Library administrators can choose which record types are available in a library. They can also set the default record type for publishing content to the library.
Restricting Record Types
- On the Libraries tab, select a library from the My Libraries area.
- Click Record Types.
- Optionally, change the default record type for the library.
- Select the Restrict the record types available in the library checkbox.
- Select one or both of the following options:
- Allow content with any record type to be linked to this library— Select this option if you want to enable content published in other libraries to be shared to the library where you have restricted record types. The content in other libraries can be shared regardless of the record types used.
- Do not apply record type restrictions to existing content— Select this option if you don’t want to receive warnings regarding existing content in the library. You won’t be alerted if existing content uses record types that you exclude from the library. This option refers to notifications only; existing content is not affected by restricted record types.
- For each record type that you want to allow in the library, move it from the Available Record Types list to the Selected Record Types list, and click Save.
Notes on Restricting Record Types
- If the library already contains published content, selecting the Restrict the record types available in the library option automatically moves all the record types used by the published content to the Selected Record Types list.
- Deselecting the Restrict the record types available in the library option automatically moves any record types in the Selected Record Types list to the Available record Types list.
- When changing a file's managing library, the file's record type must be permitted in the new managing library.
- When sharing a file with a library, the file's record type must be permitted in the shared library unless the Allow content with any record type to be linked to this library option is selected for the shared library.
- When the default record type for a user's profile differs from the default record type for a library, the user profile default takes priority when a user with that profile shares a file with the library. General is used as the default record type when no default is set for the user profile.
- When there are no record types in common between a user profile and a library, the default record type for a library is available to users with that user profile who are sharing files with the library.