This area is accessed from File > Administration > Records. Because changes in this area may cause a loss of data integrity, you will require the Business Fitness Support Code to make changes. Please contact Business Fitness support on 1300 333 424 to assist with changes in this area.
The Record Location Editor in HowNow allows you to specify the standard file locations where HowNow stores records. HowNow will already have various record locations specified, which can be modified.
HowNow allows record locations to be specified as archives. New records cannot be stored in archived locations, but archives can still be searched. See Archiving for more details.
To display this dialogue select File > Administration > Records > Record Locations.
By default, the first level items in the tree view (such as Contacts and Team) are sub-folders that HowNow creates at the end of the path you specified in the Database Settings field called "Network Path to the Record documents on the Server". For example, if the path specified for Record locations is X:\DATA\Records\, then the Contact's folder will be located at X:\DATA\Records\Contacts\ and the Team folder will be at X:\DATA\Records\Contacts\.
However, HowNow allows you to override this default and specify your own folder names.
For example, to save records to X:\DATA\Client Documents\Documents, first set the "Network Path to the Record documents on the Server" field to X:\DATA\. Then edit the Contacts item and enter "Client Documents\Documents\" as the Folder Name. This will cause HowNow to save Contact records to X:\DATA\Client Documents\Documents\ and the Team records to X:\DATA\Team\.
Together with your organisation’s HowNow Leader and your Business Fitness Implementation Team, decide on your organisation’s folder structure for your records. For an accounting firm, for example, two common ways of structuring Record folders in the Contacts area is: (1) Contact > Year > (e.g. SMITH0001 > 2016). In addition, a folder called "Permanent" is often used for each contact’s permanent files.
Note: The "Contact ID" folder can be any database field, but it is usually the ClientCode (recommended as this rarely changes) or EntityName. This is specified in the External Database Connection Setup Wizard.
To define a new Record location, click on the appropriate item in the tree view (e.g. Contacts), click on either Same Level or Sub-level, and then click New. The Record Location Details dialogue will appear.
You can also drag and drop items in the tree view. When an item is being dragged over an existing item, the cursor changes to a vertical arrow to indicate that the item will be moved to the Same Level or a horizontal arrow to indicate that the item will be moved to a Sub-level compared to the location where you are dropping the item.
To delete an item, select it, and then click Delete. HowNow will only allow deletion if there are no records stored at that location (including records existing in the Recycle Bin).
To edit an item, select it, and then click Edit. The Record Location Details dialogue will appear.
Note that if an item’s description or its path is changed, HowNow will rename the corresponding folder location.
To combine locations, click the Combine Locations checkbox. Then drag an item and drop it on to the location you wish to combine it with. Any records at the original location will be moved to the new location. The original location can then be deleted.
Click OK to save the changes when complete.
When setting visibility on a top level location it filters down to all the sub-locations. Visibility can be taken off an individual sub-location. Visibility can be set for an individual sub-location. Adding a sub-location to the first sub-location - it filters down to the rest but not up to the top level location.
Changing Visibility on a sub-location, that is the only sub-location, will change the top level location.
Records keep their visibility when moved to a new location or when the Record Location visibility is changed.
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Hints can be added to a Record Location.
"Projects" — Could have a hint of "External projects only, Internal projects to be stored under 'Administration'."