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RecordTypes Schema Reference

Overview

This reference article provides a detailed description of the RecordTypes table, which defines the record types available in our application. The schema for the RecordTypes table is crucial as it dictates both the categorization and behavior of different record types in the system.

RecordTypes Fields Schema

The following entries outline the Record Types schema for the RecordTypes table. The fields are organized into the following categories:

Core Fields

Field Name Type Required Default Description Additional Information
PartitionKey string Yes SiteId - Uniquely identifies the SharePoint site Editing not recommended as it may lead to incorrect application operation
RowKey string Yes SharePoint ContentType name Editing not recommended as it may lead to incorrect application operation
IsActive boolean Yes false Controls whether the record type is available for use Set to true only when all attributes are valid and ready for use
Category string Yes Groups record types into logical categories (e.g., Briefing, Correspondence, Event)
Order int Yes Controls position of record type and category in dropdown menus Use large numbers (e.g., 101, 102) to better manage sorting
Prefix string Yes Record type prefix used in record numbering Editing not recommended as it may lead to incorrect application operation.
StagesJson string No JSON array defining workflow stages and their order Must follow specified JSON schema format
Color string No Visual identifier for the record type Can be HTML color name or hex value (e.g., red, #ff6347)
IsCorrespondenceType boolean No false Indicates if the record type is for correspondence

Important Considerations

  1. Record Type Ordering
  2. Categories are sorted based on the lowest Order value of their contained record types

  3. Use consistent numbering ranges for different categories (e.g., 100s for Briefing, 200s for Correspondence)

  4. Stages Configuration

  5. StagesJson must follow this schema: 
    {
  "$schema": "http://json-schema.org/draft-07/schema#",
  "title": "Record Type Stages",
  "type": "array",
  "items": {
    "type": "object",
    "properties": {
      "Name": { "type": "string" },
      "Order": { "type": "number" }
    },
    "required": ["Name", "Order"]
  }
}

Examples

Category and Order Example

Category Record Type Order
Briefing Ministerial Briefing (BMIN) 101
Briefing Organisational Briefing (BORG) 102
Correspondence Ministerial Correspondence (CMIN) 201
Event Ministerial Event (EMIN) 301

StagesJson Example

Example 1: 

[{"Name":"Initiate","Order":1},{"Name":"Prepare and review","Order":2},{"Name":"Recommend","Order":3},{"Name":"Make decision: Allocate roles","Order":4},{"Name":"Make decision: Prepare and review","Order":5},{"Name":"Make decision: Recommend","Order":6},{"Name":"Make decision: Make decision","Order":7},{"Name":"Make decision: Manage signatures","Order":8},{"Name":"Implement and close","Order":9},{"Name":"Closed","Order":10}]

Example 2: 

[{"Name":"Initiate","Order":13},{"Name":"Prepare and review","Order":2},{"Name":"Recommend","Order":3},{"Name":"Make decision: Allocate roles","Order":4},{"Name":"Make decision: Prepare and review","Order":5},{"Name":"Make decision: Recommend","Order":6},{"Name":"Make decision: Make decision","Order":7},{"Name":"Make decision: Manage signatures","Order":8},{"Name":"Implement and close","Order":9},{"Name":"Closed","Order":10},{"Name":"Custom","Order":2},{"Name":"Final","Order":12}]

Stages on field level

At the field level (RecordFields Table), you can specify the stages in which you want to display this field (works for the Role type). In the "Stages" column, you need to list the stages in which to display the role, separated by a semicolon.

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Permanently removing Record Types

To permanently remove record type follow these steps: 1. Remove the record type from Record Types table in Azure 2. Remove all fields connected to the record type from Record Fields table in Azure 3. Remove all document libraries that used the corresponding content type 4. Remove the content type from SharePoint

Renaming a Content Type

It's not currently possible to rename an existing Content Type. You need to create a new one, then you can deprecate the old one.