Friday, June 18, 2010

How To: In Place Record Views in SharePoint 2010

One of the great new features in SharePoint 2010 is the In Place Record declaration. This allows a user to apply Records management to any file in a document library.

To enable this feature, you must first activate the In Place Records feature in your site collection. Next, for a given library, go to its settings and choose “Record Declaration Settings”. Choose “Always allow the manual declaration of records”.

 Declare Record Settings

This will allow the Declare Record button to appear in the ribbon.

Declare Record

Now that you have a collection of records and documents in the library, you will probably wish to sort them using views. I like to create two extra views: Active (which means all active documents or “non-records” and All Records (which means anything declared as a record).

It is easy to create the views once you know the steps. The following steps come from my colleague Hoking:

To make the views, you need to first enable in-place records management in the library settings.  Then you need to actually declare 1 document as a record manually - this is in order to get the "Declared Record" field visible in the create/modify view pages.  For the Active view, filter on Declared Record equal to [blank], as in don't enter a value for the field.  For the All Records view, set the filter on Declared Record not equal to [blank].

Hope that helps!

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