Creating a Record Template
Record templates are built using the Add Record dialog, accessed via New → Custom Fields & Configuration → Manage Records → Create New Record.
Each template defines the sections a user sees when completing the record — what data to enter, what files to upload, which folder documents are sent to, and whether a workflow is triggered.
Add Record dialog
The Add Record dialog has two panels: a left panel for the template's name and access settings, and a right panel for adding sections.
| Field | Description |
|---|---|
| Record Name | The name of the record template, as it will appear in the Records section of New for users to select. |
| Allowed Groups | Controls which groups can see and complete this record. The record only appears in the New module for users who belong to at least one of the selected groups. |
| Record Group | Assigns the record to an organisational grouping. Used to organise records into categories in the New module. |
| New Section Name | A label for the section being added. This name appears as the section heading when users complete the record. |
| New Section Type | The type of section to add. See Section types below. |
| + | Adds the configured section to the template. The section name and type must both be selected before the button is active. |
| View Live Preview | Opens a preview of the record as it will appear to users completing it. Available in the dialog title bar. |
| Save Changes | Saves the template. |
Section types
The New Section Type dropdown lists the available section types:
| Section type | What it adds to the record |
|---|---|
| Attachment Section | A section where the user can attach one or more supporting files. Distinct from Upload Section — attachments are secondary files, not the primary document. |
| Custom Field | A section that displays a custom field template, allowing the user to populate custom field values. The relevant custom field template must already exist. |
| Document Field | A section that exposes standard document metadata fields (such as Document Type, Reference Number, Status, Description, and Document Date) for the user to complete. |
| Document Template Section | Links the record to a document template. Data captured in the record can be used to populate the template. |
| Folder Section | Specifies which folder completed records are sent to. Folder access is controlled by the folder security model. |
| Upload Section | A section where the user uploads the primary document being submitted. Distinct from Attachment Section. |
| Workflow Section | Links the record to a workflow template. When the user submits the record, the specified workflow is initiated automatically. |
| Location Section | A section where the user selects a relevant location, such as a WBS (Work Breakdown Structure) entry. |
| Reference Number Template | Configures a template for automatic sequential generation of reference numbers for the record. |
| Drawing Section | A section where the user uploads a drawing. |
[NEEDS SME CONFIRMATION: Distribution Section and Dataview Section appeared in an earlier version of this interface. Confirm whether these section types have been removed, or whether they are conditionally available.]
How to create a record template
| Step | Description |
|---|---|
| 1 | Navigate to New → Custom Fields & Configuration → Manage Records. |
| 2 | Click Create New Record in the bottom-right of the Record Editor. |
| 3 | Enter a Record Name and select the Allowed Groups who can complete it. |
| 4 | Optionally assign a Record Group to organise the record. |
| 5 | Enter a section name in New Section Name, select a type from New Section Type, and click + to add it. Repeat for each section needed. |
| 6 | For sections that reference other configuration (Custom Field, Workflow, Folder, etc.), expand the section to select the relevant template or folder. |
| 7 | Click View Live Preview to confirm the record layout before saving. |
| 8 | Click Save Changes. |
Editing an existing template
To edit an existing record template, open the Record Editor via New → Custom Fields & Configuration → Manage Records and click the pencil icon on the relevant record row. This opens an Edit Record dialog with the same fields as Add Record, pre-populated with the template's current settings.
Related configuration
- Records — overview of the records system and configuration order
- Custom Fields — custom field templates referenced in Custom Field sections
- Workflows — workflow templates configured in Workflow sections
- Access Control — folder structure referenced in Folder sections