the Type table Class link to the Codes table here you may indicate the Class of the Corporate Vocabulary record The available class types are Descriptor Forbidden Term and Keyword Scope Notes Source you may indicate the source of the information
102. a File Folder Profile in which case the Document Profile will be the highest level of classification for a particular record In your RecFind 6 database Document Profiles are stored in the Metadata Profile table It is possible to define multiple types of Document Profiles each with a customized set of fields When viewing or adding Document Profiles then you will be asked to select which type to search on There is the option of viewing All Types or of viewing one of the defined types Once you have selected a type you will be presented with the standard list view for the selected Document Profile records as shown below c a iit ABFTN FB HOBBY NBG i Y Page 1 Of 2083 Records 2D Document Parent File Author Abstract Current Location Received Date Created Security Code 10155372 298 13 2346 Barbara Smith sales forecasts for july 2011 Location Registry since 18 Jul 2014 18 Jul 2014 18 Jul 2014 EVERYONE Ss 0155373 PMTM31756 Linda Marin Active training course exercise handout This covers Location Registry since 18 Jul 2014 18 Jui 2014 18 Jul 2014 EVERYONE Fsvi3w1924 Micheal Leave Appication Location Registry since 64 Dec 2013 04 Dec 2013 04 Dec 2013 EVERYONE 0155371 FS113 1924 Location Registry since 04 Dec 2013 04 Dec 2013 EVERYONE SOTM31543 Greg Wamiow Active training manual File Folder 1543 since 17 Jul 2013 19 Ape 2013 16 Jul 2013 SOTN31543 Greg Warrlow Admin training m
103. a id ExportSet xmins xmins xs http www w3 org 2001 XMLSchema mins msdate urn schemas microsoft com xml msdata gt lt xs element name ExportSet msdata IsDataSet true msdata Locale en AU gt lt xs complexType gt lt xs choice maxOccurs unbounded gt lt xs element name Record gt lt xs complexType gt lt xs sequence gt lt xs element name ID type xs int minOccurs 0 gt lt xs element name TypeID type xs string minOccurs 0 gt lt xs element name ExternalID type xs string minOccurs 0 gt lt xs element name PartNumber type xs int minOccurs 0 gt lt xs element name Barcode type xs string minOccurs 0 gt lt xs element name SecurityID type xs string minOccurs 0 gt lt xs element name LooseAttached type xs boolean minOccurs 0 gt lt xs element name CurrentLocation type xs string minOccurs 0 gt lt xs element name Title1 type xs string minOccurs 0 gt lt xs element name Title2 type xs string minOccurs 0 gt lt xs element name Title3 type xs string minOccurs 0 gt lt xs element name Title4 type xs string minOccurs 0 gt lt xs element name TitleS type xs string minOccurs 0 gt lt xs element name StatusID type xs string minOccurs 0 gt lt xs element name FileTypeCodesID type xs string minOccurs 0 gt lt xs element name RetentionMethodCodelID
104. able for Movement records View Movement record For more information on the View method see the View method chapter Add Movement record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications Note while it is possible to add Movements from the Movement module you are far more likely to create Movement records by using the Move method on an existing set of records In this case the Movement module acts more as a summary of existing Movement records created elsewhere in RecFind 6 For more information on the Move method please see the Move method chapter 107 108 A Movement record contains the following fields External ID this is the name of the Movement record Type link to the Type table if you wish you may specify a Type for the Movement record Metadata Profile link to the Metadata Profile table this is the Metadata Profile record that is to be moved Moved Date this is the time and date that the Movement occurred It is thus the time that the Movement record was created this value is automatically populated by RecFind 6 Days To Return this value indicates the number of days allowed before the record must be returned to its initial location Date To Return this value is a combination of th
105. ad only that cannot be changed i e via the DRM Delete Task This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Search This option allows you to restrict the Task records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source either XML CSV or e mail For more information on the Export method please see the Export method chapter To Do List The To Do List enables a user to find out what outstanding work is sc
106. addition to the RecFind 6 tables accessible through the modules there are a number of additional tables that are part of a RecFind 6 database These tables are used to store information that is then made available to the main module tables This listing may be helpful to you if you are planning to add tables or fields to your RecFind 6 database If at all possible you should never add a field until you have confirmed that an existing field won t be able to do the job just as well Similarly you should avoid deleting fields if a field is not appropriate to your application it is best to make the field invisible using the Data Registration Module For the remainder of the RecFind 6 tables please see RecFind 6 tables M Z Access Right Field table Table status System Locked e Applies To Type ID link to the Type table e External ID e Field ID link to the Field table e Is Read Only e Is Visible e Security ID link to the Security table e Security Group ID link to the Security Group table e Type ID link to the Type table Access Right Method table Table status System Locked e Applies To Type ID link to the Type table e External ID e Security ID link to the Security table e Security Group ID link to the Security Group table e Table Method ID link to the Table Method table e Type ID link to the Type table Activity table Table status Application 257 Agenda Booked Date Completed Date Contac
107. al Path e Parent EDOC ID link to the EDOC table e Previous EDOC ID link to the EDOC table e Published Date e Received Date e Recipient e Reply By Date e Reply Sent Date e Security ID link to the Security table e Sender e Size e Subject e Suffix e Type ID link to the Type table 267 e Version Number Entity table Table status Application e Account Manager Person ID link to the Person table e Barcode e Credit Rating ID link to the Credit Rating table e Currency ID link to the Currency table e Customer Supplier Since Date e Description e Entity Number e External ID e Full Name e Home Page WWW ID link to the WWW table e Manager ID link to the Person table e Number Employees e Prospect Number e Security ID link to the Security table e Subsidiary Of Entity ID link to the Entity table e Turnover e Type ID link to the Type table Error table Table status System Locked e Error e Error Date e External ID e Occurred In e Person ID link to the Person table e Security ID link to the Security table e Stack Trace e Table ID link to the Table table e Type ID link to the Type table Error Message table Table status System Locked 268 e External ID e Security ID link to the Security table e String ID link to the String table e Type ID link to the Type table e UIID Escalation table Table status Application e Assigned Date e Details e Due Dat
108. ames table names etc will be updated to reflect the new language setting Citizenship link to the Citizenship table you may indicate the citizenship of the user with this field Qualifications link to the Qualification table you may indicate any professional qualifications of the user with this field Benefits link to the Benefit table Job Title link to the Job Title table this is the user s job title The Job Title table must be populated before this value can be assigned Job Rating link to the Job Rating table this is the user s job rating The Job Rating table must be populated before this value can be assigned Why Left link to the Why Left table if the user has left the organization this field may indicate the reason that this occurred The Why Left table must be populated before this value can be assigned Working Hours Start Time this field allows you to specify the daily start time for the employee Working Hours End Time this field allows you to specify the daily end time for the employee Working Hours Per Week this field allows you to specify the number of hours that the employee is expected to earn per week Holidays Per Week this field allows you to specify the number of holiday days that the employee accrues per week worked Holidays Receive Solicitations This setting applies to the upcoming Tacit application which is a program that is used to solicit and manage tacit knowledge within your organ
109. an application name of recfind and a secure connection the resulting URL would be https www someserver com 3492 recfind Once you have entered the appropriate information click Test to ensure the information is valid If this is the case click Add to add the new connection 31 Modify selected connection By selecting this option you will be able to modify an existing connection Once you have selected the connection click the Modify Selected Connection If you are a modifying a direct connection you will see the following window Validate Current Connection Please enter the user name and password of the current connection string for validation purposes System RecFind6 Server DEV007 Database RecFind6 If you are modifying a web service connection you will be presented with a window similar to the Add web service connection screen shown in the previous section You will need to enter the user ID and password of the database server before you will be able to modify any of the information Once you have entered a valid user ID password combination you will be able to make modifications 32 Modify system connection System Name Vagram Access Type Direct Web Service Server DEV006 Database RecFind6_Final User ID kluser Password Now you are able to modify the connection s access type whether Di
110. an be used to search on all fields of certain records It is restricted to a certain set of tables The following tables are available for a Metadata search e File Folder Profile Metadata search e Document Profile Metadata search e Attachment Metadata search e Archive Box Metadata search e Storage Space Metadata search e Movement Metadata search e Resubmit Metadata search Indeed you should notice that it is possible to search on all categories that are available in the Maintenance module Your RecFind 6 administrator has access to a special search called the Any Table search Within this search your administrator can run Metadata searches on any table in the RecFind 6 database using the filter options Once you have selected which type of record you want to search on you may be asked to select a type For example after choosing a File Folder Profile search you will need to select from one of the registered File Folder Profile types If the type is not relevant to your search you may select the All Types option You will then be given the option of creating the search parameters as shown below 51 http lap007 8080 index 2 RecFind 6 lap00 smmm bs oo ae Oh fE E O securitycode Y e wal x E E File Folder Numbe E E Part Number E E Current Location Ote Y 2 ax i i E Dtitie2 Y 2 a ae H amp Ditities Y 2 a se 3 E Current Status Y e v x E E Depa
111. anization you may indicate that owning organization in this field Subsidiary Entities this is a many to many link to the Entity table You are able to specify which Entity records describe subsidiary arms of this parent organization Account Manager link to the Person table Barcode No if this Organization has been assigned a barcode number by your organization for record keeping purposes you may indicate that barcode number in this field Invoices this is a many to many link to the Invoice table Records this is a many to many link to the Metadata Profile table Workflows this is a many to many link to the Workflow table Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method table Modify Organization record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Organization record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete
112. anization and also in external storage locations off site box storage However if you wish to track off site storage locations you will need to define the records center and all of its storage spaces within RecFind 6 first If your RecFind 6 database Movements are stored in the Movement table The Movement module appears as below 106 a a fi 2 http lap007 8080 7index 1 RecFind 6 la E tA Y NaS DOA Page 1 Of 12 581 Records Metadata Profile Summary v Moved Date Movement to Location Registry on Jul 9 2014 12 00AM 09 Jul 2014 00 00 00 Movement to Person Anthony Hockey on Jun 27 2014 9 56AM 27 Jun 2014 09 56 53 Movement to Location HOLDING AREA on Jun 27 2014 9 56AM 27 Jun 2014 09 56 43 Movement to Person Anthony Hockey on Jun 27 2014 9 56AM 27 Jun 2014 09 56 29 Movement to Department Division COMMUNITY RELATIONS on Jun 26 26 Jun 2014 14 51 37 Movement to Person Alan Hoffman on Jun 26 2014 10 03AM 26 Jun 2014 10 03 45 Movement to File Folder CME 13 1979 on Jun 25 2014 11 47PM 25 Jun 2014 23 47 53 Movement to Location Registry on Jun 24 2014 11 24AM 24 Jun 2014 11 24 18 Movement to Location Registry on Jun 24 2014 12 00AM 24 Jun 2014 00 00 00 2014 Knowledgeone Corporation http lap007 8080 RecFindWeb261 Forms frmSearch aspx index 1 From here you can View Movement record Add Movement record Delete Movement record Search Sort Print Export Note the Clone method is not avail
113. anual S 3 since 17 Jul 2013 19Apr 2013 16 Jul 2013 SOTN31543 Greg Wamiow User training manual File Folder SDT 13 1543 since 17 Jul 2013 19 Apr 2013 16 Jul 2013 SOT N1543 Greg Warriow EDM training manual File Folder St since 17 Jul 2013 18 Apr 2013 16 Jul 2013 y SOTN31543 Greg Warrtow Recfind 6 user training manual File Folder SDT 13 18 Jul 2013 19 Apr 2013 SDT 13 1543 Greg Warrtow Recfing 6 admin training manual Person Anth 26 Nov 2013 03 Jun 2013 J SOTMW1543 Greg Warriow Recfing training confirma File Folder SDT 3 since 18 Jul 2013 03 Jun 2013 16 Jui 2013 CLASSIFIED mathan Scowen email outlining minimum requrements for training _ Location Regstry e 16 Jui 2013 03Jun 2013 16 Jui 2013 EVERYONE Greg Warr ow email outlining with photos of training centre Person Anthony Hockey since 26 Nov 2013 18 Ape 2013 16 Jul 2013 EVERYONE 03 Greg Warrlow active course powerpoint introduction Location Registry since 16 Jul 2013 18 Ape 2013 16 Jul 2013 EVERYONE D155304 Linga Martin active training course crossword puzzie Location Registry since 16 Jul 2013 03 Jun 2013 16 Jul 2013 EVERYONE 0155305 PMTN3 1756 Unda Martin Active training course exercise handout This covers File Folder PMT 13 1756 since 04 Dec 2013 03 Jun 2013 16 Jul 2013 EVERYONE f 2014 Knowledge Corporation Log Off 10 From here you can e View Document Profile record e Add Document Profile record e Modify Document Profile record 83 84 Delete Document Profile rec
114. arne Webster Human Resources Officer Acme Anvil 02 8914 3321 0289149231 0415537900 carrie webster acme com Employee No Charles Winchester Deputy Vice Chancellor Acme National 02 8867 0478 02 88670401 0455 847 478 c winchester acmeuniver Empioyee No Craig Emerson Administration Officer Dove Lake Camping Contact Yes Daley Thompson Data Analyst Total Recall 6139772 Contact Yes Darren Johnstone Director of Professional The Consulting 03 8977 9381 0389779000 0432029292 Garrenjonnstone tcg co Contact Yes Darren Jones AP Coordinator Northwest Vending Contact Yes Deborah Warrilyn Support Manager Acme Anvil 02 89149331 0289149500 0425 887 869 deborah warrlyn acme c Employee No Dennis Corke Human Resources Officer Acme Anvil 02 8914 4221 0289149231 0415537 443 dennis corke acme com Employee No Derek Underwood Accounts Payable Officer Underwood Plumbing Contact Yes 2014 Knowledgeone Corporation The following options are available on the main toolbar e View Person record e Add Person record e Modify Person record e Delete Person record e Clone Person record e Search e Sort e Print View Person record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications 170 For more information on View method see the View method chapter
115. arting Export Once the export has completed you will be presented with the option of saving the file to disk or viewing it from memory Do you want to open or save this file o Name 20111214084702 xmi Type XML Document 23 6KB From dev008 Oen Save Carcel ham your computer if you do not trust the source do not open or t While files from the Intemet can be useful some files can potentially save this file What s the risk If you click Open RecFind 6 will open the file with the default Windows application registered for handling XML files this is usually Internet Explorer or a plain text editor If you select Save RecFind 6 will give you the option of saving the XML data to your file system If you select this option RecFind 6 will display the file location in a new Windows Explorer window once the save operation has completed If you click Cancel the XML data will be discarded To recover the data after this has happened you will need to initiate the export process again An example of XML data exported from RecFind 6 is shown below 234 1 f Se nee SORES VEN eres Wo Nn I NASE y Sirus o Co Rees CAUsers privanka AppData LocahMicrosoft Wine z x Sing x amp ia PERR ds suggested Sites A Web Sice Gallery v S Ki CAUsere priyanka AppData Local Microsoft Win hy Gy SS th Pager Safetyy Took r lt ExportSet table MetadataProfile gt lt xs schem
116. ask for EDOC Complete 02 Oct 2013 25 Sep 2013 14 43 56 Alex Jones Complete 04 Oct 2013 03 Oct 2013 10 42 15 Alex Jones High Priority Complete 07 Oct 2013 25 Nov 2013 23 09 06 Bill Dobson Standard Reply By Task for EDOC Complete 15 Oct 2013 04 Oct 2013 13 07 02 Alex Jones Complete 01 Nov 2013 31 Oct 2013 14 27 27 Phil Mannering Complete 01 Nov 2013 31 Oct 2013 14 29 11 Phil Mannering 2014 Knowledgeone Corporation Log Off The fo 118 http lap007 8080 RecFindWeb261 Forms frmSearch aspx index 1 llowing options are available from the main toolbar View Task record Modify Task record Delete Task record Search Sort Print Export View Task The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Modify Task This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Note the Field WorkFlowID is set to re
117. ata Profile table holds all metadata for all records This means that one table is used to hold the details of File Folders Documents and Archive Boxes This is done by configuring the table by Types Such defined types as mentioned above File Folder Profiles Document Profiles and Archive Boxes are thus different views of the same underlying table It is also possible to add further types to the Metadata Profile table configuring the names of fields and setting which fields are visible to further suit your organization s needs File Folder In RecFind 6 a File Folder Profile is a certain view of the Metadata Profile table A major part of RecFind 6 s capabilities are the recording tracking indexing and management of File Folders This section covers the basic aspects of recording File Folders in RecFind 6 Processes for File Folders such as Movements and Resubmits are covered in other chapters of this guide The vitally important areas of vocabulary control File Titling and the Corporate Vocabulary and Retention disposal are also covered in later chapters The term File Folder is used by RecFind 6 to refer to a collection of related documents intended to be treated as a unit Other names for a File Folder in occasional use are docket and dossier Foreign File Folder There are a number of reasons why an organization may want to record File Folders on their system that do not comply with their file numbering and ti
118. ated Date Source Linked Retention Codes link to the Retention Code table Security Codes link to the Security Codes table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Retention Code record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Retention Code record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Retention Code record This option allows you to clone an existing Retention Code record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Retention Code record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Retention Code records displayed in the main list view There are two op
119. ategory record For more information on the Clone method please see the Clone method chapter 187 Search This option allows you to restrict the Record Category records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Retention In RecFind 6 retention policies are managed with the Retention Code table This is where you enter details of your Retention Schedules that is the set of rules governing the life cycle of records in your organization These are standards One Retention Code record may be linked to multiple Record
120. ator will use the Data Registration Module to add or modify tables and fields within the RecFind 6 data model The default Metadata Profile fields for the Archive Box view are as follows 98 Type link to the Type table Box Number this is the Archive Box s identifying number Security Code link to the Security table this is the Security Code of the record Current Location Description you may provide a short description of the Archive Box in this field Current Status you may predefine various status levels to describe an Archive Box This field allows you to indicate the current status by selecting one of the existing values of the Archive Box Retention Method link to the Codes table Record Category link to the Record Category table Vital Record link to the Vital Record table Series link to the Series table Retention Code 1 link to the Retention Code table Retention Code 2 link to the Retention Code table Permanent Record Box Type link to the Box Type table you may indicate the type of Archive Box by selecting a record from the Box Type table provided that you have populated it first Barcode No if this Archive Box is identified by a barcode for record keeping purposes you may record that barcode in this field Records From Date Records To Date Created Date Life Cycle 1 Due Date Life Cycle 1 Actual Date Life Cycle 2 Due Date Life Cycle 2 Actual Date Department Division link to the De
121. atus record Type link to the Type table this field is populated with the value Box Status Code this is where you will specify the record keeping code associated with the Box Status Remarks if you wish you may enter some remarks to further describe the Box Status record Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Box Status record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Box Status record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Box Status record This option allows you to clone an existing Box Status record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from 143 an existing Box Status record For more
122. ave selected your multiple values you are able to apply them to any Boolean operation just as with other search terms Once you have selected your values you will notice that RecFind 6 will reference the IDs of the linked records see the Reference IDs and searching on linked values in other tables section above and they will be grouped as an IN statement This means that the search will be satisfied if the given record matches at least one of the values in this list Choosing Boolean operators You are able to have as many terms in your search as you desire Each term must be separated by a Boolean operator The following Boolean operators are available e AND e OR e AND NOT e OR NOT e NOT You are also able to select the arithmetic values that will be applied to each term For most text fields this will be restricted to that is equivalency although certain number and date fields will also allow you to choose from lt less than gt greater than lt less than or equal to and gt greater than or equal to By combining these comparisons with your Boolean operators it is possible to create complex and sophisticated searches As an example search string 58 MetadataProfile TypeID 13 AND MetadataProfile BoxID 179 OR NOT MetadataProfile StatusID Firstly this will check whether the Metadata Profile s Type field equals the record at index 13 in the Type table Secondly the search ch
123. ay call a whole room or a whole building a storage space whereas others may require close control over storage and define storage spaces in detail Each storage space in a records center should be identified with a space number Space numbers are usually constructed from some combination of floor room row bay shelf and slot In order to simplify this process RecFind 6 has a mechanism for construction of a default space number This method is Floor Room Row Bay Shelf Slot So that a Storage Space on the GROUND floor Room 1 Row 2 Bay 1 Shelf 2 Slot 2 would become GROUND12122 This default space number is only a suggestion and may be replaced by the operator if so desired The list of Storage Space records appears as below oy http lap007 8080 index 1 RecFind 6 lap ABR A 8RY NaS i SpaceID Barcode Space Type Box Type Capacity Free 000001 POSITION A4 Box 2 000002 SHELF 10xA4 A4 Box 000015 POSITION A4 Box 000007 POSITION A4 Box 000006 SHELF Lever Arch 412 4 1 3 10 000014 POSITION A4 Box 412 4 1 3 6 000010 POSITION A4 Box 412 4 1 3 7 000014 POSITION A4 Box 442 4 1 3 7 000012 POSITION A4 Box 412 4 1 3 9 000013 POSITION A4 Box y o 103 210 210 210 412 412 412 412 412 se NM WN W DN 0 1 8 1 1 1 1 0 2014 Knowledgeone Corporation http lap007 8080 RecFindWeb261 Forms frmSearch aspx index 1 From here you can e View Storage
124. ay indicate the organization that claims ownership of this Archive Box You must have populated the Entity table first Owner Person link to the Person table you may indicate the individual who claims ownership of this Archive Box You must have populated the Person table first Records Centre Number Consignment Number Last Moved Date this is the last date that the Archive Box was moved This value is automatically populated by RecFind 6 and is determined by examining all valid Movement records that concern this Archive Box Last Requested Date this is the last date that a Request Resubmit was made for the Archive Box This value is automatically populated by RecFind 6 and is determined by examining all valid Request Resubmit records that concern this Archive Box Last Modified Date this is the last date that any changes were made to the Archive Box record This value is automatically populated by RecFind 6 Last Action Date Parent Metadata Profile link to the Metadata Profile table Attachment Format link to the Codes table Document Type ID link to the Document Type table Received Date Reply By Date Reply Sent Date Delegate link to the Person table Delegator link to the Person table Abstract Workflows Subject Linked Documents Author Type link to the Codes table Sender Published Date Recipient List Action 1 Date Action 2 Date Action 3 Date Action 4 Date Action 5 Date For more information on th
125. ble status System Locked e Applies To Type ID link to the Type table e Caption ID link to the Caption table e External ID e Field ID link to the Field table e Security ID link to the Security table e Sort Order e Type ID link to the Type table e Width Location table Table status e Barcode 278 Details Entity ID link to the Entity table External ID Postal Address 1 Postal Address 2 Postal Address 3 Postal City ID link to the City table Postal Country ID link to the Country table Postal State ID link to the State table Postal Postcode Security ID link to the Security table Street Address 1 Street Address 2 Street Address 3 Street Postcode Street City ID link to the City table Street Country ID link to the Country table Street State ID link to the State table Type ID link to the Type table 279 RecFind 6 tables M Z In addition to the RecFind 6 tables accessible through the modules there are a number of additional tables that are part of a RecFind 6 database These tables are used to store information that is then made available to the main module tables This listing may be helpful to you if you are planning to add tables or fields to your RecFind 6 database If at all possible you should never add a field until you have confirmed that an existing field won t be able to do the job just as well Similarly you should avoid deleting fields if a field is not appropriat
126. c object or image stored in RecFind 6 It allows other applications to talk directly to RecFind 6 and request RecFind to expose i e display for viewing in the browser window any object in RecFind It is a way to image enable any other application using RecFind to capture and store all required electronic documents and images It is also a way to access and view the Metadata of physical documents containers such as paper file folders and archive boxes where that Metadata is stored in RecFind 36 RecFind 6 SharePoint Integration Tool The RecFind 6 SharePoint Integration Toolallows you to find documents in RecFind 6 from within SharePoint using the federated search component of SharePoint It also allows you to transfer documents from SharePoint to RecFind 6 using the Send To function of SharePoint This integration could allow you to use SharePoint as your collaboration system and RecFind 6 as your EDRMS system Get the best of both worlds RecFind 6 Merge Tool The RecFind 6 Merge Toolcan be used to combine multiple records in to a single record This is useful for cleaning up security codes types or even duplicate records for example two different records in the person table who are in fact the same person RecFind 6 SDK The RecFind 6 SDKis a web service API which opens the door to new ways of RecFind 6 integration It has an array of methods that allow you to perform such operations as adding modifying deleting records uploa
127. can then select a new value for the field from the list by highlighting the desired record and then pressing the Select Method Double clicking a record will also activate the select method for a single selection 2x http Nap007 8080 2index 2 RecFind 6 Wapo e A RECFIND 6 VvVEt tA BY NBL 9 ark Yy Page 1 Of 1 2 Records Title Type Level Parent Title Retention Code COMPLAINTS INVOLVING CORPORAT 3 INCIDENTS 901 2 C28 FOOD SERVICES MINOR INCIDENTS CORPORAT 3 INCIDENTS 901 2 C29 FOOD SERVICES Title 3 E lt COMPLAINTS INVOLVING ADULTS 2014 Knowledgeons Corporation When a many to many relationship exists for a record you will see something similar to the following control Selling Contracts Me 4 associated records Pressing the Show Table List button the asterisk button will take you to the associated table list From this list you can tick and un tick the records you would like to associate with the original record When you are satisfied click the Select Method to confirm the association 209 YEBtXN SEBRBEBY NES H Y amp i OF G1 Records G PP Contract Business Function Business Activity Business Legal Owner Start End Date RF12943 PRODUCT PRODUCT Alison Benjamin _June 23 June 23 E _RF12943 MARKETING CUSTOMER Imelda Alberto January January E Z RF12943 INFORMATION CORPORATE Deborah Septemb Septemb IRF12942 CORPORATE CORPORATE RF12941 C
128. cations For more information on the View method see the View method chapter Add Supplemental Markup record A Supplemental Markup record typically contains the following fields External ID this is the name of the Supplemental Markup record Type link to the Type table Code Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Supplemental Markup record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Supplemental Markup record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter 165 166 Clone Supplemental Markup record This option allows you to clone an existing Supplemental Markup record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference fr
