Wizard & Document Properties

The following describes the Meridian Properties found on each tab in the Wizard.

External and Internal Tabs

Property	Required or Optional	Value or Response
Master Record	Required	The default is selected for Master Record; deselect if the document is a Convenience Copy. Note: This field can be changed after the record is initially imported into the vault.
Category	Required	Click on the lookup button and select the appropriate category from the list. The person performing the Mail Receiver / Mail Logger role can route the incoming document to the appropriate Recipient by using the "TBD - TO BE DETERMINED" category.
Function	Required	Click on the lookup button and select the appropriate function from the list. The person performing the Mail Receiver / Mail Logger role can use the "IN - INBOX" function that falls under the "TBD - TO BE DETERMINED" category to route the incoming document to the appropriate Recipient.
Series	Required	Click on the lookup button and select the appropriate series from the list. The person performing the Mail Receiver / Mail Logger role can use the Record Series for the appropriate Recipient by selecting the recipient's name (or the name of the person providing adminstrative support for the recipient) to route the incoming document for review and action.
Entity	Required	Click on the lookup button and select the appropriate entity from the list. If the entity is unknown, the person performing the Mail Receiver / Mail Logger role can select the "00 - ENTITY TO BE DETERMINED" option.
Security Level	System controlled	Driven by vault security permissions and category, function, record series, entity combination. Security levels will be used for Personnel Service Records for each of the managers in the office with direct reports. The field cannot be edited directly in the Wizard.
Subject	Required	Enter a descriptive subject. When initially importing a document, text typed in the Subject field will automatically be pre-filled in the Title field (up to the character limit for that field). Since the Subject field is has a greater character limit than the title field, use the subject field to provide additional details about the document that supplement the title. Character limit = 255.
Title	Required	Enter a succinct title. Character limit = 30.
Document Date	Required	Click on the drop down arrow to select the date the record was received in the office.
Event Date	Optional	If the record pertains to an event, click on the drop down arrow to select the event date.
Fiscal Year	Optional	Fiscal Year will be set automatically by the system based on the Document Date. If the document pertains to a different fiscal year than the one associated with the Document Date, you can click on the look up button to make another selection.
Reference Doc ID	Optional	An optional field, this can be used for a Voucher Document ID number or another reference number associated with the document. This field is not for the Meridian system log number or for the FileMaker Pro Log number (documents transferred into the vault that were previously logged in the Mail Log; use the Notes field for old mail log numbers).
Initiative	Optional	If the record is associated with an initiative, click the lookup button to select the initiative from the list. Click on the "Find Matching Items" button (binoculars) to see the full list of Initiatives, including CIP projects, Committees, Events and Tasks.
Retention Start Date	Optional	If known, select the date that the system should start tracking the retention term.
Retention Type	System controlled	The system will set the retention type to align with the categorization details (Master Record, Category, Function, Record Series).

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People Tab

The people lists are populated by a combination of UT staff and faculty from DEFINE (plus student workers) and people from outside of UT that are manually entered in the vault. To add a non-UT name to the people list, refer to the Add People to the Lookup List help section.

Property	Required or Optional	Value or Response
Vendor	Optional	Click on the lookup button and select the appropriate vendor from the list. Vendor is used to identify non-UT companies with which the office does business.
People From	Required (External Doc Type) Optional (Internal Doc Type)	Click on the lookup button and select the appropriate name from the list (use the "Find Matching Items" button or type a portion of the value in the appropriate field and press enter). If necessary, you can add a name by clicking on the "Add an Item to this List" button. The People From property is limited to one entry.
People To	Required (External Doc Type) Optional (Internal Doc Type)	Click on the lookup button and select the appropriate name from the list (use the "Find Matching Items" button or type a portion of the value in the appropriate field and press enter). If necessary, you can add a name by clicking on the "Add an Item to this List" button. The People To property is limited to one entry.
People About	Optional	Click on the lookup button and select the appropriate name from the list (use the "Find Matching Items" button or type a portion of the value in the appropriate field and press enter). If necessary, you can add a name by clicking on the "Add an Item to this List" button. The People About property is limited to one entry.
People CC	Optional	Click on the lookup button and select the appropriate name(s) from the list. The People CC property can contain multiple entries.
People Via	Optional	Click on the lookup button and select the appropriate name(s) from the list. The People Via property can contain multiple entries.

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Notes Tab

Property	Required or Optional	Value or Response
Notes	Optional	Use the Notes field for the following: a mail log number from the legacy FileMaker Pro system special instructions related to the retention or management of the record any pertinent information related to the record
Keywords	Optional	Select from the list of available keywords. The Keyword property can contain multiple entries.
Delivery Method	Optional	Click on the lookup button and select the appropriate delivery method (if applicable).
Special Handling	Optional	Click on the lookup button and select a special handling instruction (if applicable).

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All Tabs

Property	Required or Optional	Value or Response
Set Values To: System Defaults button	NA	Overwrites property values and replaces with system default values. Action available for new documents only.
Set Values To: My Defaults button	NA	Overwrites property values and replaces with individually defined default values. Action available for new documents only.
Set Values To: Overwrite Existing Defaults button	NA	Save new personal default values. Action available for new documents only.
Copy Existing Document Values Current Selection	NA	Copies the property values of a selected document and applies the values to the new document. The new document and the selected (existing document) must be the same Document Type (Internal or External). Action available for new documents only.
Copy Existing Document Values Browse to Document	NA	Click to browse to the document containing the property values that you wish to copy into the new document. Action available for new documents only.
Document Name button	NA	Click this button to display the document name.
Delete Source	NA	Selecting Delete Source will delete the document (e.g. MS Word file, PDF, etc.) from its original location (e.g. your hard drive, the network, the scanner drive, etc.) as soon as you click the Finish button. The default for this setting is off and you must select it in order to delete the file from the source when you submit your document to the vault. Use this feature carefully as the document source is actually deleted and isn't simply moved to the recycle bin from where it can be restored.
View button	NA	Allows you to view the file without launching the application.
Finish	Required	Click finish when ready to submit. All required fields must be completed in order to finish and submit. Any required fields not completed will be highlighted in yellow in the Wizard if you select Finish.
Cancel	NA	Cancels the document Wizard, all property and data will be lost.

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