Containers

1. Creation of containers

Containers are records of the boxes used in the locations. The word container is more encompassing and represents all types of containers used in archives. It is necessary to link a paper-to-container file to carry out its disposition. 

1.1 Create a container

1. Click on " Downgrade " in the navigation menu;
2. Then click on " Add a container ";
3. In the " Add a container " window, complete the metadata and click " Save ."

Metadata for creating a container
Field Name		Description	Image
Type	Obligatory	The type corresponds to a type of container that must first be created in the domain of values named "Box types."
Temporary identifier	Obligatory	The box number of the organization.
Identifier	Facultative	The container number.
Disposition type	Obligatory	Specify the type of transfer in progress: transfer to semi-active, deposit or destruction.
Storage space	Facultative	Select a storage space for the container, depending on the capacities available in the different locations, only those that contain enough space will be offered. The suggested button: when capacities are defined in the different storage spaces (Location) as well as for the container, this option allows Constellio to automatically suggest the first storage space offered by the space needed for the container.
Full	Facultative	Allows you to indicate if the container is full.
Description	Facultative	Allows you to add a description of the container.
Position	Facultative	If the location metadata is not used or in complementarity with this metadata, it is possible to add a position to the container.
Capacity (cm)	Facultative	Capacity in cm of the container. If the type of container chosen already has a default capacity (30 cm, 18 cm, 15 cm...), this metadata will be added automatically.
Administrative units	Obligatory	Select the administrative unit or units associated with the container records. It is only possible to file files belonging to these administrative units. It is possible to create mixed containers if this configuration is enabled in the control.

• When creating a box type in metadata schemas, you can modify the metadata named Linear Length (cm) to set a default value for the capacity (cm) of that container type.
• The "capacity" metadata of the containers is very useful to improve the calculation of available storage spaces, which allows Constellio to automatically suggest a storage space according to the space needed for the container.
• The capacity also makes it possible to define the available space in the container according to its linear length (cm) and the linear length (cm) of the folders that are placed in the latter.

1.2 Create multiple containers

1. Click on " Record management " in the navigation menu;
2. Then click on " Create multiple containers ";
3. In the " Create a container " window, complete the metadata except the box number and click on " Save ";
4. In the new window that appears, indicate the number of containers desired and click on " Save ";

To access " Create multiple containers ,"" the " Container No " or " Customer Box No" metadata must be sequential. For this, it is necessary to go through a tailor-made development. 

2. Consult by administrative units

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by departments ";
3. In the " Boxes by departments " window, containers can be viewed via four tabs: Transfer without storage, Payout without storage, Transfer with storage and Payout with storage. Choose one of the tabs;
4. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired administrative unit or subunit;
5. Click on the magnifying glass to the right of the name of the container to be consulted;
6. The "Container Details " window allows you to see the list of folders in a container and view these folders. But also to carry out many actions on the container.

3. Consult via an advanced search

It is also possible to consult containers via an advanced search, to do this, select " Container " as Type and add search criteria. The advanced search allows you to search for a container more precise than the " Containers by administrative unit " section, since it is possible to select several search criteria. 

4. Consult through virtual spaces

Containers can be consulted directly in the virtual spaces of the reception (file plan, departments, locations, etc.). However, this option requires that the containers be displayed in the tree. To consult via Boxes, this virtual space must also be visible in the home page. 

5. Actions on the container

Several actions are available at the container level.

5.1 Consulting a container

There are several locations in Constellio that allow you to consult the containers in a collection. It is possible to consult the containers by administrative unit, following an advanced container search or directly in the virtual spaces of the reception.

5.2 Edit the box

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired unit or subunits;
4. Click on the magnifying glass to the right of the name of the container to be modified;
5. In the "Container Details " window, click on " Edit Container ";
6. In the " Edit Container " window, edit the container's metadata and click " Save ."