129. ch and searching on linked tables please see the Metadata Search chapter 223 Search by Boolean query This search option allows the user to construct a Boolean query that will be used to restrict the set of records that are displayed This option will apply a Boolean search query to a list of records This may be necessary if you have a large number of records and wish to only view a certain subset of them The interface for this search option is similar to the Boolean search module for more information on conducting Boolean searches please refer to the Boolean search chapter After selecting the Search by Boolean option you will be presented with the Boolean query generator as shown below RECFIND 6 PID ID IMF oP SecurityCode SecurityiD File Folder Number ExternallD Part Number PartNumber Current Location CurrentLocation DepartmentDivisi _ MetadataProfile TypeID 11 The following options are available 224 AY N Check Syntax this option will check the syntax of the Boolean query This allows you to determine the validity of a query before having to execute it Save Boolean Search this option will save the Boolean search so that it may be repeated at a later date For more information on saving searches please see the Save Search section later in this chapter gA Perform Search click this button to execute the Boolean search If the search is successful the record
130. chapter 149 150 Location An organization should develop a system of location codes A location code denotes a physical location where files may be found Each department and action officer should have a location code Each file may have two location codes the location at which the file is normally stored In a central registry there may be advantages in recording the location of files within the registry Often files are stores at more than one location so the physical location of the file when not on loan is essential for fast retrieval if the file is on loan that is not in the registry the location is where the file should be found This location is derived from the location code of the action officer who has the file in his her possession The Location table is used in RecFind 6 to store information on various places within your organization Each Location has an associated Entity value so you may classify Locations as sub spaces within parent organizations i a RPS S ABRBFN EBY NAL 20e i Page 1 Of 2 52 Records Location ID Addres PO Box Address 1 Address 2 City State Postco Country Sydney Office Mailing 6345 North Sydney PO North Sydney NSW 2059 Australia Sydney Office Street Level 6 50 Berry Street North Sydney NSW 2060 Australia Melbourne Office Street Level 50 120 Collins Street Melbourne vic 3000 Australia Melbourne Office Street Level 14 360 Spencer Street Melbourne Victori 3000 Australia
131. chment Format record e Clone Attachment Format record e Filter e Sort e Print e Export View Attachment Format record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Attachment Format record An Attachment Format record typically contains the following fields e External ID this is the name of the Attachment Format record It should be a description of the attachment format for example as in the screenshot above Excel spreadsheet or Portable document format 162 Type link to the Type table this field is automatically populated with the value Attachment Format Code this is the actual code that is used by your organization for record keeping A record with an External ID of Portable document format may for example have a Code value of PDF You may find it simple to use the Windows file extension as the Code value for an Attachment Format record Remarks any further remarks that are necessary to describe this record may be entered in this field Security Code link to the Security Code table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify
132. considered satisfied This field contains the date that this occurred this value is automatically populated by RecFind 6 Requestor Contact link to the Person table this is the Person requesting the record This value will always be you that is the person creating the Resubmit record and will be automatically populated by RecFind 6 Request Reason if you wish you may enter a reason that describes why you are requesting the record New Metadata Profile link to the Metadata Profile table New Entity link to the Entity table here you may indicate the new entity that will claim ownership or temporary custodianship of the record once it has changed hands If the record is being moved within a single organization this field may be left blank New Department Division link to the Department Division table here you may indicate the new department division that will claim ownership or temporary custodianship of the record once it has changed hands If the record is being moved within a single department division this field may be left blank New Location link to the Location table here you may indicate the location where the record may be found once it has changed hands If the record is being moved within a single location this field may be left blank New Space link to the Space table here you may indicate the new storage space where the record may be found once it has changed hands If the record is being moved with a
133. ctions Limit Amount Limit Days Credit Security ID link to the Security table Source Of Rating Entity ID link to the Entity table Type ID link to the Type table Currency table Table status Application e Base Currency ID link to the Currency table e Conversion Factor e External ID e Security ID link to the Security table e Symbol e Type ID link to the Type table Default Sort table Table status System Locked e External ID e Field ID link to the Field table e Is Ascending e Security ID link to the Security table e Sort Order e Type ID link to the Type table Department Division table Table status Application e Application Server e Barcode e Database e Database Server e Department Reports To Department Division ID link to the Department Division table e Desktop OS e E mail Address e E mail Server e Entity ID link to the Entity table e External ID e Fax e Full Name e Phone e Security ID link to the Security table e Type ID link to the Type table e Web Server 265 e Website WWW ID link to the WWW table Depreciation table Table status Application e Accounting Class e Actual Selling Price e Asset Supplier Entity ID link to the Entity table e Base Value e Commissioning Date e Contact Metadata Profile ID link to the Metadata Profile table e Currency ID link to the Currency table e Current Period Depreciation e Current Value e Date Last Calcula
134. d e Retention Method Link to the codes table This field will be used to define how the retention period will be applied to the File Folder The method could be manual entry defined by the Title the File Plan record category or the Series e Vital Record Link to the vital record list table This field can be used to record a pre defined vital record cycle which can be used to update vital record review dates The vital record cycle will be recorded on the File Folder profile but the vital record processing is generally conducted within the Pick List e Series Link to the series table This field can be used to record a filing series The Series would typically have a retention schedule assigned to it which would automatically assign the schedule to the File Folder as it s created e Retention Codel Link to the retention code table Details of retention schedule This field can be used to record a retention schedule which will define how and when the File Folder will be disposed of e Retention Code2 Link to the retention code table Details of retention schedule This field can be used to record a retention schedule which will define how and when the File Folder will be disposed of Department Division link to the Department Division table This field can be used to record the Department or Division the file folder belongs to or is associated with The field can then be used to search or report on Home Location link to
135. d before being checked in again To keep an accurate record we therefore need to store the first copy as Version 1 and the second copy as Version 2 linking them together Of course there is a third case this is when a checked out document is deliberately checked in as a new document That is the user checked out a document to use as a template only This happens often in business when one document is used to create a new document saving time and effort In this case the user may change the file name for the new file but it is also possible that he she might not 94 Recognizing new versions of the same document Unfortunately such a task is impossible to perform automatically in the Windows environment e we cannot rely on the file name e we cannot rely on the path plus the file name e we cannot rely on the UNC path plus the file name e we cannot rely on the author name All of the above may change or may be inconsistent in the Windows environment depending upon the processes we subject the document to the type of document the application that produced the document and the last person to save the document RecFind 6 handles this problem by recognizing whether or not a document with the same file name exists in the RecFind 6 database It then provides the user with sufficient information to decide e whether to check in a document as a new document or a new version e which existing document to select as the previous
136. d Workflow records are indicated by this link Created By Application this is the application that has created the EDOC record and not the original electronic document itself In this case it will be RecFind 6 as opposed to the RecFind 6 Button or RecFind 6 RecScan Suffix this is the file extension of the electronic document This value is automatically populated by RecFind 6 Content Type this is the MIME content type value for the electronic document This value is automatically populated by RecFind 6 Published Date this is the last modified date of the electronic document This value is automatically populated by RecFind 6 Size this is the size in bytes of the electronic document This value is automatically calculated by RecFind 6 Version Number this is the version number of the electronic document It is incremented by 1 every time a new version of the document is checked in Original Copy this field indicates whether the document is an original O or a copy C This value will be automatically populated by RecFind 6 A document will be shown as an original if it is the first version of a particular document in the database or any subsequent versions If a document is cloned it will be shown as a copy C Previous EDOC if the Attachment record is a newer version of an existing Attachment record the previous record will be linked to here Checked Out this value indicates whether the document is currently checked
137. ding and downloading electronic documents retrieving lists of records using searches and more all while conforming to RecFind 6 s advanced security system With this functionality available you will be able to e Easily integrate with existing systems and pass data between them and RecFind 6 e Change or enhance existing products with different user interfaces that suit your organization e Design third party applications to extend and support our many usages CRM BPM Asset Management HR etc e Because of how easily customizable and configurable RecFind 6 is you can even create products for your customers utilizing RecFind 6 as the backbone or document repository Interacting with the API can be done using any modern language NET java C or even Apps for smart phones and tablets The API redefines the way you interact with RecFind 6 and gives you the potential to adapt it to your style and your needs The sky is the limit 37 DocScan DocScandrives your document scanner reads the barcode on the first page of your documents and then organizes the scanned pages into multi page TIFF and PDF files It can scan color merge and split scanned images OCR your scanned document and produce a searchable PDF DocScan also integrates with RecScan and together they can store scanned and forms process documents in RecFind 6 38 Getting started in RecFind 6 2 6 There are a number of things that will need to be done bef
138. e e Entity ID link to the Entity table e External ID e Incident ID link to the Incident table e Notified Date e Notify Person ID link to the Person table e Security ID link to the Security table e Type ID link to the Type table Export Format table Table status System Locked e External ID e Format e Person ID link to the Person table e Security ID link to the Security table e Table ID link to the Table table e Type ID link to the Type table Extended Metadata table Table status Application e Date 01 e Date 02 e Date 03 e Decimal 01 e Decimal 02 e Decimal 03 269 External ID Memo 01 Memo 02 Metadata Profile ID link to the Metadata Profile table Number 01 Number 02 Number 03 Security ID link to the Security table Text 01 Text 02 Text 03 Text 04 Text 05 Text 06 Text 07 Text 08 Text 09 Text 10 Type ID link to the Type table Field table Table status System Locked 270 Allow Free Text Entry Auto Fill Type Auto Fill Value Auto Number Format ID link to Auto Number Format table Caption ID link to Caption table Database Name Data Type Date Type Determines Multiple Sequence External ID Format String Format Type Is Encrypted Is Expanded Is Mandatory Is Multi Line Is Multiple Sequence Field Is Read Only Is System Essential Is System Locked Is System Nullable e Is Visible e Length e Number Of Lines e Scale e Securi
139. e Moved Date and Days To Return fields That is a record with a Moved Date of 18 September and a Days To Return value of 3 will have a Date To Return of 21 September This value is automatically populated by RecFind 6 Arrived Date it is possible to specify the date that the record arrived at its new location New Metadata Profile link to the Metadata Profile table New Entity link to the Entity table this is the new Entity to which the record is being moved New Department Division link to the Department Division table this is the new Department Division to which the record is being moved New Location link to the Location table this is the new Location to which the record is being moved New Space link to the Space table this is the new Space to which the record is being moved Recipient Person link to the Person table this is the Person to whom the record was given Mover Person link to the Person table this is the Person initiating the Movement that is the person creating the Movement record This value will always be you the logged in user and thus this value will be automatically populated by RecFind 6 Previous Movement link to the Movement table Summary this is a quick summary of the Movement that occurred It is automatically populated by RecFind 6 An example would be Movement to Person ANDERSON MARGARET on Oct 13 2008 3 49PM or Movement to Location Registry on Sep 26 2008 2 50PM Securi
140. e Add method see the Add method chapter Modify Archive Box record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Archive Box record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Archive Box record This option allows you to clone an existing Archive Box record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Archive Box record For more information on the Clone method please see the Clone method chapter Resubmit This method will initiate a Resubmit action for the selected record For more information on Resubmits see the Resubmit chapter 101 Move This method will initiate a Movement for the selected record For more information on Movements see the Movement chapter New Part This method will create a New Part in the
141. e DRM help file for more information on the supported formats If you have designated a text field to contain an auto number format the text field control will look different than normal File Folder Number be I14 Sequence The format of the auto number is displayed in the text box In the above example the auto numbering format AA YY S is applied to the field If you move the mouse over the information button the button with the i on the icon you will see the format as a pop up tool tip When the auto number format required user input you will see underscores in the places where input is required You can type the desired characters directly in the text field displayed If the auto number is linked to titling as is often the case with file folder records you can choose to click on the multiple sequence button the button with the stacked boxes above This brings up the available multiple sequences for the format 18 Auto Number File Folder File Folder File Folder File Folder File Folder File Foider File Foider File Folder File Folder File Folder File Foider File Folder File Folder File Folder File Foider File Foider File Folder File Folder File Folder Y Sequen Title 1 CGA CGC CGE CGL CGM CGP CGR CGS CMA CMC CMD CME CML CMO CMQ coc col COL COR CORPORATE CORPORATE CORPORATE CORPORATE CORPORATE CORPORATE CORPORATE CORPORATE COLLECTION COLLECTION COLLECTION COLLECTION COLL
142. e Source e Type ID link to the Type table Sales table Table status Application e All Accepted Date e All Delivered Date e All Installed Date e All Paid For Date e Buyer Entity ID link to the Entity table e Buyer Person ID link to the Person table e Comments e External ID e Other Value e Products Value e Request For Quote ID link to the Request For Quote table e Sale Date e Security ID link to the Security table e Services Value e Total Value e Type ID link to the Type table 291 Sales Stage table Table status Application e Details e External ID e Security ID link to the Security table e Type ID link to the Type table Salutation table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table Saved Report table Table status System Locked e Created Date e Creator Person ID link to the Creator Person table e EDOC ID link to the EDOC table e External ID e Security ID link to the Security table e Table ID link to the Table table e Type ID link to the Type table Saved Search table Table status System Locked e Created Date e Creator Person ID link to the Person table e External ID e Security ID link to the Security table e SQL e Table ID link to the Table table e Type ID link to the Type table 292 Scheduled Task table Table status System Locked e Begin Date e End Date e External
143. e Type table e Caption ID link to the Caption table e External ID e Field Link ID link to the Field Link table e Is Visible e Security ID link to the Security table e Sort Order e Type ID link to the Type table UI Form table Table status System Locked e External ID e Security ID link to the Security table e Type ID link to the Type table e UIID 301 User Profile table Table status System Essential e Background ID link to the Background table e Barcode e Benefit ID link to the Benefit table e Button Font ID link to the Font table e Citizenship ID link to the Citizenship table e Employee Number e External ID e Font ID link to the Font table e Heading Font ID link to the Font table e Holidays e Holidays Per Week e Is Capture Admin e Is Administrator e Is GEM Admin e Job Rating ID link to the Job Rating table e Job Title ID link to the Job Title table e K1 Start Point Method ID link to the Method table e K1 Start Point Table ID link to the Table table e Language ID link to the Language table e Last Sign Off e Last Sign On e Password e Person ID link to the Person table e Qualification ID link to the Qualification table e Receive Solicitations e Resume Metadata Profile ID link to the Metadata Profile table e Security Group ID link to the Security Group table e Security ID link to the Security table e Settings e Tacit Last Sign In e Type ID link
144. e record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing User Code record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the User Code records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter 129 Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Codes Document Profile Codes are defined for Document Profiles in the Document Type and Codes table Each Document Type record can be used to configure a File Titling scheme see the File Plan module chapter for more information on maintaining a consistent classification system across your entire organizatio
145. e see the Export method chapter Resubmit A Resubmit is a request that a particular file will be required by an action officer at some date in the future Resubmits may also be known as Requests Bring Ups or Bookings depending upon your organization Whatever it is called the process refers to promising to deliver an object to a co worker at some future date 109 Resubmits are closely linked to Movement records Movement records are what are created when an existing Request is acted upon and satisfied For more information on Movements please see the Movement chapter as well as the Move method chapter For more information on satisfying Resubmits please see the Satisfying Resubmits section following in this chapter In your RecFind 6 database Resubmits are stored in the Request table The Resubmit module appears as below x http lap007 8080 7index 1 RecFind 6 lap l AEA Y NAAG z id Page 1 Of 1 6 Records Metadata Profile Required by Date Requestor B100005 31 Oct 2013 Alberto Contador 8099999 31 Oct 2013 Alberto Contador B100012 30 Oct 2013 Alan Hoffman B100022 10 Oct 2013 PSU 13 1004 07 Oct 2013 TCAMN 3 1957 19 Sep 2013 2014 Knowledgeone Corporation http lap007 8080 RecFindWeb261 Forms frmSearch aspx index 1 From here you can e View Resubmit record e Add Resubmit record e Modify Resubmit record e Delete Resubmit record e Search e Sort e Pri
146. e table e Security ID link to the Security table 299 e Type ID link to the Type table TK Queue table Table status System Essential e External ID e Last Modified Date e Read e Recipient Person ID link to the Person table e Replied e Security ID link to the Security table e Solicitation ID link to the Solicitation table e Type ID link to the Type table e Visible Trigger table Table status System Locked e Database Name e External ID e On Insert e On Update e On Delete e Security ID link to the Security table e SQL e Table ID link to the Table table e Trigger Action e Type ID link to the Type table Type table Table status System Locked e External ID e Security ID link to the Security table e Table ID link to the Table table e Type ID link to the Type table 300 Type Field Info table Table status System Locked e Allow Free Text Entry e Applies To Type ID link to the Type table e Auto Fill Type e Auto Fill Value e Auto Number Format ID link to the Auto Number Format table e Caption ID link to the Caption table e Determines Multiple Sequence e External ID e Field ID link to the Field table e Is Mandatory e Is Multiple Sequence Field e Is Read Only e Is Visible e Security ID link to the Security table e Sort Order e Type ID link to the Type table Type Field Link Info table Table status System Locked e Applies To Type ID link to th
147. e to your application it is best to make the field invisible using the Data Registration Module For the remainder of the RecFind 6 tables please see RecFind 6 tables A L Mail List table Table status System Essential e Created Date e Creator Person ID link to the Person table e External ID e Security ID link to the Security table e Type ID link to the Type table Market Sector table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table Media Type table Table status Application e Code e External ID e Security ID link to the Security table e Type ID link to the Type table 280 Metadata Profile table Table status System Essential e Abstract e Action 1 Date e Action 2 Date e Action 3 Date e Action 4 Date e Action 5 Date e Attachment Format Code ID link to the Codes table e Author Entity ID link to the Entity table e Author List e Author Type Code ID link to the Codes table e Barcode e Box ID link to the MetadataProfile table e Box Type ID link to the Box Type table e Closed Date e Consignment Number e Contents e Created Date e Current Location e Delegate Person ID link to the Person table e Delegator Person ID link to the Person table e Department Division ID link to the Department Division table e Description e Document Type ID link to the Document Type table e External ID e Fi
148. e v LifeCycle3ActualDate LifeCycle3ActualDate ActiveUntilActualDate LifeCycle1 ActualDate LifeCycle4ActualDate LifeCycle4ActualDate ArchiveDestroyDueDate LifeCycle2DueDate ArchiveDestroyActualDateLifeCycle2ActualDate oP Box i BoxID ExtendedMetadatas ExtendedMetadata Me VitalRecordLastReviewD VitalRecordLastReviewD VitalRecordNextReview VitalRecordNextReview lt MetadataProfile 5 S 2 value uservariable system variable AND MetadataProfile CreatedDate gt START_OF MONTH AND MetadataProfile CreatedDate lt START_OF MONTH 1 WEEK System variables represent a moment in time such as start of the year end of the month current date etc These system dates can then be used in saved searches and will change according to the current date they are run This in conjunction with scheduled reports is very useful when reporting on a period of time such as sales from the previous month You can also tweak the system variables by using the additional criteria option This will allow you to add or subtract units of time from the system dates 60 For example you could report on movements that happen in the first week of a month by using the following Movement MovedDate gt START_OF_MONTH AND Movement MovedDate lt START_OF_MONTH 1 WEEK The 1 WEEK at the end of this boolean search adds 1 week to the start date of the current month Example search finding all Document Profile r
149. e you will be presented with the following window 16 Time Picker 12 00 AM 1 00 AM 2 00 AM 3 00 AM 4 00 AM 5 00 AM 6 00 AM 7 00 AM 8 00 AM 9 00 AM 10 00 AM 11 00 AM 12 00 PM 1 00 PM 2 00 PM 3 00 PM 4 00 PM 5 00 PM 6 00 PM 7 00 PM 8 00 PM 9 00 PM 10 00 PM 11 00 PM You can choose the hour from the above window and enter the minutes and seconds For example by clicking the 12 00 AM option tthehours will be set to 12 00 AM and will appear as below Closed Date 03 Oct 2013 12 00 00 AM Image field In RecFind 6 Image fields are used to store images and electronic attachments as binary blobs in the database image es When the Image icon is clicked you will be asked to save the image to your file system Do you want to open or save this file Name ACTIVE CROSSWORD PUZZLE DOC Type Microsoft Word 97 2003 Document 57 0KB From dev008 While files from the intemet can be useful some files can potentially harm your computer F you do not trust the source do not open or save this fle What s the risk Click Open to open the file with the default application registered in Windows or click Save to save the file to your file system If you select Open the file will be downloaded to your Windows temporary directory If you choose Save the action will count as a check out For more information on checking out and saving files please see the Attachments module chapter If you are accessing an image w
150. ease see the Clone method chapter Search This option allows you to restrict the Person records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter 173 The User Profile module The User Profile module provides a listing of all User Profile records stored in your RecFind system A User Profile record is used to log in to RecFind 6 Each User Profile record must be associated with a Person record dt User Profile The standard User Profile list view appears as below AB A 5Y NGS oe ih Page 1 Of 1 42 Records Record ID ID Number Security Group Last Sign On Last Sign Off Administrator Alan Hoffman alan Contract Reviewer 29 Oct 2014 29 Oct 2014 No Alberto Contador alberto Coru a Empresalia 18 Jul 2
151. ecks to see whether the Metadata Profile s Box field equals the record at index 179 in the Box table or whether the Status ID field is not empty that is it has some value in it If either of these conditions are satisfied and it may be that both of them are the search is successful If neither of these latter terms is true the search will fail for the given record because of the AND statement preceding the group of statements bracketed by parentheses You are also able to manually edit the search string as you are creating it to introduce behavior not specified through the interface or perhaps to change the ordering of terms within the query by adding parentheses As with standard arithmetic terms grouped in parentheses are evaluated before other terms Using user variables in your search You can also choose to assign a user variable to any of the fields you are including in your search To do this select the Variable radio button in the top right pane Description LifeCycle3DueDate LifeCycle4DueDate Description x LifeCycle3DueDate LifeCycle4DueDate Variable reatedDate Closed Date ClosedD ActiveUntilDueDate LifeCycle3ActualDate LifeCycle1 DueDate LifeCycle3ActualDate ActiveUntilActualDate LifeCycletActualDate LifeCycle4ActualDate LifeCycle4ActualDate ArchiveDestroyDueDate _LifeCycle2DueDate ArchiveDestroyActualDate LifeCycle2ActualDate of Box BoxID Ex
152. ecords with attached EDOCs To create this search query you will need to find the NOT of Document Profile records where the associated EDOCID that is the value in the Document Profile record that references a linked EDOC record is empty This is indicated as within RecFind 6 that is an empty text string although you may also think of it as a null value To construct this search you must choose to perform a Boolean search on Document Profile records Validate search syntax It is possible to validate the syntax of a Boolean query before executing or saving it To do this click the Validate button If the query is correctly formed RecFind 6 will let you know 61 The search is valid Click OK to return to editing the query Save Boolean search It is possible to save a Boolean search so that it may be replayed at a later date Particular searches may be especially complex and may need to be executed with regularity in these cases a saved search is the obvious practical answer Once you click the Save button you will be prompted to enter a name for the saved search 62 RECFIND 6 SAVE SEARCH Please type a name for the saved search Po ok Canc Once you have clicked the OK button RecFind 6 will let you know that the save operation was successful RECFIND 6 The search was successfully saved 63 Execute Boolean search Once you have validated that the syntax is
153. ect the first page and the last page of the document respectively Attach E Click this button and follow the prompts to upload the electronic document to RecFind 6 This will create a new Attachment record in the EDOC table with the electronic document attached For more information on dealing with Attachments and EDOC records in RecFind 6 please see Attachments Redact Mode Ei Redaction is a form of editing in which selecting from or adapting as by obscuring or removing sensitive information a document prior to publication or release Recfind 6 scanning module allows the person scanning the document to remove sensitive information from the captured document by obscuring parts of the scanned pages of a document Toggle this functionality by clicking the first button on the vertical toolbar as illustrated above which is located on the left side of the scanning screen Once the redaction mode is activated the button look as below 251 In order to disable redaction mode the button must be click again Once redaction mode is activated you can draw black lines or blocks anywhere on the current page Please see figures below ftp e802 RF 6 op lll c mci SH besBMBOcQaQtiEa 2 Of 2 Images Looking for an _ EDRMS A robust EDRM solution that can manage all your records documents and emails with ease E loss of information wasted time resources and non compliance Knowledgeone Corporation
