Introduction
When working with Physical assets, it is important to understand and track which records are contained within which folders (also known as files), and which folders/files are within which boxes.
Assigning Containers to Physical Records
There is a special Field type available in your Physical Profiles that allows you to perform manual assignment of Containers to Physical Records. Once a ‘Relationship’ field has been added to your Profile(s) (see Manage Profile Fields for more details), you can populate this field when editing a Physical item as you would any other field. Currently, the only Relationship Type available is Parent.
The Relationship field performs a search for the container using the Record Number, Title or Barcode number and must be able to correctly find a result before you will be able to save your changes.
The following rules affect assigning containers for Physical Records:
- Boxes can contain any other record type: Records, Folders/Files and Parts.
- Folders/Files and Parts can only contain Records.
- Records cannot contain anything.
Once a container has been assigned using a Relationship field, you can navigate from a Parent to its Children using the ‘Records’ tab in the Record Details view:
The Relationship field in the details tab also links to the parent Folder/File or Box: