Editing Tool for File Plans: The Records Planner 

Use

The Records Planner is the editing tool for file plans.

A file plan is a central registry used for the management of records. The file plan is an overview tree, and the nodes of the tree are the individual file plan positions. You can assign elements to every file plan position.

There are two methods of assigning elements to file plan positions:

·        Assignment starting from the element: Records, documents, record models, and file plans have the attribute File Plan Position as a standard setting.  You can assign the ID of a file plan position to this attribute. You can also use the file plan position to search for elements.

·        Assignment starting from the file plan: In the Records Planner, you can assign elements to every file plan position.

You can only reach the Records Planner from the Records Organizer (see Navigating to the Records Planner). Choose  to hide the Organizer navigation toolbar.

Features

The screen is divided into three sections.

Top left-hand screen area

File plan overview tree

The overview tree of the file plan is displayed. In the standard setting, this is structured from left to right as follows:

Column Header	Description
File Plan Position	Node symbol and number (file plan position)
Name	Node description or number
Elements (assigned)	Arrow: Elements are assigned. You can see these elements in the bottom screen area No arrow: No assigned elements exist
Last Processing	User name of the last user to make any changes, and time/date of the last change

To display or hide the columns, choose Plan → User-Specific Settings.

Toolbar

The toolbar is above the main window. It is the same as the toolbar in the Records Modeler (see Editing Tool for Record Models: The Records Modeler).

Status bar

The status bar is directly under the toolbar. It is the same as the status bar in the Records Modeler.

Bottom left-hand screen area

You can view the elements that are assigned to a file plan position. The file plan position is displayed on which the cursor is positioned in the top screen area in the overview tree of the file plan.

The display of assigned elements is structured as follows:

Column Header	Description
Assigned Elements	Three-level overview tree: First level: Selected file plan position Second level: Type of the assigned element Third level: Assigned element
Element Type	Element type of assigned element

Right-hand screen area

If you double-click a node, the node is displayed in detail in the right screen area.

In the three input fields, you will see the texts that appear in the file plan overview tree in the first three columns of the line of the selected node.