154. ected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Clone Location record This option allows you to clone an existing Location record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Location record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Location records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporti
155. ed in this field Desktop OS this field can be used to specify the operating system that is used on desktop PCs within the department division Department Divisions this is a many to many link to the Department Division table People this is a many to many link to the Person table Locations this is a many to many link to the Location table Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Department Division record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Department Division record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Department Division record This option allows you to clone an existing Department Division record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will onl
156. ed within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Series In RecFind 6 file series titles are managed with the Series table A series allows you to specify a common grouping for a set of files Each Metadata Profile record may be given a Series identifier as part of your organization s file titling process The Series window appears as below e 2Y http lap007 8080 7index 1 nr ABTFN EB Y NBG TOA i Page 1 Of 1 5 Records Series Description Retention Code AP11 Accounts Payable 2011 5 1 2 FINANCIAL MANAGEMENT ACCOUNTING ACCOUNTING RECORDS AP12 Accounts Payable 2012 5 1 2 FINANCIAL MANAGEMENT ACCOUNTING ACCOUNTING RECORDS HR12 S1 Human Resources Employment Records 2011 January 11 10 1 PERSONNEL RECRUITMENT RECRUITMENT SUBSTANTIVE HR12 S2 Human Resources Employment Records 2011 July to 11 10 1 PERSONNEL RECRUITMENT RECRUITMENT SUBSTANTIVE PR12 Payroll Records 2012 11 11 11 PERSONNEL SALARIES PAYROLL SHEETS 2014 Knowledgeone Corporation The following methods are available e View Series record e Add Series record e Modify Series record e Delete Series record e Clone Series record e Search e Sort e Print e Ex
157. eecesseseaeaeeeeeseses 39 Creating and applying Security policy ccecccecssssecececeseesesseaececeeeseessasseeeeecesseseaeseeeeseesees 39 Implementing the organization s File Plan ccccccccccsssssssecececessesseseaeceeeeeseessseaeeeeeeesseseaeas 40 Adding Records and Electronic Documents to the database ccccccccsesssscececeesssssssaeeeeees 40 The L gar Srog aenea tec eerste seeded Haste AS B AATRE E ested detest eevee R 41 TL AEZIMAINESChOCIN AEA AEE E A E E A E A E E A A E A 43 Main Screen ButtONns meire tenien eiaeaen aaee raa a ea aee I a e Era Laa ET NE AKEE ARE EKETE 44 TO SOArCM MOUS e E E E E A A E baraaeivecsnsits 45 LESAR EA E T ETE EA E R EATE T EAT 45 SAADET AE E E E E T 49 WSE EEIT TEREE A EE A E E E EEA ETS 51 Example search finding all Document Profile records with attached EDOCS 00008 61 SAVE SCAIEN ETAT deecdsavevssivedivecahedicsdausstiedavatavasiuetidescaaticeliuevivatavavivasiuelidusabativalinebisacts 65 Any TLable Searchi s iit avi a nd Mees ne ne ee 66 The Pick List MOGUIE A AE A EEDS EEA EE IS EE OE EE A A EEA OEA 68 The Maintenance Module ariris opa aaa a aaa d a aai 74 File Folder Profile sssssesererererererererererererererirererererererererererereririrerireririrererererererirererrrene 74 DOCUMENT AEAN APERE E E E 83 Attachimentiiinn Hrs ah A E E A E E AE E A 87 Version control with Attachments esessssssssssesesesererererererererererererererererererererererere
158. eek eds fete shoes Gees OR hase a aioe E OG Leg tvaihs ENEE 34 RecRind 6 RECCapture si dineert aeiaai e a a aa Aa ives ev sade lak a ctees a an as 35 RecFind G GEM eiaa E EENE clas ce edbite Cotes heata EAE ETEA 35 RECRING G XCN AN Beis tineto e van Sovt e e aa a te Ade ves OH as bata a aei eaa 35 RecFind 6 Reporting Engine ccccccccccccesssssssaecececessesesseaeeececeseeseaeaeeeesceseesesasaeeeeeeeseeseaaeas 35 RecFind 6 DRM Data Registration MOUIe ccccccesssscccsessececeeseeecseaeeecsesaeeeceesaeeeeseaas 35 RecFind 6 Configuration Import Utility ccccccccccsssssssssceeeeececsessaeaeeeeeceseeseseaeeeeecessessaaeas 36 RecFind 6 Scheduled Task Service c cccccssccccssssececeesnececsenaecececnueeeceeaeeeceeaeeeceeaaeeeseeaeeeeneaas 36 RecFind 6 Thumbnail Creation Service ccccccssccccesssececsesnececsenneeecseseeecseaeeecseaeeeesenaeeeceeaas 36 RECFING 6 MINAP eraci rE tes RE EE O cs EO ETE ise 36 RecFind 6 SharePoint Integration TOO ccccccccccccsssssssssecececsssesesseaeceeeesseeseseaeeeeeeeseeseaaeas 37 RecFind 6 Merge Tool Leare r Ta EE Ea A E OA EE ces E Wee R 37 RecFinNd G SOK eona a i AN CN NE Siete tas EINES 37 DOCSCAD a eorna eaa a EEEE EA A E AE OEE vies AA A E EEE R E A 38 Getting started in RecFind 6 2 6 ccecccececceeseeeeeeeceeeeeaaeeeeeeeceeeeecaaeeesaaesdeeeeseeeeseaeeseaaeseneeeeaas 39 Creating User Profile and Person recordS cccssssccececeeessecseaecececsssesnaeaeee
159. een the two is that only employees of your organization will have a User Profile record attached to their Person record For more information see the chapters on the People module and the User Profile module e every user in RecFind 6 that is people with a User Profile record has a default Security Code There is also the option to define additional Security Codes for these users e the RecFind 6 security system allows the RecFind 6 administrator to determine who can see what and what anybody can do with an object once it is seen As this relates to the RecFind 6 database it means that the administrator determines which tables each user has access to and what methods each user can apply on these tables e RecFind 6 has an audit trail that can be used to audit successful and unsuccessful attempts to log in to the system as well as any methods View Add Modify Delete etc that were performed on any table This includes time and date details as well as the user responsible for the action You are able to configure which methods and which tables will be audited Secure web sites and HTTPS RecFind 6 has been designed and tested to work under HTTPS However Knowledgeone Corporation is unable to provide a general certificate for the application If this applies to you you will need to purchase a certificate from a certified vendor such as VeriSign http www verisign com Setting up security As mentioned above the best method
160. efore saving the record you can confirm which fields are mandatory by checking the field name Fields with an asterisk alongside their name are mandatory and the field name will appear in red if a save has been attempted Document Source Please note that it is not possible to Add records to System Locked tables 213 The Modify method The Modify method in RecFind 6 allows you to make changes to records in the database The Modify method is available wherever the modify icon shown above is displayed The Modify method may be restricted in cases where the RecFind 6 administrator has decided that the method should not be applied to a particular table or where your security level does not meet that of the given table To modify a record select it in a list view and click the Modify button The RecFind 6 interface will open a new window to show the record as shown below 2 http lap007 8080 index 2 RecFind 6 fap007 eax SecurityCode E e EVERYONE File Folder Numbe ZSS 13 2346 Part Number 1 Current Location Location Registry since 17 Jul 2013 Title 1 al SALES amp MARKETING Title 2 SALE pica SALES REPORTS Current Status P ACTIVE peperiment SALES amp MARKETING Description Sales reports 2011 Attachments 36 Documents Me B 20 associated records ih Page 1 Of 2 20 Records Docum Parent Author Abstract Current Location Receive Creat Securit al D15537 ZSS 13 Barbara
161. elected record For more information please see the View chapter The View function will only work with a single record if you have more than one record selected RecFind 6 will display a warning message Add Clicking this option will launch the Add method This will add a record to the database the type of record added will depend upon the particular filtering already applied to the List screen For example if you are viewing a list of Resubmit records 206 the Add option will permit you to add another Resubmit record For more information please see the Add chapter Modify Clicking this option will launch the Modify method for the selected record For more information please see the Modify chapter Delete Clicking this option will launch the Delete method for the selected record For more information please see the Delete chapter Clone Clicking this option will launch the Clone method This method is used to generate a new record based on the data found in an existing record When cloning a record you only need to specify the points of difference from an original record For more information please see the Clone chapter Request Clicking this option will launch the Request method For more information please see the Request method chapter Move Clicking this option will launch the Move method For more information please see the Move method chapter New Part This method will allow you to create a New Part in the s
162. elected record For more information on the New Part method see the New Part method chapter 207 208 Search Clicking this option will launch the Search method This method is used to refine the list records presented in the List screen For more information on the types of searches that are available please see the Search module chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter The Select method Y The Select Method is used to select a record or records from the list screen It is used when making a single selection from a separate list of records such as pressing the Select Record From Table button the chain link button in the following control Title 3 E COMPLAINTS INVOLVING ADULTS g x Pressing the Select Record From Table button will then open a list of records from the associated table You
163. ented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source either XML CSV or e mail For more information on the Export method please see the Export method chapter 169 The People module The People module will provide a list of all Person records registered in your RecFind 6 system Person records are used to store information about individuals referenced within your RecFind 6 database These individuals may be part of your organization or they may be contacts within other organizations in all cases information on these people should be stored in the Person table Employees of your own organization that is people who will be able to log in to RecFind 6 should have an additional User Profile record which will link to their Person record INE http ap007 8080 7index 1 RecFi cae ABFTN EB Y NBL a Of 3 136 Records Name Job Title Organisation Phone Fax Mobile Email Type Receive Caria Mendoza AAC Member 02 8992 7544 02 8992 7401 carla mendoza fisnworks Member Yes C
164. er Since Date No Of Employees you may specify the number of employees the organization has This field is restricted to numerical input Turnover if known you may specify the company s annual turnover in dollars This field is restricted to numerical input Currency link to the Currency table you may indicate the appropriate currency with which the organization prefers to or specifies that it must do business Subsidiary Of link to the Entity table if this Organization is a subsidiary of a larger organization you may indicate that owning organization in this field Subsidiary Entities this is a many to many link to the Entity table You are able to specify which Entity records describe subsidiary arms of this parent organization Account Manager link to the Person table Barcode No if this Organization has been assigned a barcode number by your organization for record keeping purposes you may indicate that barcode number in this field Invoices this is a many to many link to the Invoices table Records this is a many to many link to the Metadata Profile table Workflows this is a many to many link to the Workflow table Security Code link to the Security table this is the Security Code of the record A Records Centre Organization record typically contains the following fields Name this is the name of the Organization Type link to the Type table this field is populated with the value Record Centre Custo
165. er of asterisks present determines how many characters of the Auto Number will be used in determining a Multiple Sequence Auto Number Format Multiple Sequences many to many link to the Auto Number Format Multiple Sequence table this field indicates any Auto Number Format Multiple Sequence records that are related to this Auto Number Security Code link to the Security table this is the Security Code of the record Formatting of an Auto Number The following characters or sequences are permitted when creating an Auto Number A any letter A Z 9 any number 0 9 any single character S sequence D or DD day M or MM month YY or YYYY year For more information on the View method see the View method chapter Search This option allows you to restrict the Auto Number Format records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Multiple Sequence Multiple Sequences are managed with the Auto Number Format Multiple Sequence table in RecFind 6 This is where you will define any multiple sequences for an Auto Number Format For example suppose your Auto Number Format was AA S and was applied to the External ID field of a Metadata Profile record as a
166. es default values captions language settings etc 35 RecFind 6 Configuration Import utility RecFind 6 Configuration Import utility is used to copy the system settings from one Recfind 6 system to another This is useful when you have spent a bit of time configuring a test or training system and then you want to apply the changes to a live system This utility will import nearly all of the settings which are configurable through the DRM with the exception of languages and processes RecFind 6 Scheduled Task Service RecFind 6 Scheduled Task Service is a service which is automatically installed as part of the RecFind 6 server install This tool is useful to schedule procedures to be run at certain times or to send out emails to users regarding particular information in the RecFind 6 system See the DRM help guide for more information on setting up scheduled tasks RecFind 6 Thumbnail Creation Service RecFind 6 Thumbnail Creation Service is a tool which is automatically installed as part of the RecFind 6 server install This service monitors the EDOC table and creates thumbnail images for compatible file types See the DRM help guide for more information on how to configure the thumbnail service RecFind 6 Mini API The RecFind 6 Mini API creates links from an existing application to any object stored within RecFind s data repository Any object means any file folder profile any document profile any box profile and any electroni
167. escriptor Keyword AAA Class SUBJECT DESCRIPTOR ACCIDENTS Descriptor Keyword AAA Class ACTIVITY DESCRIPTOR The activities involved in dealing with mishaps ACCOUNTABLE BOOKS amp FORMS Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Documents including books and forms which ACCOUNTING Descriptor Keyword AAA Class ACTIVITY DESCRIPTOR The process of collecting recording classifying ACCREDITATION Descriptor Keyword AAA Class SUBJECT DESCRIPTOR ACCRUAL Descriptor Keyword AAA Class SUBJECT DESCRIPTOR ACCURACY MONITORS Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Method of checking that a product or service ACQUISITION Descriptor Keyword AAA Class ACTIVITY DESCRIPTOR The process of gaining ownership or use of ACT Descriptor Keyword AAA Class SUBJECT DESCRIPTOR An abbreviation for Australian Capital Territory ACTS PARLIAMENTARY Descriptor Keyword AAA Class SUBJECT DESCRIPTOR Add the name and year of the Act as free text ACTS OF PARLIAMENT Forbidden Keyword AAA Class NON PREFERRED ADDITIONS Forbidden Keyword AAA Class NON PREFERRED 2014 Knowledgeone Corporation Using Corporate Vocabulary terms in database fields You may also employ your Corporate Vocabulary within fields in your RecFind 6 database By customizing the Formatting property of a field this is done within the Data Registration Module you can specify that a field must be populated from your Corporate Vocabulary When a field is formatted in such a way the Corporate
168. ethod please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter User Codes 1 2 or 3 There are also three optional reference tables that you can configure and populate with data to support your use of RecFind 6 for various applications The first thing to decide is what data or references you are going to store in each table once you know this you can name each table with a name that represents the data that will be stored in the table 127 128 oy http lap007 8080 7index 1 RecFind e lap007 AERA BY NAY ih Y Page Of 1 0 Records 4 ExternallD 2014 Knowledgeone Corporation The following methods are available View User Code record Add User Code record Modify User Code record Delete User Code record Clone User Code record Search Sort Print View Use
169. fference from an existing Storage Space record For more information on the Clone method please see the Clone method chapter 105 Search This option allows you to restrict the Storage Space records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Movement A Movement is the transfer of a physical item from one location to another RecFind 6 can be used to keep track of these movements so that the system is always aware of the location of all your documents and records RecFind 6 can track Archive Boxes both within your org
170. ficer code of the person Is Active User Profiles link to the User Profile table this allows you to specify the User Profile record that applies to the person A User Profile record is required if you wish for this person to be able to log in to and use your RecFind 6 system Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Person record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Person record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Person record This option allows you to clone an existing Person record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Person record For more information on the Clone method pl
171. g to unlearn Instead we suggest that you jump right in beginning with Getting started in RecFind 6 2 6 RecFind modules RecFind modules are accessed from the main RecFind toolbar e The main toolbar e The Search module o Text search External ID Metadata search Boolean search Saved Search o Any Table search e The Pick List module e The Maintenance module o File Folder Profile Document Profile Attachment Archive Box Storage Space Movement o Resubmit e The Workflow module o Workflow o Task o To Do List e The Codes module o File Folder Profile Document Profile Archive Box Organization Vital Record Media Type Attachment Format o Supplemental Markup e The Audit module e The People module e The User Profile module e The Object Numbering module o Auto Number Format o Multiple Sequence e The File Plan module O O O O O O O O 0 O O O OOO Record Category Retention File Titles Corporate Vocabulary Series O O O OO RecFind methods RecFind methods are performed on records returned in a List view e The List view e The Select method e The View method e The Add method e The Modify method e The Delete method e The Clone method e The Request method e The Move method e The New Part method e The Search method e The Sort method e The Print method e The Export method e Spell checker RecFind 6 tables This is an appendix of all tables and fields in the RecFind 6 database You may find this list
172. g you to select a type of report the bottom of the window will have a format selection drop down list JZ http lap007 8080 index 1 RecFin Of 1 27 Records Final Status Complaint Dashboard 3FIED SATISFIED IN PROGRESS Complaint Register D NEUTRAL OPEN IN PROGRESS SFIED NEUTRAL CLOSED SFIED NEUTRAL IN PROGRESS 3FIED NEUTRAL OPEN IN PROGRESS Document Request Report VERY CLOSED Document Statistics Report SATISFIED CLOSED 3FIED SATISFIED CLOSED Select a report 1 MOBILE LENDERS LOANSSALES MORTGAGE FRONTLINE SALES FRONTLINE SALES 3 LOANS SALES MORTGAGE Document Profile List Report MOBILE LENDERS Document Barcode Label Document Movement Detail Report Document Movement Simple Report FRONTLINE SALES MOBILE LENDERS Policies For Review Next 90 Days FRONTLINE SALES LOANS SALES MORTGAGE LOANS SALES MORTGAGE 3FIED NEUTRAL FIED NEUTRAL 3FIED SATISFIED CLOSED CLOSED IN PROGRESS INT COMPLAINT CLOSED NEUTRAL CLOSED FRONTLINE SALES VERY CLOSED ee Select the report format ESTREN SAPETE MOBILE LENDERS 3FIED DISSATISFIED CLOSED FRONTLINE SALES 3FIED DISSATISFIED CLOSED MOBILE LENDERS SFIED DISSATISFIED CLOSED You can export the report in any of the available formats Portable Document Format PDF Hypertext Markup Language HTML Rich Text File RTF Plain Text TXT 231 Tagged Imagged File TIFF Microsoft Excel Work
173. ge Space record RecFind 6 will provide you with a warning If you wish to suppress this warning select Yes for this field Movements this is a many to many link to the Movement table Any movements that pertain to this storage space that is any movement that describes a record being moved into this storage space will be shown here Security ID link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Storage Space record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Storage Space record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Storage Space record This option allows you to clone an existing Storage Space record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of di
174. ges your corporate emails and attachments RecFind 6 Xchange RecFind 6 Xchange is the RecFind suite s import export wizard This program will allow you to import data from an existing relational database whether from a previous version of RecFind or a different application and also to import data from text CSV or XML files It allows you to export data in XML format which can then be used as a data source for any application that supports this format RecFind 6 Reporting Engine The RecFind Reporting 6 Engine is used to generate reports from records within your RecFind 6 database The Reporting Engine does not rely on standard reports rather it allows you to quickly and easily create any report that may be required These report templates can be saved so that they may be re used at a later date Reports can be output in a number of formats including to a standard printer or to PDF Microsoft Excel HTML rich text plain text and TIFF files The Reporting Engine is part of the main RecFind package the Print method can be applied to any RecFind 6 table as determined by an administrator Information on its use is included in this documentation See the Print method chapter for more information RecFind 6 DRM Data Registration Module The RecFind 6 DRM is the place where you can make administrative changes to your RecFind 6 system and database Here you can add modify and delete tables fields filters auto numbering schem
175. ginning in the top left corner and then proceeds to fill up the page Please note that these descriptions only refer to the OCR generated text that is layered underneath the image the actual scanned image itself will remain as it appears A Mapped PDF file is therefore more accurate a representation of the original document and allows you to select text based on its location within the image The trade off is that its file sizes are larger than a simple Embedded Text PDF file Automatically straighten image 247 This option allows you to correct any skew in the scanned document that might prevent an accurate reading from the OCR engine Scan ic To scan a document click the Scan button You will then be shown the scan window that is specific to your scanner different manufacturers will have differing software OA EREE Select Source Display Preview Image ne ee Maamaa 1e baama Aae em ne me A arot pad Ba taad Be saient oa e Ne ope saa ume en aa aea ma ed Aa me mmt a ee ae ae ened oad a eee es raa Aant haste ee te dome att m aan 3 Appie verstane of Basi snd b Petira ew Sp phy N3 Ober AO meek heed e ow ewe A Po ha a 4608 DO ad a a aa at amanen ete an net NY ba aA ina aaa tt ae mg m nate nee ret me Smet a en tees narent ee b gt oleme me pentineary Orem ane eat etn tne wane of te eter Ae ae mae e memar ie mm rey mam ee Seep TE as omens eppeertingg Coe 240 8 ph thee RerHtee 6 tare ee et
176. h H Q u amp X E O mH Q Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help Text External ID Metadata Select a table Boolean Market Sector Saved Search Media Type Metadata Profile Method Method Of Payment Any Table Movement Notes OcrServiceWorkltems Officer Organisation Cancel Once a table has been selected the Notes table in this case you will be presented with all the records available A 5Y heae aa Page 1 Of 1 9 Records Created Date Created By Note 28 May 2013 15 07 05 Alex Jones Michelle s birthday is 12 05 65 28 May 2013 14 49 39 Alex Jones _ _ Michelle took over as GM when Rudolph Niemeyer resigned in April 2012 17 May 2013 10 54 05 Alex Jones Training room has been booked for June 3rd 16 May 2013 10 53 12 Alex Jones Spoke with Greg regarding the installation process He will require remotre access so have advise 07 Feb 2012 09 45 03 Phil Mannering Refunded Fees of 540 approved by Acting Sales and Relationship Manager 06 Feb 2012 11 27 12 Phil Mannering Email received by Loans Co ordinator have called and spoken to member and they are unhappy about 06 Feb 2012 09 08 54 Keiran O Farrell Received original email compiaint nave attached as an electronic document 14 Jan 2012 10 04 43 Alex Jones Resent quote for Training with extra day added as requested 09 Jan 2012 09 56 07 Alex Jones Called to followup on recent quote that was se
177. hapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Attachment An Attachment refers to the electronic document or image that is linked to a Document Profile A copy of the electronic document would be stored in the RecFind database and is then treated as an inviolate object by the system Attachments therefore are one step below Document Profiles in the records management hierarchy In your RecFind 6 database Attachments are stored in the EDOC table Unlike RecFind 5 in RecFind 6 an EDOC record that is an Attachment does not need to be linked to a Document Profile record 87 RecFind 6 provides the facility to e attach an image or electronic document to a document at the time that document is registered e attach an image or electronic document that has already been registered e view images and electronic documents that are attached to registered documents An image can be attached to a RecFind 6 document by either scanning the image at the time it is attached or by reading in an image that was scanned and saved at some other time The latter method is
178. he currently active table similar to the example shown below 2X http lap007 8080 7index 1 R e Es aR ee hh Order Desc Field 1 Of 1 B9 Records SecurityCode Par Status Title 1 ACTIVE COLLECTION deation Box iydney Office since 02 File Folder Number ACTIVE FOOD SERV E Part Number an Hoffman since 20 DESTR COMMUNITY Current Location on 17 Jul 2014 B100009 INACTI COMMUNITY 3 Title 1 22 since 08 Oct 2013 8100022 DESTR PERSONNEL F Title 2 on 15 Jan 2014 8100000 INACTI PROPERTY Title 3 2x Jones since 17 Sep Current Status ACTIVE CORPORATE Dobson since 16 ACTIVE SALES amp MA Department tegistry since 17 Jul ACTIVE PUBLICATIO Description tegistry since 16 Jul ACTIVE PERSONNEL Created Date lie Valentine since 14 ACTIVE PERSONNEL Closed Date lie Valentine since 14 ACTIVE EQUIPMENT Panianien Recor Vanderlay since 18 ACTIVE COMPENSA Retention Method wWDivision EXECUTIVE ACTIVE WORKPLACI lorth Building since 16 INACTI PROPERTY sides cone 302 since 08 Sep 6100002 ACTIVE EQUIPMENT PENE piles wWDivision INACTI PUBLICATIO s Sod dade AE 124 since 16 Jul 2013 8100021 ACTIVE STAFF Archive Destroy Due Date Division
179. he event occurred e the Person who executed the Method e the Method that was executed e the Table on which the Method was executed e the Internal ID of the record upon which the Method was executed e the External ID of the record upon which the Method was executed e the application that generated the Audit Trail record The Created By Application field demonstrates that the Audit Trail table can be used to audit activity on other products within the RecFind 6 suite such as RecFind Xchange RecFind Button RecFind RecScan etc All of these additional programs are configured using the DRM 168 For more information on the View method see the View method chapter Delete Audit Trail record This method will remove the selected Audit Trail record from the database As mentioned above it is recommended that access to this table is restricted so that unauthorized users are not able to subvert the integrity of the Audit Trail table For more information on the Delete method see the Delete method chapter Search This option allows you to restrict the Audit Trail records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records pres
180. heckbox once more It will show a cross to let you know that you have selected this search option To return the checkbox to its original state click it once more Single value or range searches By default all searches are single value searches that is RecFind 6 will look for whichever value you specify To specify a range search click the toggle range search icon It will change into the following icon to show that RecFind 6 is expecting a range of values E File Folder Number RecFind 6 will then update its search window to show you that more than one value is required EJ C File Folder Number To To construct a range search you must then specify a number of values depending on the type of field you are searching on A plain text field will simply ask for two values A range search looks for values in between the two search terms alphabetically Thus between the range CAT and FISH DOG will be returned but ZEBRA will not A link field will ask you to select from any number of records in the linked to table It thus becomes a sort of IN search For example performing a range on the Security link field of a table will ask you to select a number of Security records from the Security table Once you 53 have selected a number of records say for example you choose the records BASIC DIRECTORS and MANAGEMENT the search will now look for records where the Securit
