Creating a Record Model 

Prerequisites

You have navigated from the Records Organizer to the Records Modeler (see Navigating to the Records Modeler).

Procedure

The following text describes how to insert a node into the record model. To insert more than one node, repeat the same procedure.

Execute the first step in the left-hand screen area.

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       1.      Select the node before or after which you want to insert a new node, and choose  to create the new node.

The detailed display of the new node appears in the right-hand screen area.

Execute the following steps in the right-hand screen area:

       2.      In the Description field, enter a text for the title of the node.

The text appears next to the node symbol in the Records Modeler and the Records Browser. Choose an informative text to provide some orientation for end users who are editing records.

       3.      Use the check box to select the type of node. You have the following options:

-         Structure nodes:

Nodes that cannot have elements assigned to them in records. These nodes only act as headers for other nodes. There can be any number of these in a record, depending on the permitted amount (see below).

-         Model node:

Node that can be assigned elements in records. There can be any number of these in a record, up to the permitted limit. You need to assign an element type to the record model. The element type determines that the node can only be filled in the record with elements of this element type.

-         Instance node:

Node that already has an element assigned to it in the record model. There can only be one of these in each record.

You can use the instance node in each record to provide information necessary for editing the record.

The rest of the procedure differs according to which node type you have selected. See the sections Selecting a Structure Node, Selecting a Model Node, and Selecting an Instance Node below.

Selecting a structure node

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       1.      In the Minimum Number field, enter the minimum allowable number of instances of the node in a record. In the Maximum Number field, enter the maximum allowable number of instances of the node in a record.

       2.      Enter attributes for the node (optional).

       3.      Choose  (on the top right-hand side of the screen).

The new node is displayed in the overview tree of the record model (left-hand screen area).

Selecting a model node

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       1.      In the Minimum number field, enter the minimum allowable number of instances of the node in a record. In the Maximum number field, enter the maximum allowable number of instances of the node in a record.

       2.      Specify one or more element type(s). The element type determines that the node can only contain elements of this element type in the record. Input help is available for selecting the element type. This displays all the element types of the current RMS, classified byType. You can also choose All Element Types.

       3.      Optional: To specify the visibility for the node, select one or more user roles. Input help is available for this selection. The node is then only visible in the record for users who have the roles entered here. In the standard setting, the node is visible for all roles. If the node is to be visible for all roles, we recommend that you create a composite role, which groups all the roles together.

       4.      Optional: Enter a relation. The relation expresses the relationship between the element and the record above it. Input help is available for selecting the relation. (You maintain relations in registry maintenance in the dialog box for Area, tab page POID Directory.)

       5.      Optional: Enter attributes for the node.

 

Records Management supports two types of attributes in the records: Element attributes and node attributes. Element attributes affect the inserted elements; node attributes affect the node in the underlying record model. At this point you can also determine the node attributes for the new node.

You can create node attributes with or without attribute values. If you enter an attribute value, this is displayed in all records with this record model. If you do not enter an attribute value, users can enter the value separately in each record. The user can enter a new attribute value for every instance of the node.

Example: Node attribute ANCHOR
The node attribute ANCHOR is offered by default. You can enter a free character string for this attribute. This sets a marker in the record model at the position of the node. This marker can then be used, for example, so that the system can automatically insert elements in this position. In this case, the value for the attribute ANCHOR must be entered in the calling program before processing.

In addition to free attributes, you can also enter attribute values for context attributes.

Context attributes are coded in a service provider. If the service provider responsible for the selected element type has implemented context attributes, the system automatically enters these in the Records Modeler. In this case a flag is set in the Context column, and a number is entered in the List number column for each context attribute. You can enter values for the context attributes.

For more information on context attributes, see the sections on the individual service providers that have implemented context attributes (see Standard Service Providers).

       6.      Choose  (on the top right-hand side of the screen).

A dialog box is displayed, in which you can choose to attach a note node one level beneath the new node. A note node enables the end user to attach a note to the element in the record.

       7.      If you want to include a note node, choose one of the element types for notes offered, and confirm with . If you do not want to include a note node, choose .

The new node is displayed in the overview tree of the record model (left-hand screen area).

Selecting an instance node

Elements that you integrate as instance nodes must already be checked into Records Management.

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       1.      Choose Select Instance.

A dialog box is displayed, in which all element types of the current RMS are listed, classified by Type.

       2.      Select the element type to which you want to assign the element to be inserted.

A dialog box is displayed (see Searching).

       3.      Use the search function to select the element.

       4.      Enter attributes for the node (optional).

       5.      Choose  (on the top right-hand side of the screen). To ensure that you have selected the correct element, you can display the element by choosing Display Instance.

A dialog box is displayed, in which you can choose to attach a note node one level beneath the new node. A note node enables the end user to attach a note to the element in the record.

       6.      If you want to include a note node, choose one of the element types for notes offered, and confirm with . If you do not want to include a note node, choose .

The new node is displayed in the overview tree of the record model.

Notes

·        You must release the record model before you can create records for it. To do this, choose Record Model ® Status ® Release. If you want to set the status back to Initial at a later point in time, remember that any records created in the record model up to this time will become obsolete if incompatible changes are made to the record model.

·        You can only delete record models that are in status Initial. You cannot delete record models that are in status Released, Final, or Obsolete, because records based on these record models may already exist. You can, however, assign the status Obsolete. This means that no more new records can be created for the record model.