Creating a virtual file or file request

A virtual (electronic) file can contain only virtual file parts and is assigned a Home location. You cannot add physical documents or physical objects to virtual files. You can use virtual files to describe and manage collections of electronic objects in a similar fashion to physical documents on files. The benefits of virtual files include:

Using a primary keyword for the title.
Applying a disposal schedule for automatic sentencing.
Apply fields to describe the contents.
Using controlled keywords for searching.

expanddropdownHow to

Find or go to the location where you wish to create a file request.
Select the Action button, then Create object .

The Choose a type to create blade is displayed to the right of the Content pane.
Select File.
Enter a Name for the file.

If you would like to create the file in a different container other than your chosen folder, select or choose a recently used Container from the drop-down list.

On the Change container dialog box, there are a number of browse options for you to choose from to select a different container:
- On the Recent tab, select a container from the list of ones you have recently accessed, then Use selected.
- On the Handy tab, use the Navigation pane to browse your Handy, select a container, then Use selected.
- On the Home tab, use the Navigation pane to browse your Objective Home folder to find and select the container you want. Then choose Use selected.
- On the Global tab, use the Navigation pane to browse your Objective Global folder to find and select the container you want. Then choose Use selected.
- On the Find tab, select the object type from the drop-down and enter your search criteria in the adjacent textbox. Select Find to display the search results. If you have multiple containers with the same name, you can select the to view the container's hierarchy.
  
  Choose a container from the results list, then Use selected.
  
  You can also select a container in the search results and navigate to it, where you can select it's sub-folders or any other folder.
Or you can simply drag-and-drop another container from your Content pane into the Selected container section of the Create file request blade.

An error message is displayed if the selected container is not appropriate or you do not have the appropriate permissions to use it.

Select an object sub-Type from the drop-down list.

The default the type is file.
Add a Primary Keyword - this is the keyword that most closely matches the file.

The keyword selected here is attached to the file's title, along with any Broader Terms used for the selected keyword (up to three keywords attached to title). You can add more keywords to the file in the Keywords field.

If a primary keyword has a disposal schedule assigned to it, then this disposal schedule defaults to the file's disposal schedule.
Select a Creation State depending on what you want to create:
- Virtual
- Virtual request
(Virtual only) For Repository, select the repository that the Virtual File should be associated with.
(Virtual request only) In Delegate to, add the Objective user or group who you are asking to create the file. A file creation task will be sent to this user or group.
Select a Priority. This is the urgency of the physical file creation. Select Routine, High or Urgent from the drop-down list. The delegated User/Group uses this to prioritise your request among others.
Add keywords. For some object types, you will need to choose the appropriate keyword library to use. Your organisation may have created a custom keyword thesaurus to enable the classification and retrieval of records. Assigning keywords to an object will enable faster retrieval in searches and queries.All objects in Objective ECM (except for keywords) can use keywords.Keywords are grouped in the list by keyword library.Select the appropriate keyword library from the User Catalogue drop-down list.Either, select a keyword from the list or Find a keyword. Enter your keyword search criteria in the Name field. If you do not select Show non-preferred, only frequently used terms will be displayed in the search results.Select the appropriate keyword usage from the search results. In ObjectiveObjective Navigator, your Objective administrator must have already added keywords to the keyword library and defined them as being able to be assigned to objects, before you can include them with your objects.
Optionally enter a Description for the file you are creating.
Expand the Security settings section.
1. Select a Security Classification from the drop-down list.
  
  You can only select options in the Security settings section if you have permission to do so and the section is visible.
  
  Security classifications can be used to configure the available access levels to stored data. Each user also has a Highest Available Classification assigned to them, which allows them to view objects of certain security classifications. This means that when you have set an object's security classification, any user with a Highest Available Classification equal to or higher than that object's security classification, is able to see it.
  
  Tick the Use inherited classification checkbox to use the listed classifications that are already part of the target / parent container.
2. Select Caveats from the drop-down lists.
  
  Caveats are used in your organisation to secure information relating to an area of practice or specific knowledge level. If your administrator has set up caveats to be visible to all users, you will be able to assign caveats to objects that have been assigned to you or a specific caveat group. You must also have the appropriate user privileges to assign 'inactive' caveats (those that are no longer in use) where necessary.
  
  You can Find a caveat by entering the Name of the caveat then selecting Find. Choose the appropriate caveat from the search results, then Use selected.
  
  Tick the Use inherited caveats checkbox to use the listed caveats that are already part of the target / parent container.
Enter information into the other fields as appropriate.
Select Create.

Tip: Select Back at any time to create a different object type if needed.

If the selected container is a file, you won’t be able to choose File request on the Choose a type to create blade.