Non Electronic Content - Custom Field for Scanning Operations

 Article Contents

RecordPoint has the ability to add a custom field for scanning operations. This field is configured on the General Settings page in RecordPoint and stored under the custom field created. RecordPoint also generates a barcode however this will be stored in the Barcode Value field and not the custom field created. When items cannot be found using the newly configured field a search will be performed using the in built RecordPoint barcode field.

There are three stages to configure a custom barcode field. They are:

  1. Create a custom barcode field;
  2. Configure barcode scanning lookup field; and
  3. Process the custom barcode field.  

RecordPoint supports the bar codes that are compliant with SharePoint.

For further information see Microsoft TechNet article https://technet.microsoft.com/en-us/library/cc262490.aspx

Create custom barcode field

An iisreset restart is required post creating the custom barcode field on all WFE in the SharePoint Farm. This should be scheduled out of business hours.
  1. Log in as RecordPoint as a Site Collection Administrator
  2. Go to Site Settings
  3. Go to Site Columns
  4. Create a column e.g. 'CustomBarcodeField' which is a single line of text and required
  5. Go to Site Content Types
  6. Add the Custom Column into the Content Type Record, File, Box, Non-Electronic Record, Non-Electronic File and Non-Electronic Box
  7. Go to Management → Settings→ Storage Settings→ Refresh Content Types
  8. Create a Non-Electronic Record, Non-Electronic File and Non-Electronic Box and type in values for 'CustomBarcodeField' field
  9. Go to Central Administration and perform incremental crawl
  10. Complete an iisreset on each machine in the farm
  11. Go to Management → Settings→ Search settings→ Refresh the Search Scopes
  12. Go to Management → Settings→ Search Settings→ Refresh the Search MetaData
  13. Complete an iisreset on each machine in the farm

Configure barcode scanning lookup field

  1. Log into RecordPoint as a Site Collection Administrator
  2. Go to Management→ Settings→ General Settings
  3. Click the drop down list next to the 'Set the RecordPoint alternate barcode field' label.
  4. Select the field created from the steps above, alternatively any preexisting field.

Process the custom barcode field

  1. Create a Non-Electronic File and set the custom barcode field to a value (note this must be unique)
  2. Create a Non-Electronic Record and set the custom barcode field to a value (note this must be unique)
  3. Navigate to Non-Electronic→ Barcode Scanning
  4. Scan or enter the number for the contain records action
  5. Enter the alternate barcode field value for the newly created file on a new line
  6. Enter the alternate barcode field value for the newly created record on a new line
  7. Enter or scan the barcode number for the Finish action