181. heduled on the system for him her This function also allows a manager to review the work status of subordinates The To Do List operates based on the person s User ID There is an Action Officer number specified for the User ID in the security module This number provides a link between the User ID and the Workflow data which is based on Action Officer number 119 A single Action Officer field is available on the To Do List screen KE 2 http lap007 8080 7index 1 RecFind 6 Incomplete All Action officer EEN vee ABRBTFN EBY NBG TO Y Page 1 Of 1 4 Records Scheduled Complete Date Actual Complete Date Delegate 18 Jul 2014 Felicia Woo 21 Jul 2014 Felicia Woo 21 Jul 2014 Felicia Woo Senior Manager Approval 25 Jul 2014 Felicia Woo 2014 Knowledgeone Corporation Select an Action Officer from the available values on the pull down menu to view any outstanding Tasks assigned to that Action Officer You will also see the Incomplete and All selection options in the top left corner of the screen Selecting the Incomplete button will only show those Tasks that do not yet have an Actual Complete Date Selecting All will display all tasks assigned to that particular Action Officer even those that have already been completed Related Items On the right side of the tasks records in the to do list you will notice a plus symbol P If you click this it will open a new window where the associated
182. hen a record has reached capacity a new part may be created this new part will share all of the identifying information with the previous part with the only difference being that the Part Number field will have been incremented by one When a part is closed the closure date will be entered into the appropriate field Barcode No If the record is to have a barcode for tracking and auditing purposes it is possible to enter a number in this field This could be done by entering a number manually or by using an auto generated numbering sequence The barcode number can then be printed on a label to be adhered to the File Folder When printed the barcode number will be displayed as a 3 of 9 barcode fonts e Security Code link to the Security table This field will display the Security code that has been assigned to the record and will be integral in allowing access to the record e Current Location This field will display the current location of a file profile and the value will be entered based on the movement that has been recorded e Title 1 link to the Title table It is possible to assign levels of file titling to a File Folder Profile record You are able to select a file title from the Title table These file titles are hierarchical so that Title 1 is broader than Title 2 and so on You may use only as many levels of file titling as you need or as your organization dictates It is also possible to link the appropriate retention code t
183. hen you are creating an Attachment record you will see the select field image 3 This option allows you to upload a new electronic document to your RecFind 6 database Select For more information on adding an electronic document please see the Attachment module chapter One to many and many to many linked field A one to many or many to many linked field appears as shown below Attachments In this case two records are linked to the currently active record By clicking the 7 associated records Expand icon those records may be viewed as shown below Author E Melissa E Erica E Erica al Melissa E Melissa E William eo records Abstract Meeting Minutes Meeting Minutes Meeting Minutes Meeting Minutes Meeting Minutes Meeting Minutes Meeting Minutes July 2013 June 2013 May 2013 April 2013 March 2013 February 2013 January 2013 Received Date 09 Jul 2013 28 Jun 2013 21 May 2013 10 Apr 2013 29 Mar 2013 21 Feb 2013 24 Jan 2013 Published Date July 09 2013 June 28 2013 May 21 2013 April 10 2013 March 29 2013 February 21 2013 January 24 2013 Checke Version No yh yh yb yh d A 17 Auto numbering Auto numbering can be used to create unique barcodes or to create identifiers that classify a record and can be linked with File Titles or any other purpose with which the auto numbering formats provide support for See th
184. his please see the following Deleting records that are linked elsewhere section Deleting records that are linked elsewhere If you attempt to delete a record that linked to by another record you may encounter an error message similar to the one shown below DELETE Could not delete the following records Jean Menning Reason A problem occurred i removing the related link field UserProfile PersonID There is currently no value in the field PersonID This is a mandatory field as designated by the system OK You will receive this message when deleting the record will cause a mandatory field to be left blank For example deleting a value from the Security table will cause records that link to this value to contain an empty null value in their Security ID field Since Security ID is a mandatory field on any table it is not possible to delete the record from the Security table that is at least until all records that point to this particular record have been changed so that they point somewhere else This message contains some diagnostic information that you can use Person ID refers to the linking field User Profile refers to the table in question Jean Menning is the External ID of the record that cannot be deleted Therefore we can see that there is a record in the User Profile table where the Person ID field points to the record we are attempting to delete from the Person table You will need to change the l
185. hod chapter The File Plan module RecFind 6 assumes that a File Plan exists for your organization By this we mean a single classification system for all your corporate records A File Plan in RecFind 6 is built using one more records in the Record Category table Each Record Category record describes one class of record within your organization In addition to this Retention records are used to describe long term storage plans for your records and File Titles and Corporate Vocabulary records ensure that archiving and classification is consistent across your organization z l JAE http lap007 8080 RecFind 6 lap007 a Ermm The File Plan module thus offers five modes of managing your organization s File Plan e Record Category e Retention e File Titles e Corporate Vocabulary e Series Click on each of the options for more information Record Category In RecFind 6 record categories are managed with the Record Category table A Record Category record is linked to a Metadata Profile record and thus a number of fields within the Metadata Profile record will be populated based on values entered in the Record Category record 185 r ABRBFN EB Y NBL CR Ee Page 1 Of 1 2 Records Record Category ID Description Retention Code Permanent FINANCIAL REPORTS Yes INFORMATION 16 1 1 Yes 2014 Knowledgeone Corporation __ log Off R10 The following methods are available e View Record
186. hod will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Vital Record record A Vital Record record typically contains the following fields e External ID this is the name of the Vital Record record It should be a description of the purpose of the Vital Record such as for example Yearly Review Cycle e Type link to the Type table if you wish you may indicate a Type for this record e Code if you wish you may enter the code that your organization uses to refer to this Vital Record in its record keeping Yearly Review Cycle for example may have a Code value of YEARLY e Comments if necessary you may enter any additional comments to describe this Vital Record entry e Days to Review this is the number of days that must pass before the record is to be brought up for review again A Yearly Review Cycle may have a Days To Review 157 158 value of 365 whereas a Quarterly Review Cycle may have a Days To Review value of 90 Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Vital Record record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneousl
187. hown below 2x netpuiapoo7 B080 7Message 1 RecFind 6 tapo07 no YL RecFind 6 ecrin Ww User Name L Password Remember Me v Rios User name This is your user name for the RecFind 6 system It will automatically be populated with the value of your Windows log in details If this is not the same name you use to log in to your RecFind system you will need to change this Password This is your password for the RecFind 6 system Remember Me Selecting this option will store your login details in the cookies temporarily Once you have entered the appropriate values click the Log In button If your log in credentials are valid you will be presented with RecFind 6 s main toolbar Otherwise you will see the following message box 41 INCORRECT USER CREDENTIALS Password is incorrect or user does not A exist OK If you do not have valid log in credentials you will need to contact your system administrator 42 The main screen Once you have logged in to RecFind 6 you will be presented with the main screen a eC Hm B X h E U we amp ny 9 Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help Change Password 2014 Knowledgeone Corporation Please note that your main screen may look different depending on your security settings If your administrator has enforced a security policy some options may not be available Security
188. ibility settings some fields may be hidden In View mode all of the data is read only When you are finished viewing the record click the Close button to restore the interface to the previous view For more information on the View method see the View method chapter Add User Profile record Click this button to add a User Profile record to your RecFind 6 database It will open a new window with a blank User Profile record as shown below The process of adding a record is the same as it is elsewhere in the RecFind 6 system although there are a couple of mandatory fields that are worthy of mention External ID the External ID of a User Profile record is intended to easily identify the user in the system As such the most common naming convention is to use a user s first name and last name with perhaps additional information if there is any chance of confusion amongst other staff members Type link to the Type table Person link to the Person table as mentioned above each User Profile record must be associated with a Person record in the RecFind 6 database Between a User Profile and a Person record it is possible to collect of the data required about a particular individual The Person record contains information on a user such as his her address telephone number etc and the User Profile record contains information more specific to the RecFind 6 system If an appropriate Person record has not yet been created it wil
189. ided a subject and body text if necessary click the Send button The data will be sent in plain text format An example of an Export to E mail operation is shown below 239 P Message txt Notepad File Edit Format View Help ExternalID 11 1 5 Type Retention Code LegalCitation Description ACCIDENTS Notes REGISTERS OF ACCIDENTS AND INCIDENTS ActiveUntilPeriod Year ActiveUntilStartingEvent Date last added to attachment of EDOC ActiveUntilNumberOfPeriods 60 ActiveUntilRAction Destroy ActiveUntilCustodyEntity ArchiveDestroyPeriod Year ArchiveDestroyStartingEvent Date the previous event was completed ArchiveDestroyNumberOfPeriods ArchiveDestroyRAction Destroy ArchiveDestroyCustodyEntity LastUpdatedDate Source GDS LinkedRetentionCodes Security Code STD_EVERYONE ExternalID 11 7 1 Type Retention Code LegalCitation Description HEALTH PROMOTION STAFF SAFE PRACTICE Notes PROMOTION OF SAFE PRACTICES TO STAFF INCLUDES MASTER COPIES OF PROCEDURE MANUALS NOTICES AND INSTRUCTIONS ActiveUntilPeriod Year ActiveUntilStartingEvent Action Date 1 As you can see the information is presented in plain text with one database field per line If you export the EDOC table or records from a table which have a one to many or many to many relationship with the EDOC table such as Document Profiles the associated electronic files will show up in the attachments section of the E mail form
190. ile nN Name 20111214110846 csv a Type Microsoft Excel Comma Separated Values File 6 Fom devoog Oen Swe Cancel gt While files from the Intemet can be useful some files can potentially a ham your computer if you do not trust the source do not open or save this file What s the isk If you click Open RecFind 6 will open the file with the default Windows application registered for handling CSV files this is usually Microsoft Excel if you have this application installed or perhaps a plain text editor If you select Save RecFind 6 will give you the option of saving the CSV data to your file system If you select this option RecFind 6 will display the file location in a new Windows Explorer window once the save operation has completed If you click Cancel the CSV data will be discarded To recover the data after this has happened you will need to initiate the export process again An example of CSV data exported from RecFind 6 is shown below 236 m X nis aca Type _lexternali PartNumt Barcode SecurityC LooseAtta Currentio Titlel 2 STANDARI 1 3 STANDAR AB 11 00C 4 STANDAR AB 99 00C 5 STANDAR AB 99 00C 6 STANDARIAU S9 01 7 STANDARICC 01 00C 8 STANDARICD 11 00C 9 STANDARICD 99 00 10 STANDARICE 99 000 11 STANDAR CM 99 00 12 STANDAR CM 99 00 13 STANDARIEC 02 000 14 STANDARIEC 02 000 15 STANDARIEC 10 123 16 STANDARIEC 10 123 17 STANDAR EC 10 123 18 STANDAR EE 99 000 19 ST
191. ill allow you to enter the names in the CC field of the message If you are uploading a Microsoft Outlook MSG file this value will be automatically populated BCC List if the electronic document being captured in an e mail message this field will allow you to enter the names in the BCC field of the message This value will not be automatically populated as it is considered sensitive being the blind component of the carbon copy list Sender if the electronic document being captured is an e mail message this field will allow you to enter the name of the e mail s sender If you are uploading a Microsoft Outlook MSG file this value will be automatically populated Recipient if the electronic document being captured is an e mail message this field will allow you to enter the name of the message s recipient s If you are uploading a Microsoft Outlook MSG file this value will be automatically populated Subject if the electronic document being captured is an e mail message this field will allow you to enter the message s subject If you are uploading a Microsoft Outlook MSG file this value will be automatically populated Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Attachment record This method will allow you to modify the selected record if more than one record is selected any modified field values will be ap
192. ill be determined by examining the details of the File Plan module that is by examining the details of Record Category records If you select Series Retention information will be determined by the selected Series code If you select Title Retention information will be determined by examining the level of File Titling defined for the given file That is the Retention Code will be 85 86 determined by the value of the Retention Code in the lowest level of selected File Titling For example if there are three levels of File Titling defined for a record the Retention Code will be applied based on the Retention Code of the third level of titling For more information on the Add method see the Add method chapter Modify Document Profile record This method will allow you to modify the selected record if more than one record is selected any modified field values will be simultaneously applied to all selected records Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Document Profile record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clo
193. in the email body 02 since 08 Sep 2013 8100002 ACTIVE EQUIPMENT UDivision INACTIV PUBLICATIOI 21 since 16 Jul 2013 6100021 ACTIVE STAFF UDivision COMMUNITY OK Cancel TCW13193 1 ACTIVE TECHNOLOG in Smythe since 28 CRU13 1941 INACTIV COMMUNITY CELEBRATIONS HONOURS AWARDS AND Box 8099999 since 29 Oct 2013 B099999 LSA13 196 1 INACTIV LEGAL SERVICES ADVICE CROWN LAW ADVICE Box 8099999 since 29 Oct 2013 B099999 PSR 13 18 1 ACTIVE PERSONNEL RECRUITMENT RECRUITMENT Person Julie Valentine since 09 2014 Knowledgeone Corporation Log Off The benefit of sending as links is that it cuts down on the size of the email that gets sent and you can use the Mini API user interface to find out more detail on the related metadata If you choose to make records and EDOCs attachments as with the Export to XML and Export to CSV processes you will be shown a progress bar displaying the status of the operation Once the export operation has completed you will be presented with the option of sending an e mail message containing the exported data to an e mail address as shown below 238 Subject Export records as text attachment Attach E f Messagett OO o x Message bt When using MAPI RecFind 6 uses your default e mail client to send e mail You thus have access to whatever address book s and saved settings are present in your standard e mail application Once you have chosen a number of recipients and prov
194. in this field Code Broader Terms link to the Corporate Vocabulary table by linking back to other records within the Corporate Vocabulary table you may indicate terms that are broader in scope than the current term Narrower Terms link to the Corporate Vocabulary table by linking back to other records within the Corporate Vocabulary table you may indicate terms that are narrower in scope than the current term Related Terms link to the Corporate Vocabulary table by linking back to other records within the Corporate Vocabulary table you may indicate other terms that are related to the current term Preferred Terms link to the Corporate Vocabulary table by linking back to other records within the Corporate Vocabulary table you may indicate other terms that are preferred to the current term Forbidden Terms link to the Corporate Vocabulary table Security Code link to the Security table this is the Security Code of the record For more information on the Add method please see the Add method chapter 199 200 Modify Corporate Vocabulary record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter
195. ink in this User Profile record first Please note that it is not possible to Delete records from System Locked tables For specific examples of the Delete method please see the chapters on individual RecFind 6 modules 217 The Clone method The Clone method is used to make a copy of an existing record in RecFind 6 The RecFind 6 administrator will decide which tables the Clone method applies to The Clone method will copy all of the values in an existing record into a new one Any auto fill values present will be updated to reflect the new circumstances for example an auto fill based on a date value will be updated to reflect the current date and not necessarily what was stored in the original record When the Clone method is selected you will see a screen such as that shown below r A SecurityCode i e EVERYONE File Folder Number CGM 14 Sequence Part Number Current Location Wes CORPORATE GOVERNANCE Title 2 COMMITTEES Title 3 COMMITTEE RECORDS Current Status ACTIVE Deportment CORPORATE SERVICES Description MINUTES OF MEETINGS 2013 Records of all committee meeting minutes for 2013 2014 Knowledgeone Corporation http lap007 8080 RecFindWeb261 Forms frmMask aspx index 2 You will note that this view is similar to that of an Add or a Modify operation you will also notice that all of the selected record s fields have been cloned in this new record From here you may modify any e
196. insert a wild card preceding the search term that is FILE It is also possible to put wild cards in the middle of search strings The search string SE CH 49 will look for the characters SE with any phrase of any length although without spaces in the between followed by the characters CH Thus SEARCH will be returned as will SE HELLO CH Once the search has completed running you will see a summary of the results broken down by record type In our example fourteen records were found of type File Folders Type b File Folders E Doc Profiles CP Archive Boxes EDoc GJ Storage Spaces Click the type name to display the records appropriate to that type From here you can see that you are presented with a standard RecFind 6 list view You are now able to perform any record operations here just like with any other list accessible from the tool bar 8 NB BAY NaS D Page 1 Of 1 4 Records Title 1 Title 2 Title 3 Current Location PERSONNEL RECRUITMENT EMPLOYMENT SCHEME RECORDS Person Jufie Valentine since 14 Jun 2013 PERSONNEL RECRUITMENT CRIMINAL HISTORY IDENTITY amp Person Julie Valentine since 14 Jun 2013 PERSONNEL RECRUITMENT RECRUITMENT SUBSTANTIVE Person Julie Valentine since 09 Apr 2013 PERSONNEL RECRUITMENT CRIMINAL HISTORY IDENTITY amp Person Keiran O Farrell since 03 Oct 2013 2014 Knowledgeon Corporation Log Off l 50 Metadata search The Metadata search c
197. isa robust system at gives your organisation improved search capabilites and efficient day to day document processing R10 Insert Before led Click this icon to insert a new page immediately before the currently selected page Re Scan Click this icon to re scan the current page This will overwrite the currently selected page replacing it with the page that will be scanned Append After Click this icon to insert a new page immediately following the currently selected page 249 Remove All led Removes all the currently captured pages of the document and also clears the viewer Rotate Left D Rotates the current selected page in the anti clockwise direction Rotate Right Rotates the current selected page in the clockwise direction Zoom Zoom in and out of the document This applies to the entire document Fit To Window 0 Fits the whole page into the view port so that no part of the page is cut off This applies to the entire document 250 Actual Size Removes all zoom settings and displays the pages of the document at its actual size LE Zoom is set to 1 1 Select Page This tool bar allows you to scroll through the pages of the document Click the left and right icons to traverse the pages of the document This option will show you the total number of pages in the document as well as your current position within the document The buttons with double arrows will sel
198. itle 1 Title 2 Title 3 Current Location Box CGM 13 17 1 ACTIVE CORPORATE COMMITTEES COMMITTEE RECORDS Person Bill Dobson since 16 Sep ZSS 13 23 1 ACTIVE SALES amp MARKETING SALES SALES REPORTS Location Registry since 17 Jul PCP 13 19 2 ACTIVE PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Location Registry since 16 Jul PSR 13 18 1 ACTIVE PERSONNEL RECRUITMENT EMPLOYMENT SCHEME Person Julie Valentine since 14 PSR M13 18 1 ACTIVE PERSONNEL RECRUITMENT CRIMINAL HISTORY Person Julie Valentine since 14 ESD 13 12 1 ACTIVE EQUIPMENT amp DISPOSAL DISPOSAL OF EQUIPMENT Person Art Vanderlay since 18 User List Vv 5l Pick List Log Off E 100 A Pick List is sorted into five different layers each corresponding to a type of record in RecFind The Pick List filters are found in the bottom left corner of the screen and are e File Folder Pick List e Document Profile Pick List e Archive Box Pick List e Attachment Pick List e Storage Pick List The same Pick List can contain records of each type listed above Any actions performed ona Pick List are only performed on the selected grouping of records for example if the 68 Archive Box Pick List option is selected other records such as those listed on the Storage Pick List will be immune to any actions taken on the Archive List By changing the record type filter for the Pick List you will notice that some of the icons and methods
199. ization Last Sign On This field indicates the last time the user signed into RecFind 6 This field is automatically generated and is maintained by the system Last Sign Off This field indicates the last time the user signed out of RecFind 6 This field is automatically generated and is maintained by the system Administrator This option indicates whether the user will have Administrator privileges within the RecFind 6 application By default this value is set to no and you will also notice that it is not possible to change this value through the RecFind 6 user interface If you wish to upgrade a user so that he she has administrator privileges you will need to do this through the Data Registration Module DRM Please see the Configure Users chapter in the DRM help file for more information on this process Job Histories link to the Job History table GEM Administrator this field indicates whether the user will be recognized as an administrator for the GEM e mail management program Administrative rights are required to modify system wide settings in GEM R sum s link to the R sum table any r sum s that were submitted by the employee may be linked to here The R sum table must be populated before these values can be assigned Capture Administrator this field indicates whether the user will be recognized as an administrator for the RecCapture document capturing program Administrative rights are required to modify sys
200. jects with a Security Code of Basic Another record in the Metadata Profile this one containing sensitive information may be given the Security Code of Management The Management Security Code may thus be restricted to members of the Management and Administrator Security Groups As mentioned above the benefit of this approach is that once Security Groups and their associated Security Codes are defined any new records methods or users are instantly classified within the entire system and their access can be moderated as appropriate One does not need to specify for each and every record which individual users are permitted access this information is derived from the Security Groups When Viewing Adding or Modifying a record within RecFind 6 you will see that Security Code will always be one of the fields for the record By default the Security Code field usually appears towards the bottom or at the bottom of any list of fields The initial value of the Security Code field will be the default security value of the logged in user Security Code E EVERYONE Glossary of RecFind 6 terms In RecFind 6 a number of different terms may be used to describe the same concept depending on its context A list of these synonyms follows so that you may be aware of the differences Attachments may also be known as EDOCs Document Profiles File Folder Profiles and Archive Boxes may also be known as Metadata Profiles Each
201. l allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter 93 Save As This option will allow you to save the attachment to your file system Once you have selected a record and only one record the Save As method does not allow multiple file selection click the Save As button Select a location on your file system and then click Save Once the file has been saved to the file system it will be reported as checked out within the RecFind 6 database Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Version control with Attachments There is a reasonable possibility that more than one person in an enterprise will create a new document with a common file name That is a file name will be shared by more than one document When this happens all of these documents should be regarded as unique they are not versions of one another A version is when a document is checked in and then checked out and modifie
202. l need to be added to the system before the User Profile record can be registered Employee Number if the employee has been assigned a number by the organization that may be specified in this field Barcode if the employee has been assigned a barcode by the organization that may be specified in this field User ID the value in this field will be the user name that the user will enter to log in to the RecFind 6 system 175 176 Password the value in this field will be password that the user will enter to log in to the RecFind 6 system Security Group link to the Security Group table this is the Security Group to which the user belongs Background link to the Background table this field indicates the background that the user may choose A Background record is attached to an EDOC record and may thus contain an electronic image file Font link to the Font table Heading Font link to the Font table Button Font link to the Font table Language link to the Language table It is possible for RecFind 6 to be customized so that it functions as a bilingual application This configuration is done via the Data Registration Module please see the Configure Language Settings chapter in the DRM help file for more information on this Once a language has been added to the RecFind 6 database and customized for use within the application it may be applied to any user registered in the system If this is done all captions field n
203. le Folder Number field shown above is now updated to reflect the change File Folder Number El CGM 4 Sequence ENSS You will also notice that the Title fields which were previously blank are now populated according to the levels specified in the Multiple Sequence 194 TREN E lt CORPORATE GOVERNANCE vi x Title 2 E P COMMITTEES Xi X View Title record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Title record A Title record contains the following fields e External ID this is the name of the Title record e Type link to the Type table e Level e Parent Title link to the Title table e Child Titles link to the Title table e Retention Code link to the Retention Code table e Retention Code 2 link to the Retention Code table e Security Code link to the Security table this is the Security Code of the record e Code For more information on the Add method see the Add method chapter Modify Title record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a reco
204. le Type Codes ID link to the Codes table e Frozen By Person ID link to the Person table e Frozen Date e Frozen Reason e Home Location ID link to the Location table e Is Frozen e Last Action Date e Last Attach Date e Last Modified Date e Last Moved Date e Last Requested Date e Life Cycle 1 Actual Date e Life Cycle 2 Actual Date e Life Cycle 3 Actual Date e Life Cycle 4 Actual Date 281 282 Life Cycle 1 Due Date Life Cycle 2 Due Date Life Cycle 3 Due Date Life Cycle 4 Due Date Media Type ID link to the Media Type table Old Number Originating Organization Entity ID link to the Entity table Owner Entity ID link to the Entity table Owner Person ID link to the Person table Parent Metadata Profile ID link to the Metadata Profile table Part Number Permanent Record Published Date Received Date Recipient List Record Category ID link to the Record Category table Records Centre Number Records From Date Records To Date Reply By Date Reply Sent Date Retention Code ID link to the Retention Code table Retention Code 2 ID link to the Retention Code table Security ID link to the Security table Sender Serial Number Series ID link to the Series table Status ID link to the Status table Subject Title 1 Title 2 Title 3 Title 4 Title 5 Trap Reason Type ID link to the Type table Unfrozen By Person ID link to the Person table Unfrozen Date Unfrozen Reason Vital Rec
205. le chapter and specifically the Retention chapter This method does not actually delete the electronic record it merely sets its status to Destroyed 73 The Maintenance module The Maintenance module allows you to add view and modify records in your RecFind 6 database There are a number of different types of records in RecFind 6 each of which is indicated by a separate entry in the Maintenance pull down menu I mina a e en a X Ah E OU w iF Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help PU File Folder Profiles Document Profiles Attachments Archive Box Profiles Gi ia Space Management SA RecFind Change Password 2014 Knowledgeone Corporation Log Off R100 v These default record types are e File Folder Profile e Document Profile e Attachment e Archive Box e Storage Space e Movement e Resubmit Please click on each of the record types for more information File Folder Profile A File Folder Profile is used to hold metadata about any object This object may be either physical or electronic that is it may represent a physical cardboard file folder or it may represent an electronic folder on a computer hard disk In your RecFind 6 database File Folder Profiles are stored in the Metadata Profile table 74 Once you select the File Folder Profile maintenance option you will be asked to select a File Folder
