Manage Profile Fields

  • Updated

Role Required
To Create and Manage Physical Profiles you need to be assigned to the Application Administrator or the Records Manager role.


Physical Profile Fields are the metadata fields used for assigning context to your physical records, folder and boxes. Profile fields can be created when creating a physical profile, or they can be created prior to creating the profiles themselves. Once the fields have been defined, they can then be used in one or more profiles, allowing re-use across your departments. At time of creating a record, folder or box, users will select a physical profile, and all configured profile fields will be available for user entry.


Viewing all fields

To view existing profile fields within Records365.

  1. Click on the Settings icon connectors-settings-cog-1.png in the top right hand corner of Records365.
  2. Under Physical, click on Fields in the left hand navigation pane.


The In Use column indicates whether the field is currently linked to a physical profile.


Creating a new field

  1. Click the +New button


  1. Enter a Display Name, ensuring it is unique as two fields can have the same name
  2. Select Type where the types are as follows
  • Record Category fields allow users to manually select a Record Category from your File Plan to assign categorization and retention against a record. See Categorization and Retention for Physical Records for more information. Only one field of the Record Category type can be assigned to each Profile.
  • Relationship fields are used to create a containment model for your Physical Records – for example, Records can be contained in Folders, which are contained in Boxes. Containers also allow you to navigate easily between a record and its parent Container and vice versa. See Containers for more information. Profile Fields support the Relationship type Parent.
  • Location fields will provide a lookup list of all Physical Locations in your organization. A Location type Field can be designated as the ‘Primary Location’, which means that the value in this field will be available in the Records’ quick summary and be updated when items are checked out on Loan. For more information, see Loans.
  • List of Values fields allow you to enter a list of allowed values for users to choose from. Values available for selection can be entered using the Import option, by providing a newline separated csv file. Alternatively values can be entered directly by using the Add Value button. The Import option will append to any existing values. To sort the values, drag them up and down accordingly.
  • Directory Lookup field allows you to search Azure Active Directory for users. The search will be performed looking for matches on either a users name or email address, only those with an email address will be returned. At least three characters must be entered before results will be displayed.
  1. Click Save.

Editing a field

Currently fields of type List of Values can be edited, in that the values available can be updated. Edits are made by accessing the field through a linked physical profile.

  1. Under Physical, click on Profiles in the left hand navigation pane.
  2. Select one physical profile that contains a list of values field, and click Edit
  3. From the slide out expand the list of values based field.
  4. Click Edit for the field. Physical_ProfileEditField.png
  5. A new side bar will appear. Consistent with the Creating a new field section above. Values available for selection can be edited using the Import option, by providing a newline separated csv file. Alternatively values can be entered directly by using the Add Value button. The Import option will append to any existing values.
  6. Click Save to commit the changes to the values.

Deleting a field

Physical profile fields evolve over time and some become redundant. To prevent deprecated fields from being used you can delete them from the system. A profile field cannot be deleted if

  • the field is linked to a physical profile
  • the field is used in rules
  • the field forms part of a Retention Schedule in your file plan.

To delete a profile field

  1. Navigate to the page that displays all of your existing profiles fields

  2. Select one or more fields where In Use = No

  3. Click the Delete button

  4. Complete the delete by accepting the presented confirmation message.


At time of delete the field is checked as to whether it is linked to a physical profile, being used in rules or retention schedules.

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