Assigning Attribute Values 

Use

Records, documents, record models and file plans have attributes that provide additional information about the actual element. You can assign attribute values to these values. You can then use the attribute values to search for elements (see Searching).

In Customizing, in the relevant content models, you determine which attributes the elements have.

Integration

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

·        Save a newly created element for the first time.

·        Use  to display the attributes for an element.

Features

In the left-hand column, you see the attributes. You can add the relevant attribute values in the fields on the right.

Note for the attribute Short Text:

The short text determines the name of the element in the record structure and in the Organizer. If you change this, the name in the record structure and in the Organizer will be adjusted when you leave the element.

If you rename an element in the record using Records Browser function Rename, the element name in the record structure is not adjusted any more if the short text is changed.

Note for the attributes Record Number and Unique Name

You can generate the record number of a record or the unique ID of a document. The system generates the unique ID from the elements that you defined in Customizing in the generation rule. The generation rule determines the schema that the record number is based on.

The procedure is described in Generating Record Numbers.

Note for the attribute Keyword:

The keyword catalog is a standard function of a document management system. Documents can be assigned to semantic categories by means of keywords. A uniform assignment of keywords ensures that documents are found quicker and easier.

For detailed information about the procedure, see Assigning Keywords.

Note for the attribute File Plan Item

...

       1.      Choose input help for the field File Plan Item. The dialog box Select Plan Element is displayed.

       2.      Select a file plan and choose .

       3.      The dialog box for searching for file plans is displayed. Perform a search, and select a file plan from the hit list.

       4.      The next dialog box displays the selected file plan with all its file plan positions. Select the file plan item to which you want to assign the Records Management document, and then choose .

       5.      The description of the file plan position is entered as a value in the input field.

By choosing  or  you can add or remove further file plan items.

 

If you choose , you can check whether the specified attributes are correct. In addition, the function Print is available.