Record Types and their Fields

Configuration Scope: Exportable

This setting is included in configuration exports and will be the same across all environments once the config file is imported.

Overview

Record Types hold the metadata and workflow logic for a particular process. Manage them from the Record Types tab and manage their properties from the Fields tab.

Clone Record Type

If you wish to create a new Record Type, do not start from scratch. There will always be at least one pre-existing Record Type available in your configuration - use that as a base:

Navigate to the Record Types tab
Locate an existing Record Type
Click the arrow next to Edit**
Click Clone

In the pop-up menu:

Add Name of the Record Type (can be changed afterwards, but not recommended)
Add Description of the Record Type
Add Prefix for the Record Type (be aware - definitely should not be changed afterwards)

Select a HEX code for the Record Type
Specify what Order the Record Type should appear on the menu
Specify whether the Record Type is meant to be Active

Only toggle Is Correspondence Type on if this is a Correspondence Record Type
Only toggle Mandatory Correspondence Upload if this is relevant

Choose whether this Record Type needs the Requires Signature option available for user to specify

Choose whether Support Documents or Attachments are allowed for this Record Type

Choose Recommendations Enabled if that section is required

Choose the Record Type's Default Security Classification (if you don't see any options, check Information Security Classification section on how to create these)
Choose whether the user can Edit the default Security Classification

Save your new Record Type

Important: From the command menu, click Update SharePoint Content Types

Edit Stages for Record Type

Click the arrow next to Edit to update a new or existing Record Type

From the dropdown, select Stages to manage the Stages the record will go through
In the Stages pop-up, either Update an existing stage name and order or Add a new stage
Save your changes

From the dropdown, select Stages to manage the Stages the record will go through
In the Stages pop-up, either Update an existing stage name and order or Add a new stage
Save your changes

Edit Fields for Record Type

Navigate to the Fields tab
From Content Type drop down, select your Record Type
From Status dropdown, select Active
All Active fields for the Record Type will appear

Select the Field you want to update, and click Edit

From the Field pop-up box, you can control the properties of each field:
Internal Name of a field is the name in SharePoint - avoid spaces here
Display Name is what the user sees in the application
Order is the order in which the field should appear
Rows determines the amount of space the field should have on the form
Field Type controls options like whether the field is Text, Date, Radio, Role or some other type
Wizard Position controls which page the field appears on (e.g. Record Information or Record Response)
Stage controls at what stages the field should become visible
Default Value allows you to specify a pre-determined default option for the user, if required
With Is Active you can control whether or not the field is active at all
Options like Is Required and Not Editable allows control over what the user should or should not do
Not Required on Creation ensures the field is not visible when the record is initially created, but is available later to edit
Show in Header makes the field visible in the header of the record
By default Show in Dashboard is always enabled so that users can choose the field from the Filter on the dashboard for search or to personalise their view, but it can be turned off if not required there