206. lease see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter 141 Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Box Status taD Y 2014 Knowledgeone Corporation The following methods are available e View Box Status record e Add Box Status record e Modify Box Status record e Delete Box Status record e Clone Box Status record e Search e Sort e Print View Box Status record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will 142 allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Box Status record A Box Status record contains the following fields External ID this is the name of the Box St
207. ll RecFind 6 lists paging is implemented if the list is long When the list exceeds the stated threshold which is usually one hundred records the list is broken up into multiple pages to ensure smooth and fast operation You will be able to see the paging information in the top right corner of any list view When there is only a single page of records the paging information will be disabled When there is more than one page of records the paging information will become active lt lt G Page 2 Of 284 14166 Records 6 gt This lets you know your current location in the list in the example above it is page two and the total size of the list in this case the list contains three pages To browse through the list one page at a time click the single left and right arrows To navigate directly to either the first or last pages of the list click either the double left or double right arrows To specify an exact page to navigate to enter that number in the text field If you enter an invalid number say for example you tried to navigate to page 13 of an eight page list RecFind 6 will automatically take you to the last real page in the list page 8 in our example Available methods Depending on the particular table represented in a list view certain methods will be visible across the top of the list A typical list of methods follows each with a short description View Clicking this option will launch the View method for the s
208. longer current Active records are normally held within the office either at an individual s desk or in some form of central filing Inactive records those no longer referred to or those referred to only infrequently may be held in the office or at another remote location When a reference is made to an Archive Box in RecFind 6 we are talking about containers used to hold inactive records These boxes may be stored at a company or may be stored off site with a specialist off site storage company RecFind 6 s box management provides all the functions necessary to manage a records center space management box management and the management of all information within a box Archive Boxes in RecFind 6 can hold File Folders loose Documents or a list of other contents that have not been previously registered in RecFind 6 e g invoices payment dockets One or more boxes may be stored in a space in the records center There may be many spaces in a records center In addition there may be more than one records center The Archive Box module appears as below 97 5 lap00 S DBGAY NAS Y Page 1 Of 1 31 Records Current Location Status Destroy Due Barcode PAYROLL FILES 2010 JAN FEB MAR APR MAY Destroyed on 15 Jan 2014 DESTROYED 8100023 CASE MANAGEMENT FILES 2013 JAN FEB MAR Location Registry since 30 Oct 2013 30 Oct 2020 8200001 Location Registry since 30 Oct 201 3 30 Oct 2021 8200003 CASE MANAGEMENT FILES 2012
209. lowing methods are available e View Author Type record e Add Author Type record e Modify Author Type record e Delete Author Type record e Clone Author Type record e Search e Sort e Print View Author Type record For more information on the View method see the View method chapter Add Author Type record An Author Type record contains the following fields e External ID 135 136 Type link to the Type table this field is populated with the value Author Type Code Remarks Security Code link to the Security table For more information on the Add method see the Add method chapter Modify Author Type record This method will allow you to modify the selected records if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Author Type record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Author Type record This option allows you to clone an existing Author Type record Cloning is beneficial when a record that is ab
210. mer Supplier No you may enter the customer or supplier number for the organization This value would indicate the way to which this organization is referred in your record keeping processes Credit Ratings Assigned this is a many to many link to the Credit Rating table Provided that you have defined records in the Credit Rating table you may indicate which of these ratings apply to the given Organization Manager ID link to the Person table this allows you to specify the manager of the Organization provided he she has an associated Person record Credit Ratings Owned this is a many to many link to the Credit Rating table Purchases this is a many to many link to the Purchase table Sales this is a many to many link to the Sales table Statements this is a many to many link to the Statement table Request For Quote this is a many to many link to the Request For Quote table Full Name this allows you to specify the organization s full proper name Web Site link to the WWW table this is the organization s web site You will need to populate the value in the WWW table and then link to it Notes this is a many to many link to the Notes table You may assign as many different applicable Notes records as you see necessary Description this allows you to describe the organization Employees this is a many to many link to the Person table You may indicate any employees who currently work for the organization provided they have a
211. method chapter Search This option allows you to restrict the Document Type records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Document Status R heteap007 8080 7index 1 RecFind 6 lap007 AEA BY NBG ki y 4 ExtemallD ACTIVE DESTROYED 2014 Knowledgeone Corporation Page 1 i x Ef Of 1 2 Records Q Log Off The following methods are available View Document Status record Add Document Status record Modify Document Status record Delete Document Status record Clone
212. n The Document Profile Codes section has six types 130 Document Type Document Status Author Type User Code 1 User Code 2 User Code 3 Document Type r E http lap007 8080 index 1 RecFind 6 t N al a E A G amp S A A BY nos gose d Page 1 Of 2 53 Records Document Type Number Periods Period WorkFlow Additional Contracts of Employment 5 Working Day Additional Hours Claim Form 5 Working Day Bank Account Details 3 Working Day Biue Memo Approval Casual Claims Forms 5 Working Day Certified Copiesof Essential 5 Working Day Certified Copy Driver s License 7 Working Day Complaint Handling Allocation 5 Working Day Complaint Handling Workflow Complaint Handling Confirmation of Completion of 5 Working Day 2014 Knowledgeone Corporation Log Off R10 The following methods are available View Document Type record Add Document Type record Modify Document Type record Delete Document Type record Clone Document Type record Search Sort Print Export View Document Type record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Document Type record A Document Type record contains the f
213. n e Agreement Number e Commencement Date e Cost e Description 296 e Entity ID link to the Entity table e Expiry Date e External ID e Security ID link to the Security table e Type ID link to the Type table Support Incidents Purchased table Table status Application e Cost e Description e Entity ID link to the Entity table e Expiry Date e External ID e Number Available e Number Purchased e Number Used e Purchase Date e Security ID link to the Security table e Type ID link to the Type table Table table Table status System Locked e Caption ID link to the Caption table e Class e Database Name e External ID e Icon ID link to the Icon table e Is Type Dependent e Security ID link to the Security table e Show Icon e Type ID link to the Type table Table Method table Table status System Locked e Audit e Audit Data 297 External ID Method ID link to the Method table Table ID link to the Table table Security ID link to the Security table Type ID link to the Type table Tacit table Table status System Essential Created Date Creator Person ID link to the Person table Currency Date Details External ID Is Draft Is Read Keywords Last Modified Date Organizations People Products Security ID link to the Security table Solicitation ID link to the Solicitation table Type ID link to the Type table Visible Weighting ID link to the Weighti
214. n Method Record ID Table RecFind Administrator AutoNumberFormat Modify Record 05 Nov 2014 RecFind Modify Corporate EDOC AutoNumberFor Kate Wallis MetadataProfile View Record 168 05 Nov 2014 Kate Wallis View CGM 13 1758 MetadataProfile Kate Wallis MetadataProfile View Record 159 05 Nov 2014 Kate Wallis View SDT 13 1543 MetadataProfile Kate Wallis EDOC_Add Record 31288 CE100318 05 Nov 2014 Kate Wallis Add CE100318 EDOC Kate Wallis AutoNumberFormat Modify Record 12 05 Nov 2014 Kate Wallis Modify Corporate EDOC AutoNumberFor Kate Wallis EDOC Add Record 31287 CE100317 05 Nov 2014 Kate Wallis Add CE100317 EDOC Kate Wallis AutoNumberF ormat Modify Record 12 05 Nov 2014 Kate Wallis Modify Corporate EDOC AutoNumberFor Kate Wallis MetadataProfile View Record 159 05 Nov 2014 Kate Wallis View DT 13 1543 MetadataProfile Kate Wallis MetadataProfile View Record 159 05 Nov 2014 Kate Wallis View SDT 13 1543 MetadataProfile Kate Wallis EDOC Add Record 31286 CE100316 05 Nov 2014 Kate Wallis Add CE100316 EDOC Kate Wallis AutoNumberFormat Modify Record 12 05 Nov 2014 Kate Wallis Modify Corporate EDOC AutoNumberFor 2014 Knowledgeone Corporation tlogo The following options are available from the main toolbar e View Audit Trail record e Delete Audit Trail record e Search e Sort e Print e Export Note obviously it is not possible to manually add records to the
215. nal database the actual values of these linked fields Type and Box are stored in different tables These values 13 and 179 refer to the primary keys the unique identifying values of the appropriate fields in the linked tables You will not need to worry about these values when you are selecting search terms you will see the linked values Selecting multiple values It is possible to select more than one value for a particular field This will act as an IN search To select multiple values you may either hold the left mouse button down and select multiple consecutive records or you may hold down the Control key on your keyboard and select individual non consecutive records These approaches will appear in the search window as follows 57 a orpecon DEPU ii R WorkFlows LinkMetadataProfilewor ah CurrentLocation CurrentLocation 4 ExternallD ACTIVE wha Title1 E ET Title2 Title2 it sis DESTROYED tiez P Title3 Title3 INACTIVE P Titles Titles LE Intermediate Storage Titles Titles ost o amp CurrentStatus StatusiD Offsite Storage o amp FileType FileTypeCodesiD P RetentionMethod RetentionMethodCodelD p RecordCategory RecordCategory D of VitalRecord VitalRecordID P Series SeriesiD A Movements Movement MetadataPro MetadataProfile 4 value user variable AND MetadataProfile TypeID 13 AND MetadataProfile BoxID 179 AND MetadataProfile StatusID IN 15 16 17 Once you h
216. nce 16 Jul PMT 13 1757 1 PROPERTY TRAFFIC AND PARKING FINES PENALTIES amp FEES Box 8100002 since 08 Sep 2013 6100002 ESM 13 1655 1 EQUIPMENT amp STORES MAINTENANCE MAINTENANCE OF EQUIPMENT Department Division PROCUREMENT PCPA31972 1 PUBLICATION PRODUCTION EXTERNAL PUBLICATIONS Box 8100021 since 16 Jul 2013 6100021 2014 Knowledgeone Corporation ogot R10 By clicking this RecFind 6 will display the online help file the document you are currently reading and will show you the appropriate page It will display the appropriate page for each of the RecFind 6 modules or it will show you the appropriate method page if you are in the middle of executing a method Add or Modify when the help request was made 26 Connection Manager Utility The Connection Manager Utility allows you to edit and update the details of RecFind 6 Connection Managers on your organization s network The Connection Manager Utility is installed on whichever machine is home to the Connection Manager service itself As the Utility is loading you will see the following message Loading systems from Connection Manager Service This indicates that the Utility is communicating with the Connection Manager Service located on the default server Once the Utility has loaded completely you will see the following window 27 i i ni i This is the main screen of the Connection Manager Utility From here you can
217. ne Document Profile record This option allows you to clone an existing Document Profile record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Document Profile record For more information on the Clone method please see the Clone method chapter Resubmit This method will allow you to initiate a Resubmit action for the selected record For more information on Resubmits see the Resubmit chapter Move This method will allow you to initiate a Movement for the selected record For more information on Movements see the Movement chapter New Part This method will allow you to create a New Part in the selected record For more information on the New Part method see the New Part method chapter Search This option allows you to restrict the Document Profile records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method c
218. netic tape etc Type link to the Type table if you wish you may indicate a Type for this record Code this is used to specify the way the organization refers to the media type in its documentation magnetic tape for example may have a code of MagTape Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Media Type record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Media Type record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Media Type record This option allows you to clone an existing Media Type record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Media Type record For more information on the Clone method
219. ng Engine please see the Print method chapter Department Departments refer to divisions within Organizations They are stored in the Department Division table Each organization agency or subdivision to which files may belong may be given an identifying code in RecFind 6 This is referred to as a department code x http lap007 8080 7index 1 in ap007 ABRFN EBY NBG rr Department Name Organization ADMINISTRATIVE SUPPORT Acme National University BUSINESS DEVELOPMENT Acme Anvil Corporation CASE MANAGEMENT Acme Anvil Corporation COMMUNITY RELATIONS Acme Anvil Corporation CORPORATE SERVICES Acme Anvil Corporation EXECUTIVE Acme Anvil Corporation FACILITIES MAINTENANCE Acme Anvil Corporation FINANCE Acme Anvil Corporation FRONTLINE SALES CREDIT Acme Anvil Corporation HUMAN RESOURCES Acme Anvil Corporation 2014 Knowledgeone Corporation 153 154 The following methods are available View Department Division record Add Department Division record Modify Department Division record Delete Department Division record Clone Department Division record Search Sort Print View Department Division record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on
220. ng table Task table Table status Application 298 Actual Complete Cost Actual Complete Date Actual Complete Hours Budget Complete Cost Budget Complete Hours Comments Created Date Created From Template Task ID link to the Task table Creator Person ID link to the Person table Days Grace Days Notice e Decision e Delegate link to the Person table e Delegator link to the Person table e Description e E mail When Due e E mail When Overdue e External ID e Go Back To Task ID link to the Task table e Order e Person To Notify When Due link to the Person table e Person To Notify When Overdue link to the Person table e Precedent Task ID link to the Task table e Schedule Complete Date e Security ID link to the Security table e Status ID link to the Status table e Stop Advise Person ID link to the Person table e Subsequent Task ID link to the Task table e Table ID link to the Table table e Type ID link to the Type table e Workflow ID link to the Workflow table e Working Days To Complete Terms Of Payment table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table Title table Table status Application e Code e External ID e Level e Recalculate e Retention Code ID link to the Retention Code table e Retention Code 2 ID link to the Retention Code table e Parent Title link to the Titl
221. nization dictates It is also possible to link the appropriate retention code to Title 4 to enable the correct retention code to be assigned when the File Profile is created e Title 5 link to the Title table It is possible to assign levels of file titling to a File Folder Profile record You are able to select a file title from the Title table These file titles are hierarchical so that Title 1 is broader than Title 2 and so on You may use only as many levels of file titling as you need or as your organization dictates It is also possible to link the appropriate retention code to Title 5 to enable the correct retention code to be assigned when the File Profile is created e Current Status Link to the codes table This field will display the current status or disposition of a File Folder record Typically this would be Active when it is created and then will change depending at which point the record is at within its life cycle e File Type Link to the codes table This field could be used to record or classify what type of record the File Folder is Some examples of this could be based on the physical type of file such as Lever Arch Manila etc or whether the record is hard copy or electronic only e Record Category Link to the record category table This field could be used to record a Record Category for the File folder The Record Category could be used to indicate a group of records that would have the same Retention Code assigne
222. nt Michelle was in a meeting so have set an activity 2014 Knowledgeone Corporation 66 Once you have selected which record you want to view double click on it and the data will be displayed A700 Security Code E SYSTEM REQUIRED Contact E Michelle Watson Note Michelle took over as GM when Rudolph Niemeyer resigned in April 2012 Created Date 28 May 2013 14 49 39 Created By E Alex Jones 2014 Knowledgeone Corporation http ap007 8080 RecFindWeb261 Forms frmMask aspx7index 2 67 The Pick List module The Pick List module allows users to maintain their individual Pick Lists in addition to being able to view and modify the global Master List A Pick List is used to provide a collection of records selected for a specific purpose For example a user may create a Pick List that contains various records encountered during a day at the end of the time period the user would then be able to apply a single action such as freezing to the entire group of records The alternative approach finding each record and freezing it at the same time is obviously time consuming The Pick List is also used as the Retention module It includes all functionality for processing records throughout their retention life cycle o Pick List The main Pick List screen is shown below xy http lap007 8080 RecFind 6 lap007 ian AEt BEBEN ADS BBSDE SA i b g Page 1 Of 1 6 Records File Par Status T
223. nt e Export Note the Clone method is not available for Resubmit records View Resubmit record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter 110 Add Resubmit record A Resubmit record contains the following fields External ID this is the name of the Resubmit record Type link to the Type table if you wish you may specify a Type for the Resubmit record Metadata Profile link to the Metadata Profile table this is the Metadata Profile record Document Profile File Folder Profile etc that is being requested Date Of Request this is the date that the Resubmit request occurred This field is automatically populated by RecFind 6 Movement Satisfied By ID link to the Movement table once the Resubmit has been acted upon please see the Satisfying Resubmits section following in this chapter and an associated Movement record created that Movement record will be indicated in this field This value is automatically populated by RecFind 6 Required By Date this is the date by which the record is required Satisfied Date when the request has been acted upon and thus an associated Movement record is created the request is
224. nt method chapter Disposition A Disposition Code is similar to a File Folder Type Code In RecFind 5 certain Disposition codes were reserved those beginning with a double zero such as 001 002 003 etc In RecFind 6 there are new terms that are reserved and they cannot be added to or altered by the user oy http lap007 8080 index 1 RecFind 6 lap007 A ABRFN BY NBG a l Y Page 1 Of 1 4 Records 4 ExternallD ACTIVE CLOSED DESTROYED INACTIVE 2014 Knowledgeone Corporation The following methods are available View Disposition record Add Disposition record Modify Disposition record Delete Disposition record Clone Disposition record Search Sort Print 125 126 View Disposition record For more information on the View method see the View method chapter Add Disposition record A Disposition Code record contains the following fields External ID this is the name of the Disposition record Type link to the Type table this field is populated with the value Disposition Type Code this is the actual code it may be identical to the External ID value or it may be an abbreviation as defined by your organization for the purposes of record keeping Remarks if necessary you may specify any additional comments about the record Security Code link to the Security table this is the Security Code of the record For more information on the
225. o Title 1 to enable the correct retention code to be assigned when the File Profile is created e Title 2 link to the Title table it is possible to assign levels of file titling to a File Folder Profile record You are able to select a file title from the Title table These file titles are hierarchical so that Title 1 is broader than Title 2 and so on You may use only as many levels of file titling as you need or as your organization dictates It is also 77 78 possible to link the appropriate retention code to Title 2 to enable the correct retention code to be assigned when the File Profile is created e Title 3 link to the Title table It is possible to assign levels of file titling to a File Folder Profile record You are able to select a file title from the Title table These file titles are hierarchical so that Title 1 is broader than Title 2 and so on You may use only as many levels of file titling as you need or as your organization dictates It is also possible to link the appropriate retention code to Title 3 to enable the correct retention code to be assigned when the File Profile is created e Title 4 link to the Title table It is possible to assign levels of file titling to a File Folder Profile record You are able to select a file title from the Title table These file titles are hierarchical so that Title 1 is broader than Title 2 and so on You may use only as many levels of file titling as you need or as your orga
226. o the main toolbar Click Cancel to return to the main toolbar without saving your changes Log off Selecting this option will log you out of your current session of RecFind 6 You will then be taken to the log in screen where you or somebody else may log in as a different user 44 The Search module RecFind 6 is equipped with a number of Search modules to allow you to locate data in your RecFind 6 database o_O H X AA EDU amp PF GY Q Search Pick List Maintenance Workflow Code Audit People User Profile Object Numbering File Plan Help Text External ID Metadata Boolean p Sesar SARecFind Any Table Change Password 2014 Knowledgeone Corporation logoff R100 There are a number of ways to execute a search within RecFind 6 e Text search e External ID search e Metadata search e Boolean search e Saved search e Any Table search Click on any of these search types for more information Text search The Text search option allows you to search for a simple text string or two strings with a simplified Boolean operator set OR AND or BUT NOT separating them across your RecFind 6 database The Text search will search on all text fields of Metadata Profile Soace and EDOC records as well as the External ID field of any linked Title records plus the Image field of the EDOC table that is it will search the textual data of any file attachments You can search across File Folder Pr
227. of the Web Client URL Table The table to show records from in the list TypeID Optional Filter the list to only show records of a particular type Examples http server recfindweb Forms Default aspx Table EDOC http server recfindweb Forms Default aspx Table MetadataProfile amp TypeID 11 When this URL is entered into the browser you will be taken to a list screen such as below 20 1 RecFind 6 lep007 ABE H5GY as Type EDOC ID Published Date Abstract Corporate EDOC CE100157 August 17 2011 Training Confirmation Corporate EDOC CE100158 Apr 09 2013 initial Project Plan Corporate EDOC CE100159 June 04 2013 Documents for Contract No CON023411 Corporate EDOC CE100160 Apr 09 2013 Video Card for Def OG3302 CE100161 November 25 2013 demo CE100162 February 03 2004 TRAINING SPREADSHEETS CE100150 September 11 Approval Form tor Refunds CE100151 September 11 Barcode configuration guide for The Human Group CE100148 February 03 2004 TRAINING SPREADSHEETS CE100143 November 25 2013 demo CE100145 January 10 2005 RECFIND TRAINING CONFIRMATION CE100139 October 30 2013 Diario Congreso National de Hosptales y Gestion Sanitaria CE1001338 January 10 2005 RECFIND TRAINING CONFIRMATION CE100123 August 17 2013 demo CE100125 November 07 2012 RecFind 6 WorkFlow Task 2014 Knowledgeorn Corporation Alternatively you can jump to specific areas of the website such as the WorkFlow To Do List using the Go parameter
228. ofiles Document Profiles Box Profiles Attachments or Storage Spaces or any combination of these five areas Upon clicking the Text search button you will see the following window 45 rt 3 X h ED amp wm 8 O Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help RECFIND 6 Objects To Search l File Folder Profiles E Document Profiles F Box Profiles V EDOC V Storage Spaces Text ork OAND BUTNOT Text ecFind6 _ Change Password 2014 Knowledgeone Corporation In the Objects to Search list you can choose which of the five RecFind 6 areas you want to search in Because these are check boxes you can choose to search in any combination of these areas Below this you will see the first Text entry box In this box enter the text that you are searching for If you enter more than one word in the text entry box the RecFind 6 search module will separate the phrase into its constituent parts and then perform an AND operation on each of its term That is if you enter the text THIS IS A SEARCH PHRASE RecFind 6 will separate the phrase in its five constituent words THIS IS A SEARCH and PHRASE and then perform a search on these terms Because the terms are then joined with a Boolean AND operator all five constituent words must be present in a record for it to be returned as a valid search result although they
229. ollowing before contacting the International Support Center e K1 Corp Customer Number e K1 Corp Incident PIN e Product Version e Type of Database Server Oracle MSSQL Server and Version Knowledgeone Corporation website Visit our website at http www knowledgeonecorp com for information on the latest K1 Corp products support issues and training dates Table of Contents Welcome to RECEING 6 2 6 ie seceeses eaten ieee evel atthe evi eees ei ca ease de Vania rues as nee a deede ee tvededl dane 1 REGCFING MOGUIES eni ieas ra NEE AEN A ANNE Sava RATE ERA dead 2 RecFind methods we sescececktesteceles aki oe cesacectoack ENEA AREE E AO OS 3 REGFING G tableS iaer erie A AREE I A AREENA EE A SA CEEA ERA 3 RecFind OVELVICW miniring ienai ieai aanita iene ienai eiei eadi iie aa d 4 File and Document Management sca ccssyesucsteecescbesvastckeas E E i OA A Ra aie 4 Electronic Document Manageme nt cccccsssscccececsesecssaeceeecessessaeseeeescessesssaeeeeeessesseseaaeeeeess 4 WOPKTIOW orrat aE Gather ith aa aden at Seed en td Nee 4 SSA CMIM Bese cet css ace ces outs lees heehee coc E ce oes ote abt Teas st aces asta te eels oes ee oes 5 REPOrt Engine E E EE At acn Baie Need Senna een ees 5 Box Management and Archival FacilitieS ccccccccsssssssecececessesssnsseeeescessesssaeseeeessessesseaeeeeess 5 SECUPITYi a Aste ee a ee en ee eR ee E aa 5 Classification Systems 0 ose E EE EEE E EAE O ach E esate aceon 5 The Rec
230. ollowing fields External ID this is the name of the Document Type record Type ID link to the Type table Codes Number Of Periods Period link to the Period table Workflow link to the Workflow table Security ID link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Document Type record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Document Type record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a 131 132 record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Document Type record This option allows you to clone an existing Document Type record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Document Type record For more information on the Clone method please see the Clone
231. om an existing Supplemental Markup record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Supplemental Markup records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter The Audit module Audit The Audit module allows you to view activity logs within your RecFind 6 system Data from the Audit module is stored within the Audit Trail table of your RecFind 6 database AEBR Y NNAL Z E ti c Page 3 Of 458 22874 Records Audit ID Y Date Perso
232. on it may be specified here You have three address lines available to you to describe the postal address The field names are left generic to accommodate many international scenarios where address formats are not fixed Postal Postcode this is the post code of the location s postal address Postal City link to the City table this is the city of the location s postal address You must have populated the City table first Postal State link to the State table this is the state if applicable of the location s postal address You must have populated the State table first Postal Country link to the Country table this is the country of the location s postal address You must have populated the Country table first Details you may specify any additional information about the location in this field Department Divisions this is a many to many link to the Department Division table Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Delete Location record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Modify Location record This method will allow you to modify the selected record if more than one record is sel
