Message category

Records management forms can be placed in categories to prefill selected form fields. Specifically, the processing method, file plan class/code, retention policy and processing method.

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On the left panel in the Entities screen (ADMINISTRATION  Records management  Entities), make sure the entity you want to edit is selected in the Entities list. Then go to Menu and click Message category. The screen Message category (entity name) is displayed on the right. The section contains a list of existing message categories, which you can edit or add to.

Creating and editing categories

Click Add a new category above the list of existing categories to open the dialog to create or edit message category properties.

  • Text entered in the Name field will be displayed in the Category field in forms.

  • Processing deadline specifies a time limit for the process. If it is not filled in, there is no deadline.

  • First reminder specifies the number of time units before the deadline expiry when the system sends a notification e-mail. If the field is empty, no e-mail will be sent; 0 means the last day (hour) of the deadline, 1 means the day (hour) before last.

  • The field Repeat reminder after specifies the number of time units between repeated notification e-mails to the corresponding users: if it is empty, only one e-mail will be sent, 0 means the e-mail will be sent every day (hour), 1 means every other day (hour), etc.

  • Switch the Active field to make the category available or unavailable in forms.

  • In field Time unit for processing deadline, select the time unit to be used in the fields above. Available options are days and hours.

  • In fields Select file plan code, Select retention policy and Select processing method, set up the values to be automatically filled in a form when this category is selected.

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Click Save to confirm the changes.

Message category list

The Message category screen displays a list of existing message categories. The screen is divided to three tabs: Incoming documents, Outgoing documents and Records. Message categories are defined for each type separately.

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Use the buttons placed below to switch within the selected type between Active categories, meaning those currently available in forms, and Inactive categories, which are not in use.

The table displays a list of existing message categories for the selected document type (one of the three tabs) and the active/inactive options. Use the buttons in the Actions column to manage the entries:

  • Click edit Edit category to display the category edit dialog. The dialog is identical to the category creation dialog.

  • Change the order of rows using the arrows in the Change order column.