Physical Content Type and Security Setup
Prerequisites:
Term Set(s) uploaded and associated to RecordPoint
Setup Account which has administrative access to RecordPoint and Term Set(s)
Execution Order:
Create Site Columns
Create Content Types
Apply Custom Columns to Content Types
Add Content Types to Non Electronic List (RP Site)
Add Content Types to Non Electronic List (Active Site)
Configure Security on Content Types (RP Site)
Configure Security on Content Types (Active Site)
Synchronize New Content Types to Active Site Collections
Create Site Columns
RecordPoint Site Collection Custom Columns Description:
Security Classification
Field type: Managed Metadata
Term Group Selected: <Term Set associated to Outcomes>
Default Value Set As: <BLANK>
Group: Physical Records Management
Manual Classification
Field type: Managed Metadata
Term Group Selected: <Term Set associated to Outcomes>
Default Value Set As: <BLANK>
Group: Physical Records Management
RecordPoint Site Collection Custom Columns Creation Steps:
Login to the RecordPoint Site Collection as an Site Collection Administrator
Navigate to Site Settings
Select "Site Columns" under the heading "Web Designer Galleries"
Select "Create" at the top of the page
Populate the "Name and Type", "Group" settings fields plus any additional required configurations i.e. Managed Metadata Group selection, etc.
Select "OK" at the bottom of the page to save the column and settings
Create Content Types
RecordPoint Site Collection Content Types:
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RecordPoint Site Collection Content Types Creation Steps:
Login to the RecordPoint Site Collection as an Site Collection Administrator
Navigate to Site Settings
Select "Site content types" under the heading "Web Designer Galleries"
Select "Create" at the top of the page
Populate the "Name and Description", "Parent Content Type" and "Group" settings fields
Select "OK" at the bottom of the page to save the column and settings
Apply Custom Columns to Content Types:
Add Column(s) to Content Type(s):
Login to RecordPoint Site Collection
Navigate to Site Settings
Select "Site Content Types" menu under "Web Designer Galleries"
Select Content Type to apply columns to i.e. "EXAMPLE Record"
Select "Add from existing site columns"
Select Column(s) from "Available columns" selection field > Select "Add"
Select OK to save columns to content type
Add Content Types to Non Electronic List (RecordPoint Site)
Add Content Types to "PhysicalFileTypes" List as both Item/Content Type:
Add Content Types to List:
Login to RecordPoint Site Collection
Navigate to Site Contents
Select the list "PhysicalFileTypes"
Select the "List" ribbon tab > Select "List Settings"
Select "Add from existing site content types"
Select the Content Type(s) to add as physical file types > Select Add
Select OK to save the content types to the list
Add Matching Items to List:
Navigate back to the list "PhysicalFileTypes"
Select "(+) New Item"
Populate only the "Title" field with the same name as the physical content type (E.g. Content Type: "Procurement File" > Item: "Procurement File")
Select Save
Select the Ellipsis (…) on the new item > Select "Edit Item"
The "Content Type" drop down field should now be visible as the first option on the form
Select the matching content type from the drop down field
Select "Save" to commit the content type to the item (This creates the link between the item you select in the drop down and the physical content type)
Add Content Types to "PhysicalRecordTypes" List as both Item/Content Type:
Add Content Types to List:
Login to RecordPoint Site Collection
Navigate to Site Contents
Select the list "PhysicalRecordTypes"
Select the "List" ribbon tab > Select "List Settings"
Select "Add from existing site content types"
Select the Content Type(s) to add as physical record types > Select Add
Select OK to save the content types to the list
Add Matching Items to List:
Navigate back to the list "PhysicalRecordTypes"
Select "(+) New Item"
Populate only the "Title" field with the same name as the physical content type (E.g. Content Type: "Procurement Record" > Item: "Procurement Record")
Select Save
Select the Ellipsis (…) on the new item > Select "Edit Item"
The "Content Type" drop down field should now be visible as the first option on the form
Select the matching content type from the drop down field
Select "Save" to commit the content type to the item (This creates the link between the item you select in the drop down and the physical content type)
