Recent Records Functionality

The Recent Records functionality allows you to return to a recently viewed record with a single click.  This functionality must be configured both on the object level and for each user.

The following section describes the detailed steps to set up the Track Recent Activity option on the object and how to enable the recent records functionality for a user.

Enabling the Track Recent Activity function for an Object

To enable the track recent activity function for an object, complete the following steps:

1. Go to the Toolkit module and expand the Object group item.
2. Use the Find Object or List Objects group item link to navigate the object profile for which you want to enable the track recent activity functionality.
3. On the Object profile, click the Edit profile menu to expand, and then click the Object link.

This will display the Edit Object form.

4. Select the track recent activity check box (if not already selected) and then click the Save button.

This will enable the track recent activity for the object, and the Add to Recent Records link will be visible on the Recent Records menu when you access it from the record profile of the object type.

Note: The Recent Records menu can accommodate a maximum of five objects. The Add to Recent Records link will not be visible on any profiles which have track recent activity enabled once the max objects limit is reached. You need to delete an object that is currently in use on the Recent Records menu using the Manage Recent Records link.

Adding Object Types to the Recent Records Menu

To add an object type to the Recent Records menu, complete the following steps:

1. Navigate to the profile of a record of the object type you wish to add to the Recent Records menu.

For example, to add the individuals object type to the Recent Records menu, you must first navigate to an individual profile.

2. Once the profile page of the desired object type loads, click the Recent Records menu to expand the list of objects.
3. Click the Add to Recent Records link.

This will open a pop-up window informing you that the object type you are working with will now be added to the Recent Record menu.

4. Click the Save button to add this object type to the Recent Records menu. This will activate the Recent Records functionality for the object type.

The recently added object type will be available on the Recent Records menu. As you go on viewing the records of the object type, the system will track and display the recently viewed records on the Recent Records menu.

Note: If an object type is already set to display on the Recent Records menu, then the Add to Recent Records link will not be visible while viewing a record profile of the object