Metadata for editing a container
Field Name		Description	Image
Type	Obligatory	The type corresponds to a type of container that must first be created in the domain of values named "Box types."
Temporary identifier	Obligatory	The box number of the organization.
Identifier	Facultative	The container number.
Disposition type	Obligatory	Specify the type of transfer in progress: transfer to semi-asset, payment or destruction.
Storage space	Facultative	Select a location for the container, depending on the capacities available in the different locations, only those that contain enough space will be offered.
Full	Facultative	Allows you to indicate if the container is full.
Description	Facultative	Allows you to add a description of the container.
Position	Facultative	If the location metadata is not used or in complementarity with this metadata, it is possible to add a position to the container.
Capacity (cm)	Facultative	Capacity in cm of the container. If the chosen container type already has a default capacity (30 cm, 18 cm, 15 cm...), this metadata will be added automatically.
Administrative units	Obligatory	Select the administrative unit or units associated with the container records. It is only possible to file files belonging to these administrative units. It is possible to create mixed containers if this configuration is enabled in the control.

5.3 Print the slip of a container

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired administrative unit or subunit;
4. Click on the magnifying glass to the right of the container name;
5. In the "Container Details " window, click on "Print Slip";
6. In the " Slip " window, it is possible to download or print the document transfer slip.

5.4 Printing the label of a container

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired administrative unit or subunit;
4. Click on the magnifying glass to the right of the container name;
5. In the "Container Details " window, click on " Labels ";
6. In the " Print Labels " window, specify the starting position for label printing, the number of copies and the format of the labels. Click on " Generate ";
7. In the " Print Labels " window, it is possible to download or print the labels of the container.

5.5 Add to your favourites

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired unit or subunits;
4. Click on the magnifying glass to the right of the name of the container to be modified;
5. In the "Container Details " window, click on "Add to favourites," then select the favourites of your choice;
6. The container is added to your favourites.

5.6 Consultation link(s)

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired unit or subunits;
4. Click on the magnifying glass to the right of the name of the container to be modified;
5. In the " Container Details " window, click on "Consultation link";
6. A message tells you that the link has been copied to your clipboard.

5.7 Borrowing a container

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired administrative unit or subunit;
4. In the " Container Details" window, click on " Request borrow";
5. In the " Make a borrowing request " window, indicate the duration of the loan in day(s) and click on " Borrow boxes ."

A loan request is then sent to the managers of the administrative unit responsible for the container. This request is a task for these managers, who can accept or decline your request.

5.8 Reporting

This option allows you to generate different reports on document management tools: the classification plan, the retention schedule (conservation rules), administrative units, users and storage spaces.

1. Click on " Record management " in the navigation menu;
2. Then click on " Reports ";
3. In the " Reports " window, click on the desired report;
4. A window appears with the report, which allows you to view it, but also to save or print it.

To produce a "Classification Plan by Holder" report or a "List of Retention Rules by Administrative Unit" report, it is necessary to select an administrative unit. After selecting one of these two reports:

1. In the window, enter the name of the administrative unit or click on the magnifying glass;
2. In the search, select an administrative unit and click " Ok ."

5.9 Add to cart

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired unit or subunits;
4. Click on the magnifying glass to the right of the name of the container to be modified;
5. In the "Container Details " window, click on "Add to cart";
6. The container is added to the cart.

5.10 Delete the container

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired unit or subunits;
4. Click on the magnifying glass to the right of the name of the container to be modified;
5. In the " Container Details " window, click on "Delete the box";
6. Confirm deletion;
7. The container is now in the trash.

5.11 Delete the container and its records

1. Click on " Record management " in the navigation menu;
2. Then click on " Boxes by department ";
3. Move through the administrative units by clicking on the magnifying glass to the right of the unit names to navigate to the desired administrative unit or subunit;
4. Click on the magnifying glass to the right of the container name;
5. In the "Container Details " window, click on " Delete the box ";
6. A confirmation window appears, click on " Yes ."