Reassigning Elements

Use

Using this function, you can subsequently change the unique indicator of elements (case indicator, reference number of record, document number) of a document or incoming post item. The change is recorded in a log.

It is usually necessary to make a change to a unique indicator if the contents and/or organizational assignment of an element changes. This change is reflected in the unique indicator in its record plan items and/or organizational unit.

If the indicator of an element depends on the indicator of the super-ordinate element (rule element CONTAINER_ID is in the generation rule), the system automatically adjusts the indicator of the element when it is assigned to another element. The element is reassigned and the indicator of the new super-ordinate element is automatically copied to the indicator of the element.

Prerequisites

The function Reassign is only available to the user if the generation rule for this indicator requires user input.

You can find more information on defining generation rules in the implementation guide of Record and Case Management under Start of the navigation pathBasic Settings Next navigation step Unique Indicator Next navigation step Define Generation RulesEnd of the navigation path.

Features

Reassign Record

If you execute the function Reassign, you have to manually enter the parts of the reference number in the generation rule intended for manual entry. When the reference number is regenerated, the system adjusts the following attributes of the record:

  • The new reference number is defined in the attribute Reference Number.

  • The previous reference number is defined in the multi-value attribute Old Reference Number.

  • If the record plan item is contained in the reference number of the record, it is defined in the attribute Record Plan Item in accordance with the generation rule. The ID of the corresponding record plan is defined in the invisible attribute Record Plan (SRM_FILEPLAN). The prerequisite for this is that the generation contains a rule element of the type file plan item with the name FILEPLAN_POS. Their value and record plan ID is entered.

  • If the place the record is initiated is contained in the reference number of the record, it is defined in the invisible attribute Place Record Initiated (RMPS_DOM_DEPARTMENT) in accordance with the generation rule. This attribute is used for the check of organization-related authorizations for the record and its elements. (The prerequisite for this is that the generation rule contains a rule element of the type organizational unit with the name RESPONSIBLE_OU. Their value is entered in the attribute).

All elements in the records are then reassigned too.

Reassign Case

If you execute the function Reassign, you have to manually enter the parts of the case indicator in the generation rule intended for manual entry. The system adjusts the attribute Case Indicator during regeneration. The counter values in the indicator are only increased if necessary.

All elements in the case are then reassigned too.

Reassign Document/Incoming Post Item

If you execute the function Reassign, you have to manually enter the parts of the document number in the generation rule intended for manual entry.

The system adjusts the attribute Document Number during regeneration. The counter values in the indicator are only increased if necessary.

If the unique indicator of the super-ordinate element (record/case) was changed, the attribute RMPS_DOM_REFERENCE (reference number) in the document is updated.

Provided that the document is assigned to a record (also by cases) and the attribute Place Initiated in the record was changed, the corresponding attribute Initiating Organizational Unit is updated automatically.