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Record Defaults

Introduction​

The Record Defaults menu allows you to manage the default values and folders for new records in a workflow repository.

Default Values menu

You will learn:

How to Set the Default Values of a New Record​

  1. From the Manager sidebar tab, click Record Defaults.

  2. Click the Default Field Values menu.

  3. Expand the Workflows menu and click your assigned workflow. The default values form will appear as shown below.

    Default Values form

  4. Enter the default values for a new record, then click Save.

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Every time a new record is added, the default values will prepopulate the record.

How to Add a Default Folder​

The Default Folders menu allows you to set up folders that will be automatically created for each new record.

Default Folder menu

  1. From the Manager sidebar tab, click Record Defaults.

  2. Click the Default Folder menu.

  3. Expand the Workflows menu and click your assigned workflow. The Default Folder page will list all default folder names.

  4. Click Add New Folder. A new row will be added for entry of a new folder name.

  5. Enter the new folder name, then click Update.

  6. Click Save to finalize the new default folder. When a new record is created, the File Manager tab will display the default folders as shown below.

    Default Folders in the File Manager

How to Rename a Default Folder​

  1. From the Manager sidebar tab, click Record Defaults.
  2. Click the Default Folder menu.
  3. Expand the Workflows menu and click your assigned workflow. The Default Folder page will list all default folder names.
  4. Locate the folder, then click Update. The folder name will become editable.
  5. Replace the folder name with a new name, then click Update again.
  6. Click Save to finalize the changes.
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Renaming a default folder will not rename the existing folders in existing records.

How to Delete a Default Folder​

  1. From the Manager sidebar tab, click Record Defaults.
  2. Click the Default Folder menu.
  3. Expand the Workflows menu and click your assigned workflow. The Default Folder page will list all default folder names.
  4. Locate the folder to delete, then click Delete. A confirmation dialog will appear.
  5. Click OK to remove the default folder, or click Cancel to abort.
  6. Click Save to finalize the changes.
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Deleting a default folder will not delete the existing folders in existing records.