The Record screen is where you will spend most of your time. It shows one Record: its data across the top, its documents below, and a footer along the bottom with everything you can do with it. What you see depends on your rights, on how your administrator has set up the Record Type, and on the size of your screen, so some of the controls described here may not be on yours.


Across the top

  • The Record Type's name and icon are shown at the top left. Your administrator can change the wording and color of this heading for each Record Type.
  • A Record Type can have Add-Ins that show as a colored banner across the top of the Record, sometimes with a button to act on it.
  • Add-Ins made for the Record screen appear as buttons at the top right. Add-Ins your administrator has marked as collapsed sit under an Other Add-Ins button instead. On a phone, all of them are in a single menu.
  • On systems with AI enabled, an AI Actions menu offers Summarize Record Information, described in the Record Summarizer topic.
  • A Record in the Recycle Bin opens with a red This is a Deleted Record banner. An Administrator can bring it back with Restore Record, described under Viewer Admin Actions.

Record data

The Record Data panel shows the Record's fields. It has two layouts, and Hide/Show Classic View switches between them.

  • The compact layout is a single line with the first seven fields of the Record Type as columns and their values beneath. A narrower screen shows fewer columns.
  • The classic layout, titled Record Information, lists every field on its own line with its label to the left.

The controls at the right end of the panel are Edit Record, which opens the Record for editing as described below and is shown only if you can edit the Record; Hide/Show Record Info, which adds a line with the Record's ID and its created and changed dates; and Refresh Data, which reloads the panel. On systems that run deferred workflow actions, a badge on the data line reads Running, Done or ERR while the Record has deferred actions queued or just finished; click it to open the Deferred Actions report.

Editing the Record

Click the View and Edit Record button at the bottom left, labeled Edit when there is room for labels, or press Ctrl+E. The Record's data opens in the left half of the screen with the documents on the right, so you can read a document while you type, and the divider between them can be dragged. Users who cannot edit the Record see Data instead of Edit, which opens the same panel read-only.

  • Save Record at the bottom of the panel, Save at its top, or Ctrl+S saves your changes and refreshes the screen. Cancel closes the panel without saving.
  • Change Record Type, at the top of the panel, lets you enter the Record's data using the fields of a different Record Type, one you are allowed to add Records to.
  • Administrators also see Raw, which switches to editing the stored data values directly, and Structured to switch back.

Documents

The document area is the right side of the screen while you are editing and the whole width otherwise. It holds the list of the Record's documents, grouped by category and sub category, and the viewer that shows the one you select. Viewing Documents and its child topics Document List and Viewer Pane describe the area in detail, and Emailing Documents, Annotating Documents and Copying/Moving Documents cover what you can do with a document once it is open.

On Record Types set up for asset tracking, an Asset Tracking panel can take the place of the documents; Asset and Docs buttons at the bottom left switch between the two. See Asset Management.

The footer

The footer runs along the bottom of the screen. Its left side opens panels about the Record, its middle holds workflow buttons, and its right side holds the actions that apply to the Record as a whole. On a narrow screen, and whenever workflow buttons are in the footer or you are working through your personal queue, the buttons show only their icons; the name appears when you hover over one.

Panels on the left

Each of these buttons opens a panel that slides in over the screen. Your administrator can rename and reorder them, tuck some under an Other Features button, and add panels that open a particular E-form.

