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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
- Click on " Downgrade " in the navigation menu;
- Then click on " Add a container ";
- In the " Add a container " window, complete the metadata and click " Save ".
Metadata for creating a container | |||
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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
- Click on " Record management " in the navigation menu;
- Then click on " Create multiple containers ";
- In the " Create a container " window, complete the metadata except the box number and click on " Save ";
- 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.
Metadata for creating containers | ||
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Field Name | Type | Description |
Type | Obligatory | The type corresponds to a type of container that must first create in the value domain named "Box types". |
Customer box no. | Obligatory | The box number of the organization. |
Container No. | Facultative | The container number. |
Type of decommissioning | Obligatory | Specify the type of transfer in progress: transfer to semi-asset, payment or destruction. |
Location | 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. The Suggéré button: when capacities are defined in the different storage spaces (Location) as well as in the container, this option allows Constellio to automatically suggest the first storage space that offers the necessary space 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. |
2. Consult by administrative unit
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by departments ";
- 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;
- 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;
- Click on the magnifying glass to the right of the name of the container to be consulted;
- 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
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the name of the container to be modified;
- In the "Container Details " window, click on " Edit Container ";
- In the " Edit Container " window, edit the container's metadata and click " Save ".
Metadata for editing a container | |||
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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
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department";
- 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;
- Click on the magnifying glass to the right of the container name;
- In the "Container Details " window, click on "Print Slip";
- In the " Slip " window, it is possible to download or print the document transfer slip.
5.4 Printing the label of a container
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the container name;
- In the "Container Details " window, click on " Labels ";
- 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 ";
- In the " Print Labels " window, it is possible to download or print the labels of the container.
5.5 Add to your favorites
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the name of the container to be modified;
- In the "Container Details " window, click on "Add to favorites", then select the favorites of your choice;
- The container is added to your favorites.
5.6 Consultation link(s)
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department";
- 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;
- Click on the magnifying glass to the right of the name of the container to be modified;
- In the " Container Details " window, click on "Consultation link";
- A message tells you that the link has been copied to your clipboard.
5.7 Borrowing a container
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- In the " Container Details" window, click on " Request borrow";
- 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.
- Click on " Record management " in the navigation menu;
- Then click on " Reports ";
- In the " Reports " window, click on the desired report;
- 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:
- In the window, enter the name of the administrative unit or click on the magnifying glass;
- In the search, select an administrative unit and click " Ok ".
List of reports | |
---|---|
Report Name | Description |
Classification Plan | Hierarchical ratio of the headings of the classification plan. |
Detailed classification plan | Hierarchical relationship of classification plan headings to definitions. |
Classification plan by holder | Headings in the classification plan classified by holders of the associated rules. |
Lists of retention rules | Report of all retention rules and details of deadlines. |
List of retention rules by administrative unit | Report of all the retention rules and the details of the deadlines classified by holder. |
Administrative units | List of administrative units. |
Users | List of users. |
Available Space Report | List of spaces that are not full and amounts of space available for each space and container. |
Reports of all spaces. | List of all spaces with their containers. |
5.9 Add to cart
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the name of the container to be modified;
- In the "Container Details " window, click on "Add to cart";
- The container is added to the cart.
5.10 Delete the container
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the name of the container to be modified;
- In the " Container Details " window, click on "Delete the box";
- Confirm deletion;
- The container is now in the trash.
5.11 Delete the container and its records
- Click on " Record management " in the navigation menu;
- Then click on " Boxes by department ";
- 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;
- Click on the magnifying glass to the right of the container name;
- In the "Container Details " window, click on " Delete the box ";
- A confirmation window appears, click on " Yes ".
6. Container Configurations
You will find in this section all the configurations of the system impacting the containers. To learn more about configurations, see the "System configurations" article.
Disposition tab | |||
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Configuration | Description | Possible values | Impacts |
Allow to box active folders | Active folders can be put in containers. | Activated | All folders can be put in containers. |
Disabled | Only semi-active and inactive folders can be put in containers. | ||
Is decommissioning type required in containers | This configuration forces the user to select a disposal type when creating a container. | Activated | The "Type of downgrading" metadata is mandatory in the container creation form. |
Disabled | The "Downgrade Type" metadata is not required in the container creation form. | ||
Allowing the reuse of a container | This configuration allows during downgrading to destruction, to keep the containers to be able to reuse them for other types of folders | Activated | Containers are not removed. |
Disabled | Containers are removed. | ||
Mixed boxes | Allows you to create containers with folders belonging to multiple administrative units. | Activated | Allows you to create containers with folders belonging to multiple administrative units. |
Disabled | Allows you to create containers with a single administrative unit. | ||
Automatically enter the administrative unit of new folders and containers. | This configuration allows you to automatically add a value in the "Administrative unit" field when creating a record (folder, document, container, task). *Important: The value is set based on the access assigned to a user. Assignment errors can occur if the user has access to multiple administrative units. | Activated | The administrative unit is entered automatically. |
Disabled | The administrative unit was not entered automatically. |
Search tab | |||
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Configuration | Description | Possible values | Impacts |
No links for search results metadata (improves search performance) | This configuration removes links to folders and containers in the search results metadata. | Activated | The links are clickable. |
Disabled | Links are not clickable. |
Trees tab | |||
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Configuration | Description | Possible values | Impacts |
Display boxes | This configuration displays the containers and taxonomies of the home screen (virtual spaces). | Activated | The containers will be displayed in the trees (Classification Plan, Administrative Units) of the virtual spaces. |
Disabled | The containers will not be displayed in the trees (Classification Plan, administrative units) of the virtual spaces. |