12.5.11 Create Records of Document Objects

The Document module simplifies record management by allowing users to create records of their documents. This feature enables users to:

• Create records of individual documents or folders of documents.
• Filter documents based on attributes.
• Edit the attributes of documents within their records.
  

Users with Read Latest security permissions can also create records, provided they have Write permissions in at least one folder within the Document module. This allows them to duplicate templates or documents, for example, within their authorized areas, enabling edits to suit their specific needs.

Key Scenarios for Record Creation

Creating Records of a Set (with Write, Delete, or Env./System Admin Permissions)

1. Select a document set in the tree and open its Details view.
2. Click on the Edit dropdown, then select Create Records from the menu.

*For large files, this operation may take a few moments.

3. You will be redirected to the record of the set automatically.

*Creating a record of a set will also generate records for its child folders and documents.

Creating Records of a Folder (with Write, Delete, or Env./System Admin Permissions)

1. Follow the same steps as above, but select a folder instead of a set.
2. After clicking Create Records, the Select a Parent window will appear.

3. In this window, you can:
   • Select where the folder will be created within the hierarchy.
   • Filter Copy: When this button is selected, the attributes form enables you to filter which child folders and documents will have records created based on their attributes. For example, if you select ‘Canada’ in the ‘Country’ attribute, only the child folders and documents with the ‘Canada’ attribute will be copied as records along with the parent folder.
     
   • Mass Update Attributes: This checkbox is enabled by default and allows you to add and edit the attributes assigned to the records. If unchecked, the objects will be copied with their existing attributes. This window will be generated upon selecting the ‘Paste’ button in the Select a Parent window.
     

Creating Records of a Document (with Write, Delete, or Env./System Admin Permissions)

1. Follow the same steps as above, but select a document instead.
2. After clicking Create Records, the Select a Parent window will appear.

3. In this window, you can:
   • Select where the folder will be created within the hierarchy.
   • Mass Update Attributes: This checkbox is enabled by default and allows you to add and edit the attributes assigned to the record. If unchecked, the document will be copied with its existing attributes. This window will be generated upon selecting the ‘Paste’ button.
     

Creating Records with Read Latest Permission

Users with Read Latest permission can create records as long as they have Write permissions in at least one folder within the module. Users with these permissions can create records in either the Published or Latest modes.

1. Click on the Create Records button.
2. In the Select a Parent window, only objects for which you have Write permission will be displayed.
3. Select where the object will be created within the hierarchy.
   • Mass Update Attributes: This checkbox is enabled by default and allows you to add and edit the attributes assigned to the record. If unchecked, the object will be copied with its existing attributes. This window will be generated upon selecting the ‘Paste’ button.