233. on on the Add method see the Add method chapter Modify Box Type record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Box Type record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Box Type record This option allows you to clone an existing Box Type record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Box Type record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Box Type records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method p
234. on table Created Date Received Date Reply By Date Reply Sent Date Author List Author Organization link to the Entity table this field allows you to indicate the organization for which the author of the record works The Entity table must be populated first Author Person link to the Person table if the author of the file documented by this record has an associated Person record you may indicate the author in this field EDOCs this is a many to many link to the EDOC table Barcode No if the Document Profile record has a barcode for record keeping purposes you may record that barcode in this field Movements this is a many to many link to the Movement table Requests this is a many to many link to the Request table Media Type link to the Media Type table Attachment Format link to the Attachment Format table Originating Organization link to the Entity table Published Date Last Attached Date Last Moved Date Last Action Date Achieving Retention with Document Profiles If you wish to employ a Retention policy for your Document Profile records you will need to take notice of the Retention Method field It has a number of preset values from which you may choose Manual File Plan Series Title If you select Manual Retention information will be determined simply by the value of the Retention Code field in the current Metadata Profile record If you select File Plan Retention information w
235. one Website Status 123 Electric Service 5433233 Lyn Berg Viadamir 05 9921 AAA Mailing Service Inc 2344421 Greg Studman Tony Costello 07 8773 AAC Member 9999999 Scott Micheals Elaine Van 028914 www aac com members Subsidiary Aboriginal Child Care Agency 5633846 Sudhir Roy Sudhir Roy Greg Ponting 038972 www acca org au Subsidiary Accent Blinds and Shutters 9736533 Lyn Berg Jeffery Porter 02 9899 Acme Anvil Corporation 9999999 Elaine Van Elaine Van Mitchell Misfud 028914 www acme com Customer Acme National University 9999999 Katie Curtain Elaine Van 028867 www acmeuniversity com Subsidiary Acme NFP Agency 9999999 Katie Curtain Elaine Van 028914 www acmenfpagency com Subsidiary Alaska Distributors 3567345 Lyn Berg Holly Vance 03 8992 Apollo Amusement Inc 6785234 Elaine Van Ajay Singh 02 8773 Atlas Air Conditioning 6785789 Greg Studman Julie Bishop 63 09982 2014 Knowledgeone Corporation The following methods are available View Organization record Add Organization record Modify Organization record Delete Organization record Clone Organization record Search Sort Print Export View Organization record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the
236. ool e RecFind 6 Merge Tool e RecFind 6 SDK e DocScan RecFind 6 Button RecFind 6 Button is an add on program used to capture and upload electronic documents to your RecFind database It also sits in the toolbar of your Microsoft Office applications Microsoft Word Microsoft Excel Microsoft Outlook and Microsoft PowerPoint and Lotus Notes Domino and Novell GroupWise to allow you to upload electronic documents directly from these applications It also allows you to check out uploaded documents from your RecFind 6 database and it supports multiple versions of the same file allowing you to keep track of modifications to a document over time RecFind 6 RecScan RecFind 6 RecScan is used to capture documents of any type including images such as JPEG and TIFF files and electronic documents such as PDF Microsoft Word Microsoft Excel and plain text files from folders and subfolders located on your hard drive and add them plus any indexing information to the RecFind 6 database 34 RecFind 6 RecCapture RecFind 6 RecCapture automatically captures analyzes indexes and versions every electronic document your staff create and receive without involving additional work for the majority of your staff RecFind 6 GEM RecFind 6 GEM is a fully automatic rules driven server centric email management system GEM connects directly to your email server Exchange GroupWise or Domino and automatically captures classifies stores and mana
237. oolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine see the Print method chapter Export This option allows you to save the list of records to an external data source either XML CSV or e mail For more information on the Export method please see the Export method chapter Task A Task is a component of the Workflow module in RecFind 6 A single Workflow may have one or many Tasks and these Tasks may run sequentially or concurrently The Task window appears as below 117 a Prioritise Prioritise Prioritise amp 2 http lap007 8080 7index 1 BtN EBY NBG E Y Page 1 Of 3 109 Records ExternallD Status Scheduled Complete Date Actual Complete Date Delegate Standard Reply By Task for EDOC Complete 04 Apr 2013 03 Oct 2013 10 34 40 Alex Jones Standard Reply By Task for Complete 17 Jun 2013 03 Oct 2013 10 34 46 Alex Jones Standard Reply By T
238. ord Clone Document Profile record Resubmit Move New Part Search Sort Print Export View Document Profile record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Document Profile record The fields a Document Profile record or any other type of record contains is determined by your administrator Your administrator will use the Data Registration Module to add or modify tables and fields within the RecFind 6 data model The default Metadata Profile fields for the Document Profile view are as follows Type link to Type table Document Number Attached To Security Code link to Security table this is the Security Code of the record Current Location Document Type ID link to the Document Type table if you have populated the Document Type table you may select a Document Type record that describes the nature of this Document Profile record Current Status link to the Codes table you may select a value from a list that is pre defined by your organization to describe to the life cycles of records to indicate the status of this record Sender Abstract Delegate link to the Person table Delegator link to the Pers
239. ord ID link to the Vital Record table Vital Record Last Review Date Vital Record Next Review Date Method table Table status System Locked e Button ID link to the Button table e External ID e Security ID link to the Security table e Sort Order e Type ID link to the Type table e UIID Method Of Payment table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table Movement table Table status System Essential e Arrived Date e Date To Return e Days To Return e External ID e From Barcode Reader e Is Latest Movement e Metadata Profile ID link to the Metadata Profile table e Moved Date e New Department Division ID link to the Department Division table e New Entity ID link to the Entity table e New Location ID link to the Location table e New Metadata Profile ID link to the Metadata Profile table e New Space ID link to the Space table e Previous Movement ID link to the Movement table e Recipient Person ID link to the Person table e Security ID link to the Security table e Summary e Type ID link to the Type table 283 Notes table Table status Application Created Date Entity ID link to the Entity table External ID Incident ID link to the Incident table Notes Person ID link to the Person table Request For Quote ID link to the Request For Quote table Security ID link to the Securit
240. ore you can use your RecFind 6 system The process can be broken down into a number of key areas which we will discuss in turn e Creating User Profile and Person records e Creating and applying Security policy e Implementing the Organization s File Plan e Adding Records and Electronic Documents to the database Creating User Profile and Person records The first step in preparing a RecFind 6 system is to create User Profile and Person records A User Profile record is required to log in to a RecFind 6 database and must be associated with a Person record For more information on these records please see the User Profile module chapter and the Person module chapter User Profile and Person records can be automatically created using the Data Registration Module DRM if you are using Microsoft s Active Directory on your network For more information on populating these records with your Active Directory data please see the Synchronize with Active Directory chapter in the DRM help file To log in to your database immediately after RecFind 6 has been installed you will be able to use the default administrator account This has the user name recfind and the password recfind We recommend that you change this password as soon as possible to prevent unauthorized users from gaining access to your system For more information on changing passwords and customizing User Profile records please see the User Profile module chapter Creating
241. orm Locations and comments entry field for each document Archive Box In RecFind 6 an Archive Box is a certain view of the Metadata Profile table Records may be stored in a number of different box types Most boxed records are stored in a standard records center carton with a shoe box type lid Sometimes an interlocking drawer type case often called a Transfer Case is used Special cartons also exist for non standard records for example roll engineering drawings These containers come in many different sizes and therefore the amount of containers per space may vary In order to match containers to spaces RecFind 6 classifies containers by type This is done via the box type Each records center space has an associated box type that it is designated to hold and each box has its associated type Box types as distinct from Archive Boxes themselves are defined by a simple code table in the RecFind 6 Codes maintenance module Space Boxes in RecFind 6 can hold file folders loose documents or a list of other contents that have not previously been registered in RecFind 6 invoices and payment receipts for example One or more boxes may be stored in a space in the records center There may be many Spaces in a records center In addition there may be more than one records center 10 Attachment Attachments may also be known as EDOC records RecFind 6 allows you to e attach an image or electronic document to a Documen
242. out This will always be set to No on a file first being uploaded to the RecFind 6 database Last Check Out Person if the file has been checked out in the past this will indicate the last person to have done so Last Check Out Time as with the previous field this indicates the time of the last check out Checked In By link to the Person table if the file has been checked in in the past this will indicate the last person to have done so Created Date this is the date that the EDOC record has been created This value is automatically populated by RecFind 6 Original Path this is the original location of the file in the file system This value is automatically populated by RecFind 6 Author this field allows you to enter authorship details for the electronic document If the document being uploaded is a Microsoft Office document this value will be automatically populated from the Author property of the document if present Author Type link to the Codes table this field allows you to select a record from the Author Type table within RecFind 6 It can be used to indicate the type of the author specified above Received Date this is the date that the EDOC record was added to your RecFind 6 system This value is automatically populated by RecFind 6 91 92 Parent EDOC link to the EDOC table you may designate a parent EDOC record for the current EDOC record This may be a record that shares some characteristics wi
243. out to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Author Type record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Author Type records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter User Codes 1 2 or 3 hi T Page Of 1 0 Records a ExternaliD 2014 Knowledgeone Corporation Log Off The following methods are available View User Code record Add User Code record Modify User Code record Delete User Code record Clone User Code record Search Sort Print View User Code record For more information on the View
244. partment Division table Home Location link to the Location table Trap Reason Old Number Link Metadata Profiles Closed Date Extended Metadatas Vital Record Last Review Date Vital Record Next Review Date Is Frozen Frozen Date it is possible to freeze an Archive Box so that no new records may be added to it or any existing records removed from it This may be for legal reasons or for some other reason dictated by the policy of your organization If the Archive Box is frozen you may select a value for this field It is automatically populated with today s date although you may modify this value Frozen By link to the Person table you may select a record from the Person table to indicate the person responsible for freezing the Archive Box 99 100 Frozen Reason if you wish you may enter a short description explaining the reason for the Archive Box being frozen Unfrozen Date once any requirements have been satisfied it may be appropriate to unfreeze the Archive Box once more In that case you may enter a date that this event occurred Unfrozen By link to the Person table as with the Frozen By field you may specify the person who authorized the unfreezing of the Archive Box Unfrozen Reason you may also indicate the reason given if any for the unfreezing of the Archive Box Supplemental Markups Codes Movements Requests Box Contents Contents Owner Organization link to the Entity table you m
245. plied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Attachment record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For an Attachment record the contents of the record will be deleted the metadata as well as the actual electronic document itself For more information on the Delete method see the Delete method chapter Clone Attachment record This option allows you to clone an existing Attachment record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Attachment record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Attachment records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option wil
246. points of difference from an existing Document Status record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Document Status records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Author Type An Author Type record is used to indicate the class of author These types may then be used on any Document to indicate the nature of the author It is possible to add further types to this list to customize RecFind 6 to fit your organization 2m tn RFE I at ABRtFtN EBY NAS ey Oe as Y Page 1 Record 4 ExternaliD EXECUTIVE ASSISTANT a LAWYER minister PROFESSOR eT 2014 Knowledgeone Corporation Log Off The fol
247. port 201 202 View Series record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view This method will allow you to view the details of the selected record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Series record A Series record contains the following fields External ID this is the name of the Series record Type link to the Type table Description Notes Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Series record This method will allow you to modify the selected records if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Series record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Series record This option allows yo
248. quence record e Search Note it is not possible to add a Multiple Sequence record from this module this must be done through the Data Registration Module DRM Please see the DRM help file for more information View Auto Number Format Multiple Sequence record The following fields are present 183 184 External ID this is the name of the Auto Number Format Multiple Sequence record Type link to the Type table if you wish you may indicate a Type for this record Auto Number Format link to the Auto Number Format table Multiple Sequence Last Value this is the last sequential value recognized for this Multiple Sequence thus the next sequence number generated will be the value in this field incremented by one Title 1 link to the Title table Title 2 link to the Title table Title 3 link to the Title table Title 4 link to the Title table Title 5 link to the Title table Security Code link to the Security table this is the Security Code of the record For more information on the View method see the View method chapter Search This option allows you to restrict the Auto Number Format Multiple Sequence records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search met
249. r Code record For more information on the View method see the View method chapter Add User Code record A User Code record contains the following fields External ID this is the name of the User Code record Type link to the Type table This linked value will be fixed to File User Code 1 File User Code 2 or File User Code 3 depending on the level of the User Code record being added Code this is the code itself Remarks if necessary you may specify any additional comments about the record Security Code link to the Security table this is the Security Code of the record For more information on the User Code method see the Add method chapter Modify User Code record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete User Code record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone User Code record This option allows you to clone an existing User Cod
250. rd is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter 195 196 Delete Title record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Title record This option allows you to clone an existing Title record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Title record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Title records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method see the Sort method chapter
251. re information on the View method see the View method chapter Add Attachment record When the Add button is clicked you will be presented with a blank Attachment record This is similar to most other empty records within your RecFind 6 database although there is one important difference You will notice that there is an Image field which is mandatory alongside the field you will see a Select File option nage 3 Select The Select File button allows you to attach a file that already exists on your file system Once it has been clicked you will be presented with the Open message box From here you are able to select any file of any type on your local or network file stores 89 90 E i i a S Gor COMMITTEES COMMITTEE RECORDS 2012 v p Search 2012 Organize v New folder E T f 2 ADVERTISEMENTS s Name Type J ASSET MANAGEMENT J COMMUNITY RELATIONS J COMPENSATION J CORPORATE GOVERNANCE J COMMITTEES J COMMITTEE RECORDS 212 2013 20 J 2015 I 2016 J EQUIPMENT AND STORES J FINANCIAL MANAGEMENT 62 Executive Meeting Minutes July 2012 docx Microsoft Office Word Document w ihe m File pame Executive Meeting Minutes July 2012 docx gt All Files Once you are done select Open RecFind 6 will read the metadata from the file such as date created file size etc and will then allow you to fill in any remaining fields that you wish
252. record although you will be prohibited from making any modifications For more information on the View method see the View method chapter Add Type Code record A Type Code record contains the following fields External ID this is the name of the Type Code record This value will usually contain the code being defined as in the example above where External ID values of Information Technology and Marketing Information are shown Type link to the Type table this field is populated with the value File Type 123 124 Code this is the actual code itself It may be identical to the External ID value or it may be an abbreviation for record keeping purposes so that for example the Marketing Information record may have a Code value of MAR Remarks if necessary you may specify any additional comments about the record Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Type Code record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Type Code record This method
253. rect or via Web Services and the Server Database and log in details Once you have made your changes you may click Test to ensure that they are valid If this is the case click Update to save your settings and to update the given Connection Manager Delete selected connection To remove an existing connection click the Delete button Before the connection is deleted you will be asked to confirm the action Message Box OR Are you sure you want to remove the selected system If this is what you want bearing in mind that a deleted connection cannot be recovered it will have to be created again click Yes to proceed 33 RecFind 6 2 6 add on products There are a number of add on products that are part of the RecFind 6 suite These products are designed to extend the functionality of RecFind 6 and are usually intended to achieve tasks that would be difficult or impractical in the standard RecFind 6 user interface The RecFind 6 add on products are listed below For more information on any of these add on products please consult the online help documents that shipped with the applications e RecFind 6 Button e RecFind 6 RecScan e RecFind 6 RecCapture e RecFind 6 GEM e RecFind 6 Xchange e RecFind 6 Reporting Engine e RecFind 6 DRM e RecFind 6 Configuration Import utility e RecFind 6 Scheduled Task Service e RecFind 6 Thumbnail Creation Service e RecFind 6 Mini API e RecFind 6 SharePoint Integration T
254. rererererererene 94 SCANNING COCUMENMS cccccsessececececesseseeaeceeeeecesseaaeeececesesseeeaeeeeeesseeeneaeaeeeseceseesaaaeaeeeeseesees 95 Working with EDOC Statuses cccccccccccsssssssscecececesseseaeseeececesseeeaeeeeeessessesaaeseeeessessesnsaeeeeess 96 ARCHIVE BOX Ss cts ean EA Since E E A AE a ton aaa 97 Storage Space ees sii nd ie oleae ed Attest sees tees es el asd hse esi tee 102 MOVEMENE eeni ranae a decane weed lise begs cn Sees bat wans aR EESE vas cides asad et vans Er Sodeige leaenegecd sanes beens 106 RESU DIMMs c2ets ok beets fesetesteba heeled E A E E 109 The Workflow module ccccccccescessseseecececeaeeesseecececeaeeusseseeeeeeceaueesaeceeeseeaeeaaaeseeeeeeseauanseeeess 115 AY AY E ALEAN RR Pe ae a E 115 LEE E E E E EE A E vadeBowetaa eased ded E E E A EE 117 TFOSD O LISC ices chads avec Hevceeleceat sGolevee och e N E OR A ins EA a A a E 119 Phe Godee MOUS mics aa r a a a E 121 Cod s File FOld r Profile snan renna E A A A E R R 122 Codes DOCUMENT Profiles ei O E A A A E A EAE A EA 130 COdES Archive BOX aaa EEA RA AK A oles A O E EE 139 C d s Organization napi a E a AEE EEA EEEE EREE Eaa 144 Codes Vital Recordar a E RA A aa R RAA R AA A E K a 156 C d s M dia TYPE ir eee R a 159 Codes Attachment F rmat anoen i E E A AR E AA OA EKAA 161 Codes Supplemental Markup cccccsessssececececsesesneaecececessesesaaececeessesseasaeeeeeesseesesneaeeeeess 164 The Audit Modulen v4 Paci a EA
255. ress 3 this is the street address of the location You have three address lines available to you to describe the location The field names are left generic to accommodate many international scenarios where address formats are not fixed Street Post Code this is the postal code of the location Street City link to the City table this is the city in which the location is found You must have populated the City table first Street State link to the State table this is the state if applicable in which the location is found You must have populated the State table first Street Country link to the Country table this is the country in which the location is found You must have populated the Country table first Postal Address 1 if the location has a special postal address distinct from its street location it may be specified here You have three address lines available to you to describe the postal address The field names are left generic to accommodate many international scenarios where address formats are not fixed Postal Address 2 if the location has a special postal address distinct from its street location it may be specified here You have three address lines available to you to describe the postal address The field names are left generic to accommodate many international scenarios where address formats are not fixed 151 152 Postal Address 3 if the location has a special postal address distinct from its street locati
256. rkFlow Randy Straun 21 Feb 2014 Complete Standard 2014 Knowledgeone Corporation The Workflow option lists all Workflow records currently defined in the RecFind system The following options are available from the main toolbar 116 View Workflow record Modify Workflow record Delete Workflow record Search Sort Print Export View Workflow record The View method can be initiated either by selecting a record and clicking the View button or by double clicking a record in the list view For more information on the View method see the View method chapter Modify Workflow record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on modifying see the Modify method chapter Delete Workflow record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Search This option allows you to restrict the Workflow records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by B
257. rmat on an add or modify the field will have a normal text box to type in When the record is opened in view mode the value will be formatted to a link as above Clicking on the link will open up your default web browser and will automatically browse to the URL contained in the link Custom Format Custom formats are a means to control the values that can be entered in the text field In the above example the custom format is AAAAAAAAAAAAAAAAAAAA This allows a manual barcode entry with the first character always a colon For more information on the formats allowed in a custom format see the DRM help file Int Field File Size Format 422 KB Use this format if the value of your field contains the size of a file Bit Field Bit Field Display Format If you want to change the bit fields normal display of Yes and No to some other text use the Bit Field Display format Using this format also changes how the field is displayed when used as a list column Currency Field 24 Currency Format Total Contract Value 8 000 000 00 Use this format to change the way the currency values is displayed when in view mode or when the field is used as a list column 25 The RecFind 6 help system RecFind 6 offers context sensitive help for all modules and screens When you are viewing a standard list screen you will note the Help icon in the top right corner of the screen O80 0 A ABFN BODBEAY NBG
258. rowsers amp 2 http iap007 8080 7index 2 RecFind A a Security Code EVERYONE Attachment ID CE Sequence image Select Parent File Document Type Author Abstract This website wants to install the following add on DynamicWebTWAIN from DynamSoft Corporation What s the risk Once you have followed all the prompts and allowed the installation of the ActiveX component you can proceed to scan documents See figure below 243 Security Code E e EVERYONE Attachment ID CE Sequence image Select Parent File LP Document Type LP Author Abstract 2014 Knowledgeone Corporation Note There must be at least one Twain compliant scanner connected to your device If none are connected please log off the Recfind 6 web client connect a compatible device and log on again before trying to scan documents Clicking this icon you will be presented with the scanning window as illustrated below The horizontal tool bar has the following commands e Select Source e Settings e Scan e Insert Before 244 e Re Scan e Append After e Remove All e Rotate Left e Rotate Right e Zoom In e Zoom Out e Fit To Window e Actual Size e Document Navigation e Attach The vertical tool bar has the following commands e Redact Mode e Undo Redact e Remove Page e Move Page Up e Move Page Down e Move Page e Show Image Editor e Mirror e Flip Select Source gt
259. rrent page s index number in the scanned document Used to reorder the pages of the scanned document Move Page B IF you do not wish to click multiple times to re order the page as described above you can easily change the index of the current page by specifying a value between 1 and N N is the number of pages in the scanned document See illustration below MOVE PAGE Move current page to page number Mirror AM Changes the current page to its mirror image 253 Flip i SJ Flips the current page 254 Spell checker Note the Spell check module requires that you have Microsoft Word 2003 or higher installed RecFind 6 features a built in spell checker that can be used to check the spelling of any text fields within your RecFind 6 database Please note that the spell check icon is only available during the creation of new records or when an existing record is being modified it is not present on a simple View operation The spell check icon appears as follows 2 http lap007 8080 index 2 RecFind 6 lap007 So a Actions 2associated records Date Time Action User Details E 21 Feb 2014 ASSIGNED TO Alex Jones Details go here Details go here Details go l 21 Feb 2014 CONDUCTED INVESTIGATION Alex Jones Details go here Details go here Details go Initial Satisfaction E L DISSATISFIED Beeler E lt MOBILE LENDERS Complaint Categor E L FEES Sten ee E lt INCORRECT CONFLICTING INFOR
260. rry out work 12 Our recommendation is that an Action Officer references a position or job title not a real person This can save a great deal of maintenance as people may leave or be promoted to new positions Record Category In RecFind 6 you may specify a number of Record Categories These Record Categories may be linked with Retention Codes Thus when a record is indicated as belonging to a certain Record Category its retention information is derived from the associated Retention Code This ensures that retention information can be set in bulk without having to be specified for each individual record Field Types in RecFind 6 In RecFind 6 there are a number of possible types of database fields It is possible to view the fields of a record during a number of methods in RecFind 6 such as during the View Add Modify and Clone methods During these methods an icon or certain formatting cues will provide an indication as to the type of field For example 14 Single line text field A single line text field is used for plain text entry As the name suggests it is not possible to include carriage returns in a single line text field File Folder Number CMA 14 1558 Multi line text field A multi line text field is used for plain text entry and it supports multiple lines of text Description As with the single line text field see above accessing a multi line text field in Modify mode will also
