#Manage Objects

Refer to the following sections to manage objects.

#Import Objects

You can import physical boxes, folders, records, and custom containers to AvePoint Opus. Before importing the objects, make the following preparations in sequence:

1. Create or import locations. For detailed instructions, refer to Manage Locations.

2. Create templates. For detailed instructions, refer to Manage Templates.

3. Configure term settings. For detailed instructions, refer to Physical Records.

Refer to the following steps to import physical boxes, folders, records, and custom containers:

1. Navigate to Physical records > Explorer.

2. Click Import on the upper-right corner of the page.

3. Click Download template and then select a template suite to download.

4. Complete the information on physical boxes, folders, records, or custom containers in the template.

5. Browse the template.

6. Select a conflict resolution if an object with the same unique ID already exists in AvePoint Opus:

   • Skip and keep the existing object – If you select this option, the object that already exists in AvePoint Opus will be kept, and AvePoint Opus will not import the object from the template.

     *Note: With this option selected, the Do you want to overwrite the created time and modified time? setting below will not work for conflicting objects.

   • Overwrite the existing object – If you select this option, AvePoint Opus will import the object from the template to overwrite the already existing object.

7. If the object that you want to import already exists in AvePoint Opus, you can choose whether or not to overwrite the created time and modified time of the object.

   *Note: If there is no place to define the time zone in the template, Opus will use the time zone you configured in the Settings > General settings page.

   *Note: This setting also applies to new objects. If you select Yes, the created time and modified time configured in the template will be used for the objects. If you select No, the current time will be used as the created time and modified time for the objects.

8. Click Save.

Template

The following table outlines the columns included in the template for importing physical boxes, folders, and records.

*Note: Template structure and column configurations may vary depending on the template suite you selected during download. This example references Default template suite: box for illustration purposes.

Structure	Column	Required	Description
Box	Unique ID	Yes	The unique ID of the box. The value should follow the unique ID settings configured for box templates.
Box	Name	Yes	The name of the box.
Box	Description	No	The description of the box.
Box	Size	No	The size of the box.
Box	Home location	Yes	The full path of the location where the box is located, for example, Building/Floor/Room.
Box	Status	No	The status of the box. The value should be Open, Closed, Missing, or Destroyed. If you leave this column blank, Open will be set as the status.
Box	Classification	Conditionally required	If the term application method for the location is set to Manually choose a term, enter the full path of the term to be applied to the box. For example, TermGroup
Box	Barcode	No	The barcode of the box. It should meet the defined barcode standard. If it is empty, the unique ID will be assigned as the barcode.
Box	Parent ID	No	Leave this column blank.
Box	Created time	No	The created time of the box. The value should follow the date and time formats configured in Settings > General settings.
Box	Modified time	No	The modified time of the box. The value should follow the date and time formats configured in Settings > General settings.
Folder	Unique ID	Yes	The unique ID of the folder. The value should follow the unique ID settings configured for folder templates.
Folder	Name	Yes	The name of the folder.
Folder	Description	No	The description of the folder.
Folder	Status	No	The status of the folder. The value should be Open, Closed, Missing, or Destroyed.If you leave this column blank, Open will be set as the status.
Folder	Classification	Conditionally required	If the term application method for the location is set to Manually choose a term, enter the full path of the term to be applied to the folder. For example, TermGroup
Folder	Barcode	No	The barcode of the folder. It should meet the defined barcode standard. If it is empty, the unique ID will be assigned as the barcode.
Folder	Format	No	A built-in column.
Folder	Protective marking	No	A built-in column.
Folder	Rights	No	A built-in column.
Folder	Coverage	No	A built-in column.
Folder	Date closed	No	A built-in column.
Folder	Home location	Conditionally required	If the folder is stored in a box, leave this column blank. If the template suite is started from a folder, enter the full path of the location where the folder is located, for example, Building/Floor/Room.
Folder	Parent ID	Conditionally required	If the folder is stored in a box, enter the unique ID of the box where the folder sits in. If the template suite is started from a folder, leave this column blank.
Folder	Created time	No	The created time of the box. The value should follow the date and time formats configured in Settings > General settings.
Folder	Modified time	No	The modified time of the box. The value should follow the date and time formats configured in Settings > General settings.
Record	Unique ID	Yes	The unique ID of the record. The value should follow the unique ID settings configured for record templates.
Record	Name	Yes	The name of the record.
Record	Description	No	The description of the record.
Record	Format	No	A built-in column.
Record	Protective marking	No	A built-in column.
Record	Rights	No	A built-in column.
Record	Coverage	No	A built-in column.
Record	Home location	No	Leave this column blank.
Record	Parent ID	Yes	The unique ID of the folder where the record sits in.
Record	Created time	No	The created time of the record. The value should follow the date and time formats configured in Settings > General settings.
Record	Modified time	No	The modified time of the record. The value should follow the date and time formats configured in Settings > General settings.

