Linking Records to Hierarchy

From the Link Records : hierarchyname page, you can manually link records to the hierarchy.

Prerequisites

  • Enable the Link Records and Edit Link Records resource security permissions.
  • Set the Hierarchy Link Approval business process rule if you want to create a work item for the approval of record linkages.
  • The hierarchy must be in the Published state.

Procedure

  1. On the Hierarchies page, select the hierarchy that you want to link records to and then click Link Records.
    The Link Records : hierarchyname page is displayed.

  2. The Nodes panel displays a list of hierarchy leaf nodes. Before selecting the node, you can perform the following tasks:
    1. Sort leaf nodes in ascending or descending order
    2. Filter the leaf nodes until the last node
    3. If the node list is huge, you can traverse through the nodes using the left and right arrows.
  3. Select a node to which you want to link records.
    The selected node is displayed in the Linked Records panel.
  4. Click Edit to link records to nodes.
    The Link Records panel is expanded with the Add Links option.

  5. Select a repository from the repository drop-down list and click Add Links to link records to the selected leaf node.
    The Add Records page is displayed with the following options:
    • Repository drop-down list
    • Attribute-based search filter criteria similar to search records on the Browse and Search page
    • Record ID column and first three attributes (marked as Display in record list) columns. The remaining attributes are displayed in the tooltip when you hover over the record ID link.


  6. Select records from the Record ID column and click Link.
    The selected records are linked to the selected node and displayed in the Review section of the Linked Records panel.
    Unless you submit the link records hierarchy, the linked records are displayed in the Review list. On the Linked Records page, you can filter records based on the following options:
    • Linked: Displays a list of approved links
    • Pending: Displays a list link that is pending for approval
    • Review: Displays a list of unsaved links
  7. Click Submit.
    A confirmation message is displayed. Clear the Process through workflow check box if you do not want to process the hierarchy through workflow. The check box is displayed only if you have the Allow confirmation of hierarchy without workflow permissions.
  8. Click Save.

Result

  • If you have selected the Process through workflow check box, the hierarchy linking approval work item is generated. After submitting the work item, the records are displayed in the Linked list.
  • If you have not selected the Process through workflow check box, the links are displayed in the Linked list for the respective nodes.