261. rtment Y e wv x amp C Description E C Created Date Fs E E Closed Date E Permanent Record Yes No l 2014 Knowledgeone Corporation log Off R100 v As you can see all of the fields for this particular table are displayed You will notice that the captions may change depending on the file types that you have selected If you select a Metadata search on All types for a given table you will see the default type field names as they are stored in the RecFind 6 database If you select a search on only one type you will see any customization of captions that may have been performed by Knowledgeone Corporation or perhaps your database administrator To include a particular field in the search select the checkbox next to the field name Once a field has been selected you are able to enter the search query in the adjacent text box If the field you have chosen to include in the search is a linked field you will be given the option to select one of the linked records to be included in the search 52 Selecting fields By default you will notice that all fields in the given table will be shown with an empty checkbox alongside them O To include a field in the search click the checkbox This will include that RecFind 6 will search for whatever value is in the adjacent field To perform a NOT search that is to search for any values that are not those specified in the field click the c
262. s provided that no restrictions are in place A restriction might be applied on the basis of per user security settings for example lower level users may not be given permission to delete records from certain tables or it may be mandated by database design for example certain records cannot be deleted in order to maintain the smooth functioning of the RecFind 6 business logic The Delete method is signified by the Delete icon Upon clicking the Delete button you will be shown the following warning message DO YOU WANT TO CONTINUE Are you sure you want to delete the selected record s OK Cancel Once a record or group of records is deleted it cannot be recovered it will need to be added to the system again if it needs to be restored If you are sure you wish to delete the file click Yes to proceed RecFind 6 will show you a final warning DO YOU WANT TO CONTINUE RecFind 6 is a relational database Deleting the selected record s may cause orphans broken links in related tables Would you like to continue Cancel If you are certain that you wish to delete the record bearing in mind that this may cause missing links to exist in the database click Yes Please note that it is only possible to delete records that are referenced by non mandatory links If deleting the record would cause a mandatory link in another table to become empty RecFind 6 will prevent the operation For 216 more information on t
263. s which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete File Folder record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone File Folder record This option allows you to clone an existing File Folder record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing File Folder record For more information on the Clone method please see the Clone method chapter 81 82 Resubmit This method will allow you to initiate a Resubmit action for the selected record For more information on Resubmits see the Resubmit chapter Move This method will allow you to initiate a Movement for the selected record For more information on Movements see the Movement chapter New Part This method will allow you to create a New Part in the selected record For more information on the New Part method see the New Part chapter Search This option allows you to restrict the File Folder Profile records displayed in the main list view There are two options for creating a search either a Search by
264. s matching the Boolean expression will be displayed in the main list Cancel this option will abort the search and return to the main list If you have made changes you will be prompted to save them before returning to the main view Save Search This option will let you save the current search filter To determine what the current search filter is rest your mouse cursor over the Search icon This will show you a tool tip pop up containing the filter information r http lap007 8080 index 1 RecFind 6 lap007 A R I oo Gm mea SS n um ABR A ENBAAY NAS 204 t Y Page 1 Of 1 6 Records File Par Status Title 1 Title 2 Titi MetadataProfile TypeID 11 AND Box PSR 13 1 1 ACTIV PERSONNEL RECRUITMENT EM MetadataProfile Titel 23 Bane NOT ntine since JPSR 13 1 1 ACTIV PERSONNEL RECRUITMENT ntine since PSR 13 1 1 ACTIV PERSONNEL RECRUITMENT RECRUITMENT Person Julie Valentine since PSR 13 1 1 ACTIV PERSONNEL RECRUITMENT CRIMINAL HISTORY Person Keiran O Farrell since PSG 13 1 1 ACTIV PERSONNEL GRIEVANCES DISCIMINATION Person Keiran O Farrell since PSU 13 1 1 ACTIV PERSONNEL AUTHORISATION DELEGATION OF Department Division LEGAL 2014 Knowledgeone Corporation logoff If this is acceptable click the Save Search option You will then be presented with a new Save Search window as shown below 225 Par Status ACTIV ACTIV ACTIV ACTIV ACTIV PSU 13 1 ACT
265. sales forecasts for july 2011 Location Registry since 18 18 Jul 18 Jul EVERY 2014 Knowledgeone Corporation Log Off http lap007 8080 RecFindWeb261 Forms frmMask aspx index 2 R100 From here you are free to make any changes to the record 214 Mandatory fields during a Modify operation It may be that the database constraints have changed between the time the record was created and the Modify operation was initiated For example the RecFind 6 administrator may have made the Citizenship field mandatory in the User Profile table at some point after the record that is being modified was created In this case you will be prompted to enter a value for the field during a Modify operation even though the field was blank prior to the operation To commit any changes to the database click the Save button B Otherwise to return to the RecFind 6 user interface and discard any modifications click the back button If you do this RecFind 6 will remind you that any changes will be lost RETURN TO RECORD You have not saved your changes on this screen Do you want to return to the record so you can save first before closing Yes No Click Yes to discard any changes or No to return to the Modify screen to save the record 215 The Delete method The Delete method allows a user to remove a record or a number of records from the RecFind 6 database The Delete method is present on all RecFind 6 list view
266. settings are applied individually for each logged in user From here you have the option to make use of any of RecFind 6 s modules In addition to these you have the option to customize settings and preferences these settings are accessible from the pull down menus across the top of the main toolbar For information on any of RecFind 6 s modules click the appropriate section below e The Search module e The Pick List module e The Maintenance module e The Workflow module e The Code module e The Audit module e The People module e The User Profile module e The Object Numbering module e The File Plan module 43 Main Screen Buttons There are two buttons on the lower part of the main screen Change Password Selecting this allows you to change the password of the logged in user 2x nttpv tapo07 8080y RecFind 6 lap enh E _ nn Search Pick List Maintenance WorkFlow Code Audit People User Profile Object Numbering File Plan Help RECFIND 6 X Current User kate Current Password New Password Confirm New Password SAReckind Change Password 2014 Knowledgeone Corporation A E OFF D 100 v This screen will show the current user in the top text box To change the password enter the current password in the Current Password field and then type the new password in both the New Password and Confirm New Password fields Click Save to save the new password and return t
267. sheet XLS Once you have selected a report and a format press the ok button Clicking the ok button will generate the selected report Once the report is generated you will be presented with a dialog window where you can choose to open the report save it or cancel Do you want to open or save this file Name File Barcode Label Small pdf Type Adobe Acrobat Document 86 6KB From dev008 L en seve canoe harm your computer F you do not trust the source do not open or a White files from the intemet can be useful some files can potentially save this file What s the risk Clicking open will display the file in your default application for the report format pdf xls rtf etc 232 The Export method o The Export method provides the option to save a record set to an external data source Depending upon the particular RecFind 6 module you are using the Export method may or may not be available See individual module listings to find out whether the Export method is available in a given case When the Export method is present the following export schemes are permitted ta EXPORT TO XML EXPORT TO CSV GBB Export To EMAIL Export to XML This option will export the data in a record set to an XML file During the export process RecFind 6 will show you a progress bar detailing the status of the export operation Y Page 1 Of 1 39 Records Current Location Progress 0 Current Operation St
268. sion of service and ACCESS CONDITIONS Forbidde Keyword Class NON PREFERRED ACCIDENT REPORT Descripto Keyword Class SUBJECT DESCRIPTOR ACCIDENTS Descripto Keyword Class ACTIVITY DESCRIPTOR The activities involved in ACCOUNTABLE BOOKS Descripto Keyword Class SUBJECT DESCRIPTOR Documents including ACCOUNTING Descripto Keyword Class ACTIVITY DESCRIPTOR The process of ACT Descripto Keyword Class SUBJECT DESCRIPTOR An abbreviation for ACTS Descnipto Keyword Class SUBJECT DESCRIPTOR Add the name and year ACTS OF PARLIAMENT Forbidde Keyword Class NON PREFERRED ADDITIONS Forbidde Keyword Class NON PREFERRED ADDRESS LISTS Descripto Keyword Class SUBJECT DESCRIPTOR See Christmas cards for You can select a specific type of corporate vocabulary term if you have multiple thesauri You can also select a particular class of term whether it be a descriptor forbidden term or keyword Changing these drop downs just filters the list of terms available Double click a term to use it in the field E mail Format Email alex jones acme com If a field has the email format applied on an add or modify it will still just have a text box to type in When the record is opened in view mode the value will be formatted to a link as above Clicking on the link will open up your default mail client with the to address of the E mail filled in with E mail address displayed in the link URL Format Website www acme com 23 Similar to the E mail fo
269. ssociated Person records Department Divisions this is a many to many link to the Department Division table Once you have populated the Department Division table you may indicate whichever departments divisions are part of this organization 147 148 Locations this is a many to many link to the Location table Product Details this is a many to many link to the Product Detail table Product Services this is a many to many link to the Product Service table Support Agreements this is a many to many link to the Support Agreement table Support Incidents Purchased this is a many to many link to the Support Incidents Purchased table Activities this is a many to many link to the Activity table Incidents this is a many to many link to the Incident table Escalations this is a many to many link to the Escalation table Industry Codes this is a many to many link to the Industry Code table Prospect No Customer Supplier Since Date No Of Employees you may specify the number of employees the organization has This field is restricted to numerical input Turnover if known you may specify the company s annual turnover in dollars This field is restricted to numerical input Currency link to the Currency table you may indicate the appropriate currency with which the organization prefers to or specifies that it must do business Subsidiary Of link to the Entity table if this Organization is a subsidiary of a larger org
270. t Person ID link to the Person table Description Directions Due Date Entity ID link to the Entity table External ID Follow Up Location ID link to the Location table Notified Date Notify Person ID link to the Person table Results Security ID link to the Security table Type ID link to the Type table Application Method table Table status System Locked EDOC ID link to the EDOC table External ID Parent Application Method ID link to the Application Method table Security ID link to the Security table String ID link to the String table Type ID link to the Type table UI ID Audit Trail table Table status System Essential 258 Created By Application Date Error Message ID link to the Error Message table External ID Method ID link to the Method table Person ID link to the Person table Processed Code Processed Date Record ID e Record Data e Record External ID e Security ID link to the Security table e Table ID link to the Table table e Type ID link to the Type table Auto Number Format table Table status System Locked e External ID e Format e Multiple Sequence Mask e Security ID link to the Security table e Sequential Number Last Value e Sequential Number Length e Sequential Number Pad e Type ID link to the Type ID Auto Number Format Multiple Sequence table Table status System Locked e Auto Number Format ID link to the Auto Number Format table e
271. t at the time the Document is registered e attach an image or electronic document to a Document that has already been registered and e view images and electronic documents that are attached to registered Documents An image can be attached to a RecFind 6 Document by either scanning the image at the time the attaching process occurs or by reading in an image that was scanned or saved at some earlier time The latter method is referred to as capturing the image Electronic documents such as word processor files and spreadsheets can also be captured Movement Movement functions in RecFind 6 are designed to establish the current location of records File Folder Profiles Document Profiles or Archive Boxes Other terms in occasional use for such movements including Marking and Charge out RecFind 6 records all Archive Box File Folder Profile and Document Profile movements to or from the records area or from Action Officer to Action Officer Each Movement is recorded with the name of the person to whom the Archive Box File Folder Profile or Document Profile is moved and the date and approximate time of the Movement RecFind 6 always takes the Archive Box File Folder or Document s current location from the Movement record that is most recently dated or timed if there are two on the same day Retention The life cycle of a record stretches from the record s creation or receipt through various stages of useful life to its final destr
272. table Active Until Number Of Periods Active Until RAction link to the RAction table Active Until Custody Entity link to the Entity table Archive Destroy Period link to the Period table Archive Destroy Starting Event link to the Starting Event table Archive Destroy Number Of Periods Archive Destroy RAction link to the RAction table Archive Destroy Custody Entity link to the Entity table Last Updated Date Source Linked Retention Codes link to the Retention Code table Security Code link to the Security table this is the Security Code of the record A Retention Code record typically contains the following fields External ID this is the name of the Retention Code record Type link to the Type table this field is populated with the value Retention Code Legal Citation link to the Retention Code table Description Notes these are scope notes on the application and use of this Retention Code Active Until Period link to the Period table Active Until Starting Event link to the Starting Event table Active Until Number Of Periods Active Until RAction link to the RAction table Active Until Custody Entity link to the Entity table Archive Destroy Period link to the Period table Archive Destroy Starting Event link to the Starting Event table Archive Destroy Number Of Periods Archive Destroy RAction link to the RAction table Archive Destroy Custody Entity link to the Entity table Last Upd
273. te Storage and Destroyed records remain within the RecFind 6 database as different logical sets distinguished by Disposition Code or Status This means that although the physical record is not on hand the key information is still available For more information on predefined Disposition codes please see the Codes File Folder Profile chapter Records Center Records Centers may also be known as Storage Facilities A Records Center is a nominated storage area In its most common application this would be in the form of a warehouse or something similar however it may also be nothing more than a specific area within the organization s existing building such as a storage room or a designated floor RecFind 6 allows you to define and manage Records Centers and keep an inventory of which records are stored in which Records Centers Action Officer Action Officers are also known as Persons In RecFind 6 an Action Officer is a person who may have files in his her possession Thus files may be taken from the registry by an Action Officer passed from Action Officer to Action Officer and ultimately returned to the registry Action Officers are also the people responsible for all Workflow actions An Action Officer can be a person a position a room a floor a building or an organization You can determine how you can best make use of this feature Fundamentally it is any thing that needs access to information or is required to ca
274. ted e Date Purchase e Date Sold e Days Held e Depreciation Method e Estimated Life e External ID e Finance Supplier Entity ID link to the Entity table e Invoice ID link to the Invoice table e Metadata Profile ID link to the Metadata Profile table e Order Purchase ID link to the Purchase table e Original Cost e Percentage e Replacement Cost e Salvage Value e Security ID link to the Security table e Total Depreciation e Type ID link to the Type table Document Type table Table status Application e Code e External ID e Number Periods e Period ID link to the Period table e Security ID link to the Security table 266 e Type ID link to the Type table e Workflow ID link to the Workflow table EDOC table Table status System Essential e Abstract e Attachment Format Code ID link to the Codes table e Author e Author Type Codes ID link to the Codes table e BCC List e CC List e Checked In Person ID link to the Person table e Checked Out e Content Type e Created By Application e Created Date e Delegate Person ID link to the Person table e Delegator Person ID link to the Person table e Document Type ID link to the Document Type table e External ID e File Name e Image e Is Latest Version e ISYS Indexed e Last Check Out Person ID link to the Person table e Last Check Out Time e Metadata Profile ID link to the Metadata Profile table e Original Copy e Origin
275. tem wide settings in RecCapture Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify User Profile record This button will allow you to change the details of an existing User Profile record To do this select the appropriate record within the list and click the Modify button You will be presented with the details of the User Profile record similar to the Add User Profile option From here you are free to modify the details of the User Profile record with the exception of the Administrator option as described in the Add User Profile section Once you have made any changes click the Save button to return to the main list If you make any changes and then click the Close button you will be prompted to save your changes before closing the window For more information on the Modify method see the Modify method chapter Delete User Profile record This option will allow you to remove a User Profile record from the RecFind 6 system After selecting a record and clicking the Delete button you will be asked if you wish to confirm the action If you are still sure that you wish to delete the User Profile 177 178 record and please remember a deleted User Profile record cannot be recovered if you want to add the user to the system again the record will need to be re created from scratch click Yes For more informa
276. tendedMetadatas ExtendedMetadata Me VitalRecordLastReviewD VitalRecordLastReviewD VitalRecordNextReview VitalRecordNextReview _ MetadataProfile F A value uservariable system variable AND MetadataProfile CreatedDate Created Date 59 You will then be asked to either Add Modify or Delete a variable To add a variable you will be asked to specify its name Once you have done this and added it to the search query it will be included as part of the search Now when you run the search you will be asked each time to input a value for the variable In this case you may assign a variable called Created Date to the CreatedDate field of a record The first time you run the search you may select a date to populate the variable and the search will thus find all records created on that date and the second time you run the search you may choose a different date to return a different set of results For more information on variables see The Search module section Using system variables in your search When you select a date field in the top left pane you have the option of using system variables in your boolean search RECFIND 6 Description Description as ie System Variable LifeCycle3DueDate LifeCycle3DueDate Start of Month LifeCycle4DueDate LifeCycle4DueDate CreatedDate CreatedDate V Use Additional Criteria ClosedDate ClosedDate 44 1 Week ActiveUntilDueDate LifeCycle1 DueDat
277. tering a date in this field will activate the retention schedule to auto populate the appropriate retention fields e Action 2 Date This field can record a date that could be used in conjunction with a retention schedule Entering a date in this field will activate the retention schedule to auto populate the appropriate retention fields e Action 3 Date This field can record a date that could be used in conjunction with a retention schedule Entering a date in this field will activate the retention schedule to auto populate the appropriate retention fields e Action 4 Date This field can record a date that could be used in conjunction with a retention schedule Entering a date in this field will activate the retention schedule to auto populate the appropriate retention fields e Action 5 Date This field can record a date that could be used in conjunction with a retention schedule Entering a date in this field will activate the retention schedule to auto populate the appropriate retention fields e EDOCs This field will be used to record any electronic EDOCs that have been linked or associated to the File Folder For more information on the Add method see the Add method chapter Modify File Folder record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the change
278. th a retention schedule For example it could be used to indicate how long the File Folder will remain stored in the active filing system for e Active until Actual Date This field can be used in conjunction with a retention schedule to record a date at which the File Folder will enter the next phase of its life cycle Archive Destroy Due Date This field can be used in conjunction with a retention schedule to record the date that the File Folder will be destroyed or kept permanently Archive Destroy Actual Date This field can be used in conjunction with a retention schedule to record the date the File Folder was destroyed or sent to a facility to be archived permanently e Box This field will be used to record the box number that a File Folder has been placed in The box numbered is entered into this field after the file Folder has been moved into the box using the Pick List or the Movements function e Extended Metadatas Link to Extended Metadata Table This field can be used to record additional information about a particular File Folder The Extended Metadata fields would typically have been configured by the RecFind Administrator e Vital Record Last Review date This field can be used to record the date the File Folder was last reviewed if it is deemed to be a Vital Record 79 80 e Vital Record Next Review date This field can be used to record the date that a File Folder will be reviewed if it is deemed to be a vital record
279. th the EDOC record that you are uploading Attachments it is possible to designate attachments of the Attachment record To create an attachment click the Attachments link From here you are able to create another EDOC record Once this secondary EDOC record is created it will be linked to the first Attachment You can do this as many times as you wish Abstract this is a free text field that allows you to enter a short summary of the electronic document Document Type link to the Document Type table this field allows you to select a record from the Document Type table in RecFind 6 It allows you to further describe the type of electronic document attached to the EDOC record Reply By Date if the electronic document being captured is an e mail this field will allow you to indicate whether there is a specified Reply By date for the electronic document Reply Sent Date if the electronic document being captured is an e mail this field will allow you to indicate whether and when a reply was sent Delegate link to the Person table it is possible to add a delegate to the EDOC record This may be used to indicate a person whose responsibility the record has become Delegator link to the Person table it is possible to a delegator to the EDOC record If a record has been assigned to a person this may indicate the person who did the assigning CC List if the electronic document being captured is an e mail message this field w
280. the View method see the View method chapter Add Department Division record A Department Division record typically contains the following fields Department Name this is the name of the department It may be simplified or abbreviated for brevity Type link to the Type table Organization link to the Entity table this is the organization to which the department division belongs Barcode No if the department division has a barcode for record keeping purposes it may be listed in this field Full Name this is the department s full proper name Dept Reports To link to the Department Division table this field allows you to specify the department that this department reports to Phone this is the department division s telephone number Fax this is the department division s fax number E Mail Address this is the department division s e mail address Website link to the WWW table this is the department division s web site You must have populated the WWW table with the appropriate value first Application Server if the department division hosts an application server details of it may be listed in this field Database Server if the department division hosts a database server details of it may be listed in this field Database Web Server if the department division hosts a web server details of it may be listed in this field E Mail Server if the department division hosts an e mail server details of it may be list
281. tion Code ID link to the Retention Code table e Retention Code 2 ID link to the Retention Code table e Security ID link to the Security table e Series ID link to the Series table e Type ID link to the Type table e Vital Record ID link to the Vital Record table 287 Reference table Table status Application Company E mail External ID Name Phone Position Security ID link to the Security table Type ID link to the Type table Referral table Table status Application Description External ID Incident ID link to the Incident table Referral Date Referred To Person ID link to the Person table Result Date Results Security ID link to the Security table Type ID link to the Type table Request table Table status System Essential 288 External ID Metadata Profile ID link to the Metadata Profile table Movement Satisfied By ID link to the Movement table New Department Division ID link to the Department Division table New Entity ID link to the Entity table New Metadata Profile ID link to the Metadata Profile table New Person ID link to the Person table New Space ID link to the Space table Request Date Request Reason e Requestor Person ID link to the Person table e Requestor Location ID link to the Location table e Required Date e Satisfied Date e Security ID link to the Security table e Type ID link to the Type table Request For Quote table Table sta
282. tion Code table this value indicates which Retention Code applies to all records within this Record Category It is a link to the Retention Code table The Retention Code table will thus need to be populated please see the Retention chapter Retention Code 2 link to the Retention Code table Security Code link to the Security table this is the Security Code of the record For more information on the Add method see the Add method chapter Modify Record Category record This method will allow you to modify the selected record if more than one record is selected any modified field values will be applied to all selected records simultaneously Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Record Category record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Record Category record This option allows you to clone an existing Record Category record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Record C
283. tion on the Delete method see the Delete method chapter Clone User Profile record This option will create a duplicate of an existing User Profile record This is useful when you are adding multiple users to the system and there may not be many differences between each record If for example the only changing factors are the User ID Password and External ID of the records it is quicker to clone an existing record and simply change the appropriate fields After you have selected the record you want to clone from the list click the Clone button You will then be presented with the details of the new record This is like the Add User Profile option although the fields are of course already populated with data Once you have modified the appropriate values click the Save button Please note that the updated record will not be added to the system until the Save button has been pressed Also please note that cloning a User Profile record has no impact on the original source record For more information on the Clone method see the Clone method chapter Search This option allows you to restrict the User Profile records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort
284. tion table Method ID link to the Method table Open Days Priority ID link to the Priority table Product Service ID link to the Product Service table Registered Date Release Number Security ID link to the Security table Status ID link to the Status table Type ID link to the Type table Industry Code table Table status Application Description External ID Security ID link to the Security table Type ID link to the Type table Invoice table Table status Application 274 Account Number Buyer Company Number Creditor Debtor Entity ID link to the Entity table Current Balance E mail External ID Fax Freight e Invoice Date e Invoice Net Of Tax Total e Invoice Number e Invoice Tax Total e Main Contact Person ID link to the Person table e Method Of Payment ID link to the Method Of Payment table e Original Invoice Metadata Profile ID link to the Metadata Profile table e Payment Received e Phone e Previous Balance e Purchase Order Number e Reference Number e Sales Person ID link to the Person table e Sales Tax Number e Sales Tax Rate e Security ID link to the Security table e Terms Of Payment ID link to the Terms Of Payment table e Type ID link to the Type table e Vendor s Bank Account Number e Vendor Company Number e Vendor Order Number Job History table Table status Application e Base Salary e Bonus e Commission e Employee Entity ID link to the Entit
