The IQ Archivist module contains a directory feature, File Plan, which allows you to organize your records into folders and subfolders. Users who have been granted security lock 264 (Maintain Folders) can to create or modify the folders and subfolders in the File Plan and then assign the appropriate folder in the Records panel of the Workflow Template. When the associated source workflow is closed, IQ automatically places the records into the selected File Plan folder. Folders can be closed so that records can no longer be added to them. Before a folder can be closed, all references must be removed from the associated Workflow Templates and all open workflow records using the folder must be closed or updated to use an open folder. You can use the Update Open WF action on the Records panel of the Workflow Template to update the folder for open workflow records.
To access the File Plan:
Click the Archivist tab and click the File Plan submenu link. Folders and subfolders established for your office appear on the left side of the page. Click a folder to display subfolders or records within it. Subfolders appear below the folder; records appear on the right side of the page.
Click the record ID link in the RM ID column to go the Managed Record page for that record.
To create a root folder, select the Add Root Folder action and complete the fields in the Add Folder dialog.
To create a subfolder, highlight the folder under which you want to place it and select the Add Folder action.
To move a folder and all its contents (subfolders and records) to another folder, highlight the folder and select the Move Folder action.
To delete a folder, highlight it and select the Remove Folder action. This action is unavailable if there are records in the folder. You must move the records to another folder before you will be able to delete the folder.
To rename a folder, highlight it and select the Rename Folder action.
To update a folder description, manager or retention schedule, highlight the folder and select the Update Folder action.
To close a folder, highlight it and select the Close Folder action. Click OK to confirm. IQ places the text (Closed) next to the folder name.
To reopen a folder, highlight the closed folder and select the Reopen Folder action. Click OK to confirm. IQ removes the text (Closed) next to the folder name.
Each folder contains a text field to enter a New Folder Name, Description, identify the Manager of the folder and a drop-down list to select a Retention Schedule. The retention schedule is used as the default schedule for all records saved to this folder. Individual records may be assigned their own schedules, which supersede the folder setting. Leaving the Retention Schedule for a folder blank causes records in the folder to be retained indefinitely.
Settings for a folder can be updated at any time using the Update Folder action. If you change the Retention Schedule for a Folder, it will only impact Records created after the change. The Disposition Dates of existing Records are not recalculated.
Once a File Plan is created, records can be added to folders. When a folder is specified in a Workflow template, Workflow records created from that template will be added as records in the folder when they are completed and closed.