#Export Objects

You can export physical boxes, folders, and records, change their properties, and then import the file to make bulk updates.

1. Navigate to Physical records > Explorer.

2. Click the More actions () button, and then select Bulk update to open the Bulk update panel.

3. Select one or multiple templates, and then click Export. Physical records using the selected templates will be exported. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.

4. Make updates offline.

   Note the following:

   • The home location of each record cannot be updated. Therefore, the exported file does not include the Home location property.

   • Name and unique ID are required properties of each record.

   • If the status of a record is Destroyed, you can still update properties of this record. However, you cannot update its status.

   • If a record is currently on loan, you can still update properties of this record. However, you cannot update its status.

5. Click Browse to browse the updated files.

6. Click Save. A job will start.

#Create Physical Boxes

As a records manager, you can complete the steps below to create a physical box:

1. Navigate to Physical records > Explorer.

2. Select the location where you want to create a physical box, and click New box.

3. Select an available box template. The New box window appears on the right pane.

4. Complete the required information about the physical box and other optional information:

   • Name – Enter the name of the physical box.

     *Note: Duplicate names are allowed to be used as long as they have different unique IDs.

   • Size – Enter a number. The unit is Linear meter.

   • Home location – The full path of the location where the currently created box is stored will be automatically filled in.

   • Status – Open is automatically filled in.

   • Classification – Select a term to classify the physical box.

   • Barcode – Enter the barcode.

5. Click Save to save the physical box. A unique barcode is automatically generated for the physical box. Barcodes are used to identify the physical box and can be read by scanner devices.

Once a physical box is created, you can click Edit to edit the physical box, or click Delete to delete the physical box and click OK in the confirmation window. You can also select multiple physical boxes that are in the Open status, and click Edit to edit the physical boxes in bulk.

#Create Physical Folders

As a records manager, you can complete the steps below to create a physical folder:

1. Navigate to Physical records > Explorer.

2. Select the location where you want to create a physical folder, and click New folder.

3. Select an available folder template. The New folder page appears.

4. Complete the required information about the physical folder and other optional information:

   • Name – Enter the name of the physical folder.

     *Note: Duplicate names are allowed to be used as long as they have different unique IDs.

   • Status – Open is automatically filled in.

   • Classification – Select a term to classify the physical folder.

   • Barcode – Enter the barcode.

   • Format – Select the format that you need.

   • Protective marking – Select a sensitivity class from the drop-down list.

5. Click Save to save the physical folder. A unique barcode is automatically generated for the physical folder. Barcodes are used to identify the physical folder and can be read by scanner devices.

Once a physical folder is created, you can click Edit to edit the physical folder, or click Delete to delete the physical folder and click OK in the confirmation window. You can also select multiple physical folders that are in the Open status, and click Edit to edit the physical folders in bulk.

#Create Physical Records

As a records manager, you can complete the steps below to create a physical record:

1. Navigate to Physical records > Explorer.

2. Select the location where you want to create a physical record, and click New record.

3. Select an available folder template. The New folder page appears. The New record page appears.

4. Complete the required information about the physical record and other optional information:

   • Name – Enter the name of the physical record.

     *Note: Duplicate names are allowed to be used as long as they have different unique IDs.

   • Format – Select the format that the physical record will be in.

   • Protective marking – Select a sensitivity class from the drop-down list.

5. Click Save to save the physical record.

Once a physical record is created, you can click Edit to edit the physical record, or click Delete to delete the physical record and click OK in the confirmation window. You can also multiple physical records that are in the Open status, and click Edit to edit the physical records in bulk.

#Create Custom Containers

As a records manager, you can complete the steps below to create a custom container:

1. Navigate to Physical records > Explorer.

2. Select the location where you want to create a custom container, and click New container.

3. Select a custom container template. The New container page appears.

4. Complete the required Name for the custom container and other optional information.

   *Note: Duplicate names are allowed to be used as long as they have different unique IDs.

5. Click Save to save the custom container.

Once a custom container is created, you can click Edit to edit the custom container, or click Delete to delete the custom container and click OK in the confirmation window. You can also select multiple custom containers that are in the Open status, and click Edit to edit the custom containers in bulk.