285. tions for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter 191 Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter File Titles In RecFind 6 file titling is managed with the Title table The File Title window appears as below FZ http lap007 8080 7index 1 RecFind 6 lap007 P z 8 penne N A Aa AE tA BEY NAG 9 A hh if Page 1 Of 18 887 Records Title Type Level Parent Title Retention Code STRATEGIC MANAGEMENT CORPORATE 1 TECHNOLOGY AND COMMUNICATION CORPORATE 1 WORKPLACE HEALTH AND SAFETY CORPORATE 1 ACCESS CORPORATE 2 COLLECTION MANAGEMENT i ACCIDENTS CORPORATE 2 FLEET MANAGEMENT AC
286. tling rules The most of common of these reasons include o File Folders that have come into the organization from another organization These File Folders are to be tracked temporarily o File Folders that were created prior to the definition of the organization s numbering and titling rules These File Folders can be entered into RecFind 6 as Foreign Files RecFind 6 will remember that these File Folders do not have to comply with the titling and numbering rules Document In RecFind 6 a Document Profile is a certain view of the Metadata Profile table RecFind 6 provides for documents attached to a File Folder or documents managed loosely A Document is the smallest unit of information in RecFind 6 It has an author an abstract senders reference and various dates These text fields are indexed for simple and powerful searching functionality RecFind 6 can perform the role of a traditional correspondence register recording incoming and or outgoing documents However RecFind 6 is also capable of doing more than this subsequent chapters in this guide will explore the other functions associated with Documents In RecFind 6 a Document can be attached to a File Folder or alternatively detached from a File Folder for circulation purposes A detached Document is called a Loose Document Furthermore to allow for Documents that exist in the form of separate plans microfiche pages and other kinds of attachments there is a free f
287. to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter Satisfying Resubmits When you create a Movement record that pertains to a Metadata Profile record with an outstanding Resubmit request RecFind 6 checks to confirm the details of this operation If the current Movement is occurring within five days of an outstanding request RecFind 6 will ask if you wish to allow this current Movement to satisfy the outstanding Resubmit request If this is the case you will see the following window r 2 http lap007 8080 7index 2 amp RadUrid 422e23c6 5029 490f ae5e 791f6f4a2c64 RecFind 6 lap007 MR o Ole if JAN ABC i A 4 y OB EE CORE E lt 2 EVERYONE Y x Bd RECFIND 6 o x Metadata Profile Movement for MDP PSR 13 1803 x Select the res
288. to be done who is responsible and when it needs to be done by Typically RecFind lends itself to functions such as processing of complaints freedom of information legislation etc Searching RecFind 6 allows you to perform powerful searching across your entire RecFind 6 database It is possible to search on the text fields of records on the External ID field on any metadata of the records or to construct a Boolean query to execute extremely precise searches It is also possible to save any type of search so that it may be replayed at a later date Report Engine RecFind 6 comes with a Reporting Engine that allows you to generate reports from records stored in your database Reports can only be output to PDF format Box Management and Archival Facilities RecFind 6 s box management provides all the functionality necessary to manage a records center space management box management and the management of all information within a box RecFind 6 s archival facility allows you to import or enter your disposal retention schedule The various disposal retention codes may be linked to a series and in turn the series and or individual codes may be linked to the Keyword Classification System for automatic allocation of disposal details RecFind 6 also caters for citations which contain laws and regulations and associated retention periods affecting a particular type of record Should a law change the user only needs to change the citation
289. to the Security table e Shelf e Slot e Space Number e Space Type ID link to the Space Type table e Type ID link to the Type table Space Type table Table status System Essential e Depth e Description e External ID e Height e Max Weight e Security ID link to the Security table e Type ID link to the Type table e Width Starting Event table Table status Application e Code e External ID e Notes e Security ID link to the Security table e Type ID link to the Type table State table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table Statement table Table status Application 295 e Amount 30 Days e Amount 60 Days e Amount 90 Days e Amount 120 Days e Amount 120 Days Plus e Amount Current e Beginning Period Date e Ending Period Date e Entity ID link to the Entity table e External ID e Metadata Profile ID link to the Metadata Profile table e Received Date e Security ID link to the Security table e Statement Date e Statement Number e Type ID link to the Type table String table Table status System Essential e External ID e Security ID link to the Security table e Type ID link to the Type table Supplemental Markup table Table status Application e Code e External ID e Security ID link to the Security table e Type ID link to the Type table Support Agreement table Table status Applicatio
290. to the Vital Record table Type ID link to the Type table Retention Code table Table status Application 290 Citation Retention Code ID link to the Retention Code table Description External ID Life Cycle One Period ID link to the Period table Life Cycle One Starting Event ID link to the Starting Event table Life Cycle One Period After Starting Event Life Cycle One RAction ID link to the RAction table e Life Cycle One Custody Entity ID link to the Entity table e Life Cycle Two Period ID link to the Period table e Life Cycle Two Starting Event ID link to the Starting Event table e Life Cycle Two Period After Starting Event e Life Cycle Two RAction ID link to the RAction table e Life Cycle Two Custody Entity ID link to the Entity table e Life Cycle Three Period ID link to the Period table e Life Cycle Three Starting Event ID link to the Starting Event table e Life Cycle Three Period After Starting Event e Life Cycle Three RAction ID link to the RAction table e Life Cycle Three Custody Entity ID link to the Entity table e Life Cycle Four Period ID link to the Period table e Life Cycle Four Starting Event ID link to the Starting Event table e Life Cycle Four Period After Starting Event e Life Cycle Four RAction ID link to the RAction table e Life Cycle Four Custody Entity ID link to the Entity table e Last Updated Date e Notes e Recalculate e Security ID link to the Security table
291. tus Application e Business Imperative e Buying Criteria e Close Date e Currency ID link to the Currency table e Date e Decision Making Process e External ID e Issue Date e Location ID link to the Location table e Organization Division ID link to the Department Division table e Organization Entity ID link to the Entity table e Prospect Contact Person ID link to the Person table e Result Explanation e Result ID link to the Result table e Sales Stage ID link to the Sales Stage table e Security ID link to the Security table e Situation Assessment e Special Commission e Strategy e Submit Date e Summary e Type ID link to the Type table e Value e Winning Chance Result table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table 289 Resume table Table status Application Comments Covering Letter EDOC ID link to the EDOC table External ID Hobbies Interests Last Modified By Person ID link to the Person table Last Modified Date Photo EDOC ID link to the EDOC table Resume EDOC ID link to the EDOC table Security ID link to the Security table Type ID link to the Type table User Profile ID link to the User Profile table Resume Test History table Table status Application Comments Date External ID Resume ID link to the Resume table Score Security ID link to the Security table Test ID link
292. ty Code link to the Security table this is the Security Code of the Movement record For more information on the Add method see the Add method chapter Delete Movement record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Search This option allows you to restrict the Movement records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method pleas
293. ty ID link to Security table e Sort Order e Table ID link to Table table e Type ID link to Type table Field Link table Table status System Locked e Caption ID link to the Caption table e Display As Drop Down e External ID e Foreign Field ID link to the Field table e Is Expanded e Is Visible e Primary Field ID link to the Field table e Security ID link to the Security table e Sort Order e Type ID link to the Type table Filter table Table status System Locked e Applies To Type ID link to the Type table e External ID e Field ID link to the Field table e Filter By Field ID link to the Field table e Filter Type e Filter Value e Foreign Key Field ID link to the Field table e Initiate Filter Field Link ID link to the Field Link table e Security ID link to the Security table e Type ID link to the Type table Font table Table status System Essential 271 Color ID link to the Color table Drop Shadow Color ID link to the Color table Drop Shadow Pixel Offset External ID Font Name Has Drop Shadow Is Bold Is Italic Security ID link to the Security table Size Type ID link to the Type table Forms table Table status System Essential External ID Form EDOC ID link to the EDOC table Security ID link to the Security table Table ID link to the Table table Type ID link to the Type table GEM tables These tables are required for the GEM application
294. type xs string Internet Protected Mode Off As you can see each database field is represented as its own XML sub element The sub element s value is the value stored in the field and the sub element s name is the name of the field in the database Each record sub element is encapsulated in a parent Record element Each database record corresponds to one Record element in the resulting XML file A note about Foreign Keys in the example above you might notice that foreign key values in the database in this case the Home Location ID and Record Category ID fields have been exported with their linked values that is RecFind 6 has looked up the value that the Record Category ID field points to in the Record Category table and has not simply included the primary key of this table This is to ensure that exported data is readable one record at a time If you wish to preserve the links and write the primary key values of the linked records instead you will need to use the Xchange export tool and perform an XML export operation 235 Export to CSV This option will export the data in a record set to a CSV comma separated values file As with the Export to XML process you will be shown a progress bar displaying the status of the operation Once the export operation has completed you will be presented with the option of saving the file to disk or viewing it from memory File Download Do you want to open or save this f
295. u to clone an existing Series record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Series record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Series records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Export This option allows you to save the list of records to an external data source XML CSV or e mail For more information on the Export method please see the Export method chapter 203 List The List screen is used to display a list of records The selection of records returned b
296. ubmits this movement satisfies if any Moved Date k Page 1 Of 1 1 Record GE x eep S e Allocate Request ID Metadata Profile Required by Date Requestor V R000012 PSR 13 1803 12 Mar 2015 Kate Wallis x Arrive e x be oz x OK itity g x ew Department e x 2015 Knowledge Corporation Log Off R100 v Here you can see that the record being moved in this case the Metadata Profile record with the External ID of CMA 14 1558 also satisfies an existing Resubmit request RecFind 6 then asks if this particular Movement satisfies any of the outstanding Resubmit requests for there may be more than one If it is the case that this Movement does satisfy the existing Resubmit request it should be selected in the lower half of the window Once you have done this click OK Now by viewing the Resubmit record that was created you will note the Movement Satisfied By ID field now contains a link to the Movement record we just created It therefore 113 lets us know that the outstanding Movement has been satisfied and that the record is now where it should be 114 The Workflow module The Workflow module is used to allocate work among people in an organization A Workflow is a list of constituent tasks that must be completed before a defined goal is achieved In RecFind 6 it is possible to define both Workflows and Tasks A Workflow thus is comprised of one or more Tasks 2 netvap007 8080 Recind 6 p00 NNN a
297. uction or retention as a historical record RecFind 6 provides facilities for managing this entire life cycle The current life cycle stage of the record is recorded and facilities are provided for managing the record s future life Record Status The current stage of a record File Folder Document Profile or Archive Box within its life cycle is recorded with RecFind 6 For a File Folder this status is known as its Disposition A Document may have a Status An Archive Box may have a Status Each of these three fields comes from a pool of values within RecFind 6 and additional status levels may be added if required Because physical filing space is a finite commodity and because information eventually becomes redundant or out of date it is common practice to either Archive or Destroy such information RecFind 6 includes all the essential functions to manage the disposal activity within a records area File Folders Documents and Archive Boxes can have future Archive Destroy review dates attached at the time of record creation File Folders and Archive Boxes archived within RecFind 6 will automatically have their disposition or status and date fields updated to reflect their new status In addition RecFind 6 will produce a list of all archived File Folders Documents or Archive Boxes to facilitate the collection and removal of these records The major difference between RecFind 6 and the physical file area is that Archived Intermedia
298. udit People User Profile Object Numbering File Plan Help on File Folders Doc Profiles T Archive Boxes amp EDoc Gj Storage Spaces ec Fi n d 6 Change Password 2014 Knowledgeon Corporation logot In our example above we searched for the phrase file with no secondary phrase and this results page now shows the number of records that match this phrase The search is broken down by type as we elected to search on all five record types we are shown a results summary for all of these Five records were found as File Folders zero as Archive Boxes and fifteen as Attachments If you wish to return to the query construction stage click the Back icon located on the upper right corner of the window To view the results for a given type click on it in the list In our example if we click on File Folders we will see the following window 6 lap007 ojx DBmMAY NAQ 20e ih Y Page 1 Of 1 2 Records File Par Status Title 1 Title 2 Title 3 Current Location Box P20123114 1 ACTIVE Location Registry since 17 Oct SDT M13 15 1 ACTIVE STAFF TRAINING INTERNAL TRAINING Department Division COMMUNITY 2014 Knowledgeone Corporation This now shows the five File Folder records that matched our query This list is now the same as any other List within RecFind 6 and you can perform any records management tasks 48 upon the records that your permission and security settings allow For more information see
299. umber of searching options are available ETAMATA 222 Search by Metadata http lap007 8080 index 2 RecFind 6 lap007 Ta Ta gt air SOn E SecurityCode Y e a x EJ E File Folder Numbe E O Part Number E E Current Location i E E Titie 1 Y e a 73 z i E C Title 2 Y P al ks i amp Ditities Y J as amp E Current Status Y 2e a a amp C Department Y Lf sad a amp E Description E E Created Date a i E _ Closed Date 2 E Permanent Record D Yes No 2014 Knowledgeone Corporation logoff This search option allows you to filter records based on the value of any number of fields in a record To include a given field in the search select the checkbox alongside the left of the field name Once you have selected a field you are able to type in a search value You are also able to use wildcard values when constructing filter strings So for example the value file will search for the value file in a field at any position file will search for the string file but only where it appears at the start of the field If you are including linked fields in the filter you will be asked to select appropriate records for these linked fields Once you have constructed your search query click the Search button in the top right hand corner of the screen For more information on Metadata searching including employing ranges in your sear
300. uration guide for The Human Group CE100148 February 03 2004 TRAINING SPREADSHEETS CE100143 November 25 2013 demo CE100145 January 10 2005 RECFINO TRAINING CONFIRMATION CE100139 October 30 2013 El Diano Congreso Nacional de Hospitales y Gestion Sanitaria CE100138 January 10 2005 RECFIND TRAINING CONFIRMATION CE100123 August 17 2011 demo CE100125 November 07 2012 RecFind 6 WorkFlow Task 2014 Knowledgeone Corporation Selecting multiple records The List view also allows you to select more than one record at a time You may do this by holding down your left mouse button and dragging your cursor across the list or by holding down Control on your keyboard and clicking one record at a time You would usually use the first method for selecting consecutive records in the list and the second method when you need to select non consecutive records Pe nttpv tepo07 s080 7indeat AEA BARBY NAG Y amp raz of 204114166 Records 3 EDOCID Published Date Abstract 144212 April 29 2014 Contract Costings cS 144213 RecFind 6 Contract Notification CE100155 September 11 Information Standard 41 CE100156 December 05 2013 Company Profile paf format CE100159 June 04 2013 Documents for Contract No CON023411 CE100160 Apel 09 2013 Video Card for Del DG3302 CE100162 February 03 2004 TRAINING SPREADSHEETS Ceinnian Santemnar 14 Brnrewsl Enr fine Patine 2014 Knowledgeone Corporation 205 Paging In a
301. will not need to be consecutive in the record and neither will they need to be present in a specific order If you want to search on multiple words without them being separated as mentioned above you will need to wrap your phrase in double quotes This will signal that the text search engine should look for an exact match to the text contained within the quotes If you are using two text phrases to build a more comprehensive search enter the second phrase in the second Text entry box Once you have done this you will need to choose an operator e OR selecting this option will look for an incidence of the text in the first text field or the text in the second text field A record may have one the other or both of these phrases to be returned as a match 46 e AND selecting this option will look for an incidence of the text in the first text field plus an incidence of the text in the second text field The record needn t have these phrases adjacent to each other but both must be present in a record for it to be returned as a match e BUT NOT selecting this option will look for an incidence of the text in the first text field but not the text in the second text field That is any record containing the text from the second text field will be excluded from the search even if the record contains the text from the first text field If you have entered multi word phrases in both the first and second text fields RecFind 6 will again
302. will only need to specify the points of difference from an existing User Code record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the User Code records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Codes Archive Box Codes are defined for Archive Boxes in the Box Type and Codes tables The Archive Box section has two types e Box Type e Box Status Box Type Box Types within your RecFind 6 database are used to specify storage boxes used to contain your physical records You may specify dimensions and a maximum weight capacity for each Box Type fRnE FN 8Y taS it BoxType ID A4 Box Contenedor Tipo 1 Lever
303. xisting fields and add new values to previously blank fields Once you are complete click Save to preserve the record in the database 218 The Request method a This method allows you to create a new Request record The Request record will be created for whichever record was selected when the Request icon was clicked For more information on Request and Resubmits please see the Resubmit chapter 219 The Move method This method allows you to create a new Movement record The Movement record will be created for whichever record was selected when the Move icon was clicked For more information on Movements please see the Movement chapter 220 The New Part method a The New Part method allows you to partition Metadata Profile records Metadata Profile records are used to represent File Folders and Documents within RecFind 6 To add a new part to a Metadata Profile click the New Part button When a new part is added to an existing Metadata Profile record the file number that is the External ID field is duplicated but the Part Number field value is incremented by 1 All information is transferred from the old part to the new The old part is then marked as closed and the file creation date is changed to reflect the current date 221 The Search method bi The Search method can be applied on most lists in RecFind 6 It is a means of restricting the set of records displayed at any given time Depending on the context a n
304. xternal ID Product Service ID link to the Product Service table Security ID link to the Security table Type ID link to the Type table User Licenses Product Service table Table status Application Code Currency ID link to the Currency table Description External ID Security ID link to the Security table Type ID link to the Type table Unit Price Units Warranty Period Warranty Units Purchase table Table status Application 286 All Accepted Date All Delivered Date All Installed Date Comments External ID Order Value Payment Date Purchase Order Date Purchase Order Number Security ID link to the Security table Supplier Entity ID link to the Entity table Supplier Main Contact Person ID link to the Person table Supplies Salesperson Person ID link to the Person table Type ID link to the Type table Qualification table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table Quote table Table status Application e Description e External ID e Security ID link to the Security table e Type ID link to the Type table RAction table Table status Application e External ID e Notes e Security ID link to the Security table e Type ID link to the Type table Record Category table Table status Application e Code e Description e External ID e Permanent Record e Recalculate e Reten
305. y Once a record is modified you will need to confirm the changes which will then overwrite the current information in the database For more information on the Modify method see the Modify method chapter Delete Vital Record record This method will allow you to delete the selected record if more than one record is selected the Delete method will apply to all selected records Once a record is deleted it cannot be recovered For more information on the Delete method see the Delete method chapter Clone Vital Record record This option allows you to clone an existing Vital Record record Cloning is beneficial when a record that is about to be created will be similar to an existing record With cloning you will only need to specify the points of difference from an existing Vital Record record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Vital Record records displayed in the main list view There are two options for creating a search either a Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort
306. y link value is one of the three specified above A date field will ask you to specify a period of dates The search will then attempt to find any records where dates fall in between the two specified dates E Created Date E To 5 By combining the NOT search option with range searches you can tell RecFind 6 to look for files that are outside the range For example a Date range of 1 January 2008 to 31 December 2008 with the NOT filter enabled will not return the value 31 June 2008 but it will return 31 June 2007 and 31 June 2009 Filter on linked table It is also possible to take the search down a further layer by searching on specific values within a linked field For example consider this File Type field in a Metadata Profile record Title 2 T e ma x You will see the Filter on linked table icon alongside the linked field icon Y By clicking this icon you will be shown the fields of the linked table From here you can create further refinement of your search by selecting certain fields in this table to be searched upon 54 E TitleText go ParentTitle Level E RetentionCode E a a a a o wn c f Q 2014 Knowledgeone Corporation Once you have made your choices click the Back icon in the top right corner of the screen You will be returned to your initial Metadata search query You will now see that the Filter on linked field
307. y need to specify the points of difference from an existing Department Division record For more information on the Clone method please see the Clone method chapter Search This option allows you to restrict the Department Division records displayed in the main list view There are two options for creating a search either a 155 Search by Metadata or a Search by Boolean query Searching may be used to restrict the number of records in a list prior to a Print operation For more information on the Search method please see the Search method chapter Sort This option will allow you to sort the records presented in the main list It is possible to sort the list by any field either ascending or descending For more information on the Sort method please see the Sort method chapter Print This option will launch the Reporting Engine The Reporting Engine is used to generate reports on data contained within the current record set For more information on the Reporting Engine please see the Print method chapter Codes Vital Record Note Vital Records are essential to the proper functioning of the File Plan module Please see the File Plan module chapter for more information on the role of Vital Records in maintaining your File Plan Vital records are defined as records without which your business could not survive That is they are records which are vital to the life of your business Vital Records are a special class of records
308. y table Speaking To Person ID link to the Person table Type ID link to the Type table Period table Table status System Locked Code Description External ID Security ID link to the Security table Type ID link to the Type table Person table Table status System Essential 284 Barcode Department Division ID link to the Department Division table Entity ID link to the Entity table External ID First Name Home Address 1 Home Address 2 Home Address 3 Home Address 4 Home E mail Home Fax Home Phone Is Active Job Title ID link to the Job Title table e Last Name e Location ID link to the Location table e Manager Person ID link to the Person table e Name Prefix e Name Suffix e Other Name e Security ID link to the Security table e Sex e Type ID link to the Type table e Work E mail e Work Fax e Work Mobile e Work Phone Priority table Table status Application e External ID e Security ID link to the Security table e Type ID link to the Type table Process table Table status System Essential e External ID e Input Type e Person ID link to the Person table e Process e Process File ID link to the EDOC table e Process Type e Requires Input e Security ID link to the Security table e Table ID link to the Table table e Type ID link to the Type table Product Detail table Table status Application e Entity ID link to the Entity table 285 E
309. y table e Employee Person ID link to the Person table e External ID e Job Title ID link to the Job Title table e Left Date e Salary Scale Code e Security ID link to the Security table e Superannuation e Supervisor Person ID link to the Person table e Total Remuneration e Type ID link to the Type table e User Profile ID link to the User Profile table e Why Left ID link to the Why Left table 275 Job History Benefit table Table status Application Benefit ID link to the Benefit table External ID Job History ID link to the Job History table Money Security ID link to the Security table Type ID link to the Type table Job Rating table Table status Application External ID Security ID link to the Security table Type ID link to the Type table Job Title table Table status Application Description External ID Last Modified By Person ID link to the Person table Last Modified Date Security ID link to the Security ID table Salary Range From Salary Range To Type ID link to the Type ID table K1 Configuration table Table status System Locked 276 Abstact Max Sentences Admin E mail Audit Log Ins Audit Log Offs Audit Unsuccessful Log Ins Database Version Default User Profile ID link to the User Profile table Display Image Column In List DRM Default Security ID link to the Security table External ID Install Date Install Dir Is Saturday Non Working Day
310. y the List screen will vary depending upon the method executed to show the List screen Across the top of all List screens you will see the List toolbar a B HGY Nas This features the following icons to allow you to manipulate the records as appropriate View Add Modify Delete Clone Request Move New Part Search Sort Save Print Export Note the icons methods present on the toolbar at any given moment may be different than those shown in the example above This can be due to security settings methods not being made available for certain tables as decided by your system administrator or due to RecFind 6 s own data rules for example the Add method is not available for the Audit Trail table because those records are automatically generated Below the List toolbar you will see the Find by External ID option which allows you to search through the sub set of records displayed in the List view For more information on an External ID search in RecFind 6 please see the External ID Search chapter 204 Y RAS EDOC ID Published Date Abstract CE100157 August 17 2011 Training Confirmation CE100158 Aprl 09 2013 Iniiai Project Plan CE100159 June04 2013 Documents for Contract No CON023411 CE100160 Apni 09 2013 Video Card for Dell DG3302 CE100161 November 25 2013 demo CE100162 February 03 2004 TRAINING SPREADSHEETS CE100150 September 11 Approval Form for Refunds CE100151 September 11 Barcode config

Download Pdf Manuals

Related Search

Related Contents

安全上のご注意 注意 警告  Brodit ProClip  IK-WB02  Lightolier PTS7-1 User's Manual  Se faire inscrire    Descargar    Abun AloeVeraCRAN 1L Label 012510 P4-01.eps  Braun 350CC-3 Electric Shaver User Manual  

Copyright © All rights reserved. Failed to retrieve file