Add Content Types to Non Electronic List (Active Site)
Add Content Types to Non Electronic List as both Item/Content Type:
Add Content Types to List:
Login to Active Site Collection
Navigate to Site Contents
Select the list "RecordPoint Non Electronic Files"
Select the "List" ribbon tab > Select "List Settings"
Select "Add from existing site content types"
Select the Content Type(s) to add as physical file types > Select Add
Select OK to save the content types to the list
Add Matching Items to List:
Navigate back to the list "RecordPoint Non Electronic Files"
Select "(+) New Item"
Populate the "Title" field with the same name as the physical content type (E.g. Content Type: "Procurement File" > Item: "Procurement File")
Select Save
Select the Ellipsis (…) on the new item > Select "Edit Item"
The "Content Type" drop down field should now be visible as the first option on the form
Select the matching content type from the drop down field
Select "Save" to commit the content type to the item (This creates the link between the item you select in the drop down and the physical content type)
Configure Security on Content Types (RP Site)
Breaking Inheritance and Adding Users/Groups:
Login to the Record Site Collection as an Site Collection Administrator
Navigate to Site Contents
Select the list "PhysicalFileTypes"
Select the Ellipsis on an item e.g. "Procurement File" > Select the second Ellipsis > Select the "Shared With" button > Select Advanced
From the "Permissions" ribbon select "Stop Inheriting Permissions" and confirm
Select the "Grant Permissions" button and add required users/groups to list item with Edit permission
Select the users/groups checkboxes which should be removed from having access > Select "Remove User Permissions" and confirm
REPEAT THIS PROCESS FOR ALL FILE/RECORD ITEMS IN LIST THAT REQUIRE UNIQUE/CUSTOM PERMISSIONS
Configure Security on Content Types (Active Site)
Breaking Inheritance and Adding Users/Groups:
Login to the Active Site Collection as an Site Collection Administrator
Navigate to Site Contents
Select the list "RecordPoint Non Electronic Files"
Select the Ellipsis on an item e.g. "Procurement File" > Select the second Ellipsis > Select the "Shared With" button > Select Advanced
From the "Permissions" ribbon select "Stop Inheriting Permissions" and confirm
Select the "Grant Permissions" button and add required users/groups to list item with Edit permission
Select the users/groups check boxes which should be removed from having access > Select "Remove User Permissions" and confirm (Please leave the "Records Administrators" group as an active user group on content types for access to configure/modify these content types at a later date if required.)
REPEAT THIS PROCESS FOR ALL FILE/RECORD ITEMS IN LIST THAT REQUIRE UNIQUE/CUSTOM PERMISSIONS
Refreshing the RecordPoint Cache:
Login to Active Site Collection as an Site Collection Administrator
Navigate to Site Setting
Under the RecordPoint heading select 'Cache Settings
Select the 'Refresh' button on the "Refresh the Cache for RecordPoint" op
Example Security Setup Table:
Users with Access | Content Type |
ALL Users | EXAMPLE File |
ALL Users | EXAMPLE Record |
User/Group 1 | Enforcement File |
User/Group 1 | Enforcement Record |
User/Group 2 | Human Resources File |
User/Group 2 | Human Resources Record |
User/Group 3 | Procurement File |
User/Group 3 | Procurement Record |
The RecordPoint Non Electronic content types are synchronized to each active site that has the “RecordPoint Active Non Electronic” feature enabled. (This is enabled via; Central Administration > Application Management > RecordPoint Deployment and Configuration > Configuration > Next to navigate to page "Configure Settings for the Active site" > Select Web Application > Select Site Collection)
The physical content types and columns synchronize to each active site that has this feature enabled at the start of the queue processing/initialization of the timer job where it begins queue processing by cycling through each site, each time the job finishes to 100% it will recycle and start again. Should you find that there are thousands of active sites and the queue timer job takes hours before a recycle you could manually kick off a “SharePoint Timer Service” reset on the web front ends of the farm, this should restart the queue processing and start the synchronize job.
Attached is a VERBOSE level trace (Event Logging) of exactly what happens when a new content type is synchronized to an active site.