My Defaults

My Defaults is a feature available in the Wizard when a new document is created that allows you to set and save property values by document type to populate fields in new submissions by clicking a button. The FAS vault has two document types, Internal and External and you can save different My Defaults sets for each document type.

At anytime, you can change or remove the set of property values saved in My Defaults by defining and saving a new set of property values. When using My Defaults in a new document, individual properties can be overwritten by simply changing the value for the specific field.

1. To set My Defaults values, launch the new document Wizard by dragging and dropping a new document into the vault. Select the document type and click OK. The defaults saved will apply only to the selected document type. This example will use the External document type.
2. When the Wizard opens, the My Defaults buttons are in the upper left, in the section labelled Set Values To. This section contains System Defaults, which are determined by the System Administrator and are applied universally; and My Defaults, which each user with at least Editor privileges can apply and modify for personal use.
3. Define the property values for the document type (External in this example) that you want to save in My Defaults. This might include required fields such as Category, Function, Series and Entity, although other properties can be set also. For example, when receiving mail, it may be helpful to have TO BE DETERMINED (Category) and INBOX (Function) defined in My Defaults so that only the RECIPIENT (Series) needs to be added (or changed) to classify the record. It is best to avoid including Date fields in My Defaults since this property will always need to be changed to reflect the date associated with each document. The screen shot to the right shows one tab only (External) in the Wizard, but you can include properties on the other tabs (People and Notes) as well. However, it may be best to limit the amount of information included in My Defaults so that property values are not mistakenly applied to new documents.
4. Once you have defined the property values that you want to save for the document type in My Defaults, click the Save button (disk icon) next to the the My Defaults button and then click Yes to confirm the action. These default values will be saved for reuse until you change them.
5. A final confirmation is received indicating that defaults have been saved for the selected document type. Click OK.
6. To use the defaults that you just saved, click the My Defaults button in the Wizard when importing a new document. The property values defined in My Defaults will be added to the Wizard.

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