Page tree
Skip to end of metadata
Go to start of metadata

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.

Content Types

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.

Managing Fields

Adding Fields

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.

Re-ordering Fields

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.

Display Name

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.

RIS Name

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.

Single Entry

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

See Also

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.

Record Preview

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.

Quick Add

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.

Field ID

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 EntrySets the number of lines an input box will appear as during record creation.
IncrementalDefines 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.

Additional Settings

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.



Allow PartsA Record Type cannot be changed to allow Parts once data has been added.
A user will be able to search a catalogue record and or a part.  If the user finds the master record (parent) they will be able to view the physical locations of that record (if they have been defined) as normal.  They will also see on the main catalogue record "View Parts" with a number in brackets.  When the user clicks on View Parts, the additional parts records will be listed using the results display.
The part records therefore do not generally relate to a physically separate item, and so have no copy records. When searching the catalogue, switch between viewing the parent record and viewing the parts records.
Allow AmendmentsA special database relationship that is designed to manage Loose Leaf updates (common in legal information management circles) or parts of a main work that are received and update the main work. Typically this relationship type (Amendments is sometimes called "Child Records") is used for creating Archival Records and for managing Loose Leaf Updates. 
Set No Copies FlagCan be set for records where there are no physical items to manage or associated with the record. An example might be a video, image, PDF document etc.
Use for Loan SearchAllows records connected to this Record type to be linked to a loan using a function that must be set up in the Loan module.
Synchronize Record Type ViewWhen enabled, the fields for this record type will be automatically generated and synchronized with the Search Portal Full Display template. If not enabled new fields will need to be manually added to the portal full display template.
Default Function TypeThere are three settings available, one of which must be applied, to describe the Record template to the system. The three settings are:
General – The most common and default setting when creating a new Record template. It applies no additional logic to the records being created. 
Record with Volumes – This setting should be selected when the Record template is to be used for managing Multi-Volume sets. It applies additional logic to the Record template so that Volumes are structured in a more meaningful way especially in how they are presented to users in Search results. It allows a secondary record to be embedded into the primary record and relates them to one another.
Serial – This setting incorporates the necessary relationships between a Journal, an Issue and an Article in an Issue so that when Journal subscriptions are created and Issues received into a Library, the appropriate structures are in place able to better present information logically to the user.


Loan requestsAllow requests in a traditional sense of requesting a book for loan
Book to viewAllow users to reserve a day they will visit to view a specific item
Allow Photocopy RequestsAllow users to request a photocopy of material
Declaration RequiredWhen enabled it requires the user to download a copyright form before they receive the photocopied item.
Supply a CopyA request type used for material that does not need a loan issuing against it. Once the request is fulfilled it is removed from the system.
Locations listList of locations supply a copy requests can be placed against.


Enable ReviewsEnables review function in document review process
Comment EnabledEnables comments section in document review process
Comments MandatoryMakes it mandatory for comments to be added at certain parts of the document review process
Audit EnabledEnables audit logs for the document review process

These settings only apply to the enhanced document review process, for basic submissions they are disabled.

Security Categories

CheckboxA list of defined security categories is displayed and can be selected. These are automatically assigned to records as they are created.

Check-in Uploads & Link Fields

File FieldUsed to identify the field to be used when uploading files during Serial check-in
URL FieldUsed to identify the field to be used when adding URL's during Serial check-in

Auto Copy

Enable auto Copy CreationThis function saves time creating copy records for physical items being accessioned into the service.
When a new record is created and Save Record is invoked, the system will generate a Copy Record automatically for that item.
Assign BarcodeAt the same time the next unique copy item identifier (Barcode) is inserted into the copy record if this setting is selected.
The Office and Library locations can be automatically assigned as a default value for records at the same time the Record is created.
Assign OfficeDefines the default office automatic copies will be assigned to.
Assign LibraryDefines the default Library within the selected office) automatic copies will be assigned to.
Sub LocationDefines the default sub-location (within the selected library) automatic copies will be assigned to.

Templates Menu

Selecting the templates menu provides optional settings for applying particular behaviours to Records when presenting information in the Search Portal. 

2nd Line Display

A template can be selected to display a second line in the record display when presenting records in the Portal. This option must also be enabled in your Search result template.

Tree View

A template can be selected from the drop-down list to present records in a hierarchy display via the Portal.


This allows you to define the fields for the Full Citation and Citation Summary formats, which are available as Export options.

For each of the two reports, specify in the appropriate box the text and field values that are required for each citation report, using the following formats:

To insert:enter:

enter text freely where you want it to appear

a Field

enter the "System Field Name" surrounded by square brackets

For example: Title: [Title], Author: [Authors], Date: [Publication Date]

a new line

enter [eol] to start a new line

For example: Title: [Title][eol]Author: [Authors][eol]Date: [Publication Date]

Record Type name

enter the "RecordTypeName" surrounded by square brackets.

For example: [Book]

You can also:

  • apply formatting such as bold, italics and colour
  • apply field separators, eg a comma between fields, so that the punctuation only appears if there is data in the field

  • No labels