On the File menu, select New > File Part.
The New File Part dialog opens. You must have the Create Non-Templated File Part privilege to create a file part that is not based on a template. You may have only the rights to create a new file part based on an existing template. Refer to Create File Parts From Templates.The File Selection section lets you select where to create the new file part.
Client: Enter or select
and then select the client.Matter: Enter or select
and then select the matter.File Part: Enter the name or scan the bar code of the parent file part. You can also select Browse Files to search for the file part.
Your selections are displayed 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.
Complete the following fields:
File Part 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 for this file part.
Media type: Select the type of file part, such as jacket, insert, and so on.
Security policy: Select
and then select the appropriate security policy for this file part.Record type: Select
and then select the record type for this file part.Retention schedule: Select
and then select an available schedule for this file part.The application applies a default schedule based on the schedule of the parent.
Retention start date: Select the date to start the retention schedule.
Office/Department: Select
and then select the location or group most responsible for this file part.Responsible attorney: Select
and then select the user that has control over this file part.Home location: Select
and then select the location where this file part is stored when not in circulation.
NOTE: 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
and then select from the following:Weekly: The file part is reviewed every week.
Monthly: The file part is reviewed every month.
Quarterly: The file part is reviewed every calendar quarter.
Semi-Annually: The file part is reviewed twice in a calendar year.
Annually: The file part is reviewed once in a calendar year.
NOTE: Records added to this file part retain the same record review cycle.
Open date: Select a date when this file part can be opened or created. This date is used for calculating retention events.
Close date: Select a date when this file part can be closed. This date is used for calculating retention events.
Comments: Enter any notes or comments about this file part.
To create a batch of file parts simultaneously, enter the number of file parts in the Number of records to create field. This lets you create any number of new file parts with the same properties (metadata).
You can create only 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 isn't 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, select Save and New. This lets you create additional file parts without opening the New File Part dialog again.
Select OK.