To create a new Record Type, select the Create New button.
The form displays the settings and prompts for display text and a short code to uniquely identify the Record template now being created. The Display Text and Short Code fields must be completed and at least one content type selected before the Record Type template can be saved. All are shown in red until correctly filled.
The Record Type template can be enabled or disabled, meaning it can be presented to administrative users to work with or if it is in design stage and not to be displayed for administrative users to yet use, it can be disabled and it will not be available until it has been set to Enabled.
If a Record Type template is no longer to be used this feature can withdraw it from use. Records created using this template are retained and are not removed by this action but will not be returned in searches.
One of the first things to do when creating a new Record Type is to assign it to one or many Content Types.
Using the Content Types tab you will see a list of enabled types to associate your new Record Type with.
The Selected column should be used for normal record creation, whereas the EUS column enables the record type to be available via the Document Review/EUS submission workflow.
Select the Selected Fields tab. The display changes to show all selected fields in the Record Template.
The display shows the list of fields that have been selected thus far. For all new Record templates, the system automatically assigns and pre-selects three fields:
Automatically generated unique number used to identify a record in the database
Automatically assigned to manage access to a record by an administrator from within Search Portal
A mandatory field that must have a value entered and be present in any record
It is now possible to select additional fields to be included.
Use the Available Fields tab to view all fields that are available in the database and not already assigned to the Record Type template. Using the ADD button select fields from the list that are to be used in the new Record Type template.
By selecting fields using the ADD function in the Available Fields list they will automatically be removed from the available fields list and appear in the Selected Fields list.
Use the column headings to filter the display to show only relevant fields and find fields in the list that are to be added.
When all fields have been added and presented in Selected Fields tab, the sequence needed for "data entry" can be applied.
Using the icon allows fields to be moved into position using the drag and drop control to move a field to the correct position in the form. Position the cursor over the control and a cross hair cursor appears. Drag the control into the correct position and the field will be re-sequenced.
Override Field Settings
There are several settings that can be applied to fields in a Record Type template. These are inherited from the Field's own definition but can be changed to offer a different behaviour in the Record template being created.
This action is specific to the Record Type being edited and does not change the default properties of the field used elsewhere.
The Use Default Settings when ticked will inherit settings from the field attributes as set in Field Maintenance. If you override any setting from the Record Type this setting will automatically be disabled.
The settings shown in the grid and/or those which can be overridden are outlined below.
Is the field Active or Inactive? Apply inactive if the field is to be suspended from use in the form or not to be included when the template is presented for data entry.
The text description for the field if it is to be different to the field's defined name. This can be set per language and per portal.
The text description to be applied when data is output in RIS format (use the Application standard filter to change this value.
The setting cannot be edited but shows the field type that has been set up for the field in Field Maintenance, determining the way the data will need to be entered into the record and how it is to be indexed
Sets a flag on the field to prevent saving the record without data being entered into the field. Either "yes" or "no" are available for selection. Yes indicates the field must have a value entered for the record to be displayed.
When a form is to be presented in the Search Portal to a non-administrative user for the purpose of submitting a record or document into the database, a selection of fields can be made by indicating their use in the form. A "yes" (tick) indicates that the field is to be included in this type of form. A "no" (white cross in a red circle) indicates that the field is not included in the end user submission form.
The setting cannot be edited. Most fields will be set up to allow a single entry to be made into the field. On some occasions a field might be set up so that multiple separate entries can be added to the same field, known as a repeating field. A tick indicates only a single field entry is allowed. A white cross in a red circle indicates multiple entries can be made into the field.
If ticked the field will be made public to all end users
If a hyper-link is allowed to show all records with the same field value when the field entry is clicked on this should be ticked.
If a summary pre-view of a record in Search Results is to be allowed, the fields to appear in the Summary view can be selected and the setting here shows if a field is included in this summary view. This can be turned on and off as needed.
This is not available unless specifically licenced for use with RDR a separate and independently licenced function. It allows a form to be created where fields can be presented using a Quick Add option, thereby present only a subset of fields.
Where a field is to inherit values from fields in other records, this setting can be completed. It then follows a prescribed logical script to add data automatically to the field.
A unique reference to identify the field to the database, used when reporting an error in a field or function, by support personnel. It cannot be edited or changed.
|Multi Entry||Sets the number of lines an input box will appear as during record creation.|
|Incremental||Defines the incremental template which should be used specific to this record type.|
Once changes to the field shave been made select Apply, then Save the Record Type to commit your changes to the system.
Select the menu Additional Settings.
A form is presented with settings that can be applied to the Record template to determine how the record is to perform or be presented.
Selecting the templates menu provides optional settings for applying particular behaviours to Records when presenting information in the Search Portal.