1. From the New menu in the toolbar, select File Part.
    Alternatively, in the Navigation pane, select the Circulation tab and then in the File Creation pane, select New File Part.
    The New File Part dialog opens.
    You must have the Create Non-Templated File Parts privilege to create a file part that is not based on a template. You may only have the right to create a new file part based on an existing template. Refer to Create File Parts from Templates. 

  2. The File Selection section enables you to select where to create the new file part.

    • Client: Enter the client name or select the  icon and then select the client.

    • Matter: Enter the matter name or select the  icon and then select the matter.

    • File Part: Enter the name or scan the barcode of the parent file part. You can also select Browse Files to search for the file part.

    Your selections appear hierarchically in the Alternative Selections section. Use the links to browse the file plan and change your selections. In this way, after adding a series of inserts into a jacket, you can browse to a higher level and create a jacket, and add inserts into it.

  3. Complete the following fields:
    NOTE: To simplify data entry, individual fields can be locked. Press Ctrl+L to save the information that you entered in the field, so that you don't have to re-enter the information. Locked fields are filled in yellow. To unlock a locked field, press Ctrl+U

    • ID: Enter a unique code to identify this file part. If you don't enter an ID for this file part, the application automatically generates one.

    • Name: Enter a name for this file part.

    • Description: Enter a short description of this file part.

    • Media type: Select the type of file part, such as a jacket, insert, and so on.

    • Security policy: Public <Full Control> is set by default. Select the  icon and select the appropriate security policy for this file part.

    • Record type: Select the  icon and select the record type for this file part.

    • Retention schedule: Select the  icon and select an available schedule for this file part.

    • Retention start date: Select the date to start the retention schedule.

    • Office/Department: Select the  icon and select the location or group most responsible for this file part.

    • Responsible attorney: Select the  icon and select the user that has control over this file part.

    • Home location: Select the  icon and select the location where this file part is stored when not in circulation.
      Based on the settings configured by your application administrator, the Office/Department, Responsible attorney, and Home location fields may be filled with default values. You can manually override these default values. For more information, contact your application administrator. 

    • Vital record: If the file part requires periodic review, select this check box. You need to specify a review cycle, which is effective from the Last Reviewed Date of the file part.
      Select the  icon and select from the following:

      • Weekly: The records are reviewed every week.

      • Monthly: The records are reviewed every month.

      • Quarterly: The records are reviewed every calendar quarter.

      • Semi-Annually: The records are reviewed twice in a calendar year.

      • Annually: The records are reviewed once in a calendar year.

    • Open date: Select a date when this file part is opened or created. This date is used for calculating retention events.

    • Close date: Select a date when this file part is closed. This date is used for calculating retention events.

    • Comments: Enter any notes or comments about this file part.

  4. To create a batch of file parts simultaneously, enter the number of file parts in the Number of records to create field. This enables you to create any number of new file parts with the same properties (metadata).
    You can only create as many file parts as the file part ID format (in terms of number of characters) entered. For example, if you enter the ID for the first file part as IM_99, and specify two file parts to create, a message appears indicating that the number of records is not within the range of the specified format. This is because the second file part gets an ID IM_100, which doesn't match the file part ID format (in terms of number of characters).

    Alternatively, to create the file parts without closing the New File Part dialog box, select Save and New. This enables you to create additional file parts without opening the New File Part dialog box again.

  5. Select OK.