The following text provides information on the dialog box that is displayed when you assign attribute values for records, documents, record models, and file plans (known collectively as "Records Management documents"). In Customizing, you determine which attributes are assigned to which Records Management documents.

The dialog box for assigning attribute values is displayed when you:

• Save a new Records Management document for the first time.
• Use to display the attributes for a Records Management document.

Attributes provide the user with information on a Records Management document. There are two types of attribute:

• Displayable attributes: The system assigns the attribute values automatically (for example, Created By, Last Changed By, and so on).
• Maintainable attributes: The user can enter attribute values (for example, Short Description, Unique Name, and so on). You can change the attribute values at any time.

When the dialog box for entering attribute values is displayed, the maintainable attributes are displayed first. Choose the Displayable Attributes pushbutton to show the displayable attributes. You can enter values for all the maintainable attributes.

You can enter one or more key words, using one of the following methods:

• Using the key word catalog. To use the key word catalog, choose the arrow on the right to open the input help. The key word catalog is displayed. You are provided with a predefined selection of key words, from which you can select one or more words using a double click. If you select a key word in a lower hierarchy level, all the key words above this in the hierarchy are also selected. To use the key words as attributes, choose .

• If free entry of key words is permitted, you can enter the key words directly into the input field. If you enter more than one key word, separate them using a plus symbol.

• If free entry of key words is permitted, you can also use multiple selection. To use multiple selection, choose the arrow on the right and enter one key word in each input field. To include the key word in the list, press Return. To return to the start screen, choose .

Choose if you want the system to automatically generate a record number or a unique name. If a valid value has been entered in the underlying record model for the attribute Record Number Generation Rule, the record number is generated according to this rule. Depending on this rule, a series of dialog boxes is displayed. The entries you make here are used to generate the unique number. You can choose to save any entries as a default. If you have chosen the Use Default setting, this value is entered automatically each time a new record number is generated.

If no generation rule has been entered, a dialog box is displayed for you to select a generation rule. If no generation rule has been created in Customizing, the system generates a GUID. For more information, see the online documentation for the IMG activity Define Rule for Generating Record Numbers.

Input help is available for this field. To use the input help, click on the arrow on the right. The dialog box for searching for file plans is displayed. Perform a search, and select a file plan from the hit list. The next dialog box displays the selected file plan with all its file plan positions. Choose the file plan position to which you want to assign the Records Management document, and press Enter. Confirm with OK. The description of the file plan position is entered as a value in the input field.