  • Edit or Data – Opens the Record's data, as described above.
  • Notes – The Record Notes panel, where you can add notes about the Record. Each note shows who wrote it and when. Notes cannot be edited or deleted once saved. The button is highlighted, and shows a count, when the Record has notes.
  • Workflow – Shows the Record's workflow status and the options available to you. Administrators can also send the Record down a workflow from here. Shown only on systems licensed for workflow.
  • Forms – The Forms Library of E-forms you can create in this Record, with a filter box. See Creating E-forms. Shown only on systems licensed for E-forms.
  • Add-Ins – Custom buttons your administrator has built to perform tasks on the Record, with a filter box. Shown on systems licensed for workflow.
  • Portals – The Collaboration Portals for this Record. See Managing Portals. Shown when the Record Type uses collaboration and allows users to manage its portals. The button is highlighted, and shows a count, when the Record has portals.
  • Related – Records linked to this one, such as the purchase order behind an invoice. See Related Records. Shown when the Record Type defines related Record Types, and the button shows how many were found.
  • Clipboard – The Document Clipboard for moving or copying documents between Records. See Copying/Moving Documents.
  • Required – The Required Documents panel, which lists what the Record still needs and lets you upload or scan straight into the right place. See Required Documents. Shown only when the Record Type marks categories as required or the Record has requirements of its own.
  • Assets – The Asset Tracking panel for Record Types that track assets, unless the Record Type shows it in place of the documents instead. See Asset Management.
  • Other Features – Holds any panels your administrator has collapsed.

Workflow buttons in the middle

When the Record is at a workflow step that has options for you, those options appear as buttons in the middle of the footer, and the step's notes, if it has any, are behind a Notes button beside them. On a wide screen the first four buttons show their names; hover over the rest for theirs. The small button at the left of the group moves the whole set into a panel at the top of the screen, where every option shows its name; that panel takes the place of the Record Data panel until you use the matching button on it to move the options back down. The screen remembers which you chose. If you opened the Record from your personal queue, a Load Next Item button takes you straight to the next Record in it.

Actions on the right

  • Reports – (REPORTING USERS ONLY) Brings up the Reporting panel for this Record. Depending on the features your system uses, it offers:
    • View Logs
    • Change Logs
    • Data Trail
    • OCR Processing
    • SMS Messages
    • Email Messages
    • Record History
    • Current Work Items
    • Work Item History
    • Add-In History
    • Document Shares
    • Collaboration Portals
    • Deferred Actions
    • Asset Requests
    • Asset Assignments
    • Asset Status
    • Asset Activity
  • Refresh Data – Reloads the whole Record, data and documents.
  • Favorites – Adds the Record to your Favorites or removes it, as a toggle. Favorites are listed under the toolbar's Favorites button. See Favorites.
  • Admin Actions – (ADMIN USERS ONLY) Opens the Admin Options menu, which holds the administrator tools for the Record. Each one is described in the Viewer Admin Actions topic.
    • Open RecordType Admin
    • Download All Record Data
    • View Table Data
    • View Req'd Doc Data
    • Check for Anomalies
    • Revert Record Data
    • PURGE Record
    • Restore Record
  • Other Actions – Opens the Advanced Options menu. It is shown when you can edit the Record, and on a Windows computer even when you cannot, for the export. Classify, Split and Delete need edit rights on the Record and, unless you are an Administrator, a Record Type that allows users to delete Records. Merge needs edit rights only.
    • Classify Pages into Categories
    • Split Documents into Records
    • Merge With Other Record
    • Export Entire Record – Windows only. Opens the Exporter client application with this Record selected.
    • Delete Record – Moves the Record to the Recycle Bin, from which an Administrator can restore it. Shown only while the Record is active.

On a phone

  • The data line shows three columns rather than seven, and while you edit, the documents sit below the data instead of beside it.
  • The footer shows icons only.
  • The Reports, Refresh Data, Favorites and Admin Actions buttons are replaced by a single menu, also titled Other Actions, with each entry subject to the same rights as on a larger screen:
    • Open RecordType Admin
    • Open Reports
    • Revert Record Data
    • PURGE Record
    • Restore Record
    • Refresh Data
    • Record is a Favorite, or Record is NOT a Favorite, whichever applies. This is the Favorites toggle.
  • The Advanced Options menu is unchanged.

Keyboard shortcuts

  • Ctrl+E opens the Record for editing, and closes the panel again.
  • Ctrl+S saves while you are editing.