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Changing the Record Type

Hi All,

 

We currently have a record type "Student Folder" to be able to visually see that a student is at risk I copied the "Student Folder" and renamed it to "student at risk" the purpose is that the school can then right click over the folder select Administrative Tools, Record Type and change it to Student at Risk, once the matter is finalised they then go through the same process and change it back to Student Folder.  In the both Record Types properties on the Menu tab Record Type is ticked, in the user permissions Record Administration and Record Administration (Restricted) are ticked as well as Record type yet the users do not have Record Type as an option when they right click.  Does anyone know what I have missed?  They do have access to the new record type as when they click on file new it is listed in the records for them to choose from.  Any help would be greatly appreciated.

 

Cheers

 

Shelley

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Re: Changing the Record Type

Hi Shelly,

 

Sounds right to me, although you do not need Record Administration (restricted) to make those changes. Restricted does the following:

Change an existing record's number
Change a record's Classification when the record's number is obtained from its Classification
Set a value for Date Registered to be different from the current system date and time

 

And should probably not be given users that do not need those permissions.

 

After you make the changes are you getting the users to close their TRIM session? You need to do this step before the changes will take affect.

What user type are they?

 

Also, this is just my opinion but changing the record type seems like a clunky way to perform this task. Have you considered simply adding them to another container or classification? Alternatively contained within might be a good option too.

**Any opinions expressed in this forum are my own personal opinion and should not be interpreted as an official statement on behalf of Micro Focus**
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Re: Changing the Record Type

Hi Greg,

 

They are an Information Worker, I have unticked the Record Administration (restricted) and had the user close down TRIM and reopen they are still do not have the Record Type option available.  I find changing the record type quick and easy and it also visually displays on the screen while a staff member talks to  a student on the phone that that particular student is currently at risk.

 

Any other ideas????

 

Thanks

 

Shell

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Re: Changing the Record Type

I have just been having a fiddle with it and as I said they are an Information Worker, I then selected custom user and proceeded to tick untick options, when I ticked Delete Records the Record Type option appears for them......problem is I don't want them to be able to delete records.........
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Re: Changing the Record Type

what version and build are you using here?

**Any opinions expressed in this forum are my own personal opinion and should not be interpreted as an official statement on behalf of Micro Focus**
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Re: Changing the Record Type

7.1.2.1879 - just checking the security settings on the record type and I think that is where I have gone wrong re the deletion - I will let you know how I go
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Re: Changing the Record Type

hmmm it looks like the user has to have the right to delete the record to be able to change the record type is there anyway around this........
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Re: Changing the Record Type

OK so I have unticked Delete in the record types properties and that seems to remove their ability to delete the record but still be able to change the record type
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Re: Changing the Record Type

and now Im really stumped as the user is seeing record types that they do not have access to so ticking Delete Records in the Users Permission tabs obviously gives them some sort of high level administrative rights........Greg I may have to look at one of your suggestions......frustrating for me as it was a quick, simple and visual solution
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Re: Changing the Record Type

Hi Shelley,

 

I am about to add a 'Student at Risk' Checkbox on the Student File record type and then display it in the properties field. It certainly will not stand out as well as a different colour, but we are hoping that it will be effective. I may also add a column in the list pane.

 

We also considered assigning the electronic file to a 'Student at Risk' location or placing the file in a higher level "Students at Risk' container.

Adam
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Re: Changing the Record Type

Thanks Adam it would be interesting to hear what other Unis are doing, I have just created a "Student at Risk" series and having a play around with that, I have made the icon a yellow circle with a ! in the middle and then on the properties screen listed the container, so they can visually see its an at Risk Student.
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Re: Changing the Record Type

This ended up being much bigger than i originally thought.

 

7.12.1879 - someone found a bug around permissions, which sounded similar to your issue so it was listed as fixed in:

 

7.12.2017 - In this version the only user that can make the change of record types in as admin - no matter which user permissions are changed. This doesn't sound right to me. but continues on through all builds of 7.

 

in RM 8 this has changed again, to the way that you wanted. If you give a user records admin they can then change record types. So 8 works

 

Personally i would go with a container or a user defined field \ checkbox that has already been suggested. Much simpler and requires no permissions.

**Any opinions expressed in this forum are my own personal opinion and should not be interpreted as an official statement on behalf of Micro Focus**
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