What are Closed and Open states? - Manage Records - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Manage Records

Platform
Perceptive Content
Product
Manage Records
Release
Foundation 24.1
License

When you close a record folder in Management Console, you prevent further content from being added to it until the record folder is changed back to the Open state.

With the correct privilege, you can close record folders. When you close record folders, users are unable to file any records or record folders into them. However, you can still modify existing records in a closed record folder. You can grant certain users the Override Closed State privilege which allows them to continue adding new content to closed record folders, regardless of the Closed state of the folder.

You may change the Closed state of any individual record folder at any time, regardless of its parent folder’s Closed state. Changes to a parent folder do not affect any record folders with a manually altered state. Subfolders close or open along with their parent record folder unless a user manually changes the subfolder’s state to Closed or Open. All subfolders possess the neutral Inherit filing state by default, but only users with the correct privileges can directly apply the Inherit filing state to a subfolder whose state has been manually changed to Closed or Open. If you select the Inherit filing state, the system automatically processes the record folder and all nested content inherits the state from the parent folders in the file plan structure.

A record folder automatically closes when it is cut off. Unlike the Cutoff state, the Closed state does not affect an object’s disposition rules. Users with the correct privilege can still reopen a record folder after it is cut off without affecting the Cutoff state.