Every record belongs to the first Record Type whose filter it matches. A record that matches no Record Type at all cannot be found through a Record Type search, and once Base Security is set to No Access nobody can open or save it. Records end up in that state most often when a Record Type is deleted while it still has records in it, and sometimes when an import or an integration creates records with index values that no Record Type recognizes. This screen checks every active record against every Record Type and lists the ones that match none, then offers three ways to deal with them.


Opening the screen

The screen is for full administrators only. On the Storage Report, the System Records/Documents row at the bottom shows a See which records link; clicking it opens this screen in a new tab and runs the check straight away, so the report you were looking at is kept. The screen can also be opened directly at /admin/norecordtype, where clicking Find Records runs the check. Max records to list caps how many records are shown in the table; the counts above the table are always complete.


Reading the results

The line above the table says how many active records belong to no Record Type, out of how many were checked. It also reports how many system records are in the same state. System records are the ones created by integrations, such as Branding images, Importer and Exporter configuration backups and AI results. They are not expected to belong to a Record Type, they are managed by the system, and they are counted here only so the figure lines up with the Storage Report. They are never listed on this screen and none of the actions below apply to them.

Each listed record shows its record number, when it was created and last updated, how many documents it holds, and its first few index values so you can tell what it is. When Base Security allows it, the record number is a link that opens the record in a new tab. Export (CSV) saves the list.


Restoring a deleted Record Type

When a deleted Record Type's filter matches some of the listed records, a message appears above the table with a Restore button for that Record Type and how many of the listed records it takes. This is the usual cause of records without a Record Type, and restoring the Record Type is the usual fix: the records belong to it again the moment it is back, with the Record Type's security settings, so the people who used to work with them can do so again. The Record Type also returns to the list in Admin under Record Types. No record is changed by a restore.


The message adds two figures when they apply. If system records also match the Record Type's filter, it says how many, because they belong to it once it is restored too. If records that belong to other Record Types today would move to the restored one, it says how many in red. That happens because a record belongs to the first matching Record Type in name order, and a restored Record Type takes its place in that order. A small number is usually records that fell through to another Record Type when this one was deleted; a large number is worth a look before you restore. The confirmation repeats both figures.


Moving records into a Record Type

Select records with the checkboxes, choose a Record Type in the Move to Record Type list, and click Move. Each record's index values are set so that it belongs to the chosen Record Type, after which it is visible and searchable according to that Record Type's security settings. The list offers only Record Types you hold entry rights on whose filter is a simple field and value, since that is what gets written to each record. If a record would belong to a different Record Type after the change, because that one comes first in name order, it is left alone and named in a message, and the rest of the selection is still moved.


Deleting records

Select records and click Delete to move them to the Recycle Bin, where they can be restored like any other deleted record.


Opening the records in Search

When Base Security is anything other than No Access, an Open in Search Results button shows the same records on the standard search results screen, where mass update, mass delete, routing and export are available. Under No Access the button is not shown, because records without a Record Type cannot be seen on the search screen at all; the actions on this screen are the way to handle them.


Safety checks

Every record is checked again at the moment you move or delete it: it must still be active, must not be a system record, and must still belong to no Record Type. If any selected record has changed in the meantime, nothing is done and a message asks you to run Find Records again. After a move, a delete or a restore, the check runs again on its own so the list reflects what is left.