Manage Profile Fields

Introduction

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 in the top right hand corner of Records365.
2. Under Physical, click on Fields in the left hand navigation pane.

Creating a new field

1. Click the +New button

2. Enter a Display Name, ensuring it is unique as two fields can have the same name
3. 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.
  

4. Click Save.

Editing a field

Fields that have not been assigned to records can be renamed. In addition, values in a List of Values can also be edited, but only if none of those values have been applied to any records (this is to ensure data consistency and integrity). 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.

To edit a profile field

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

2. Select one field

3. Click the Edit button

4. Click Save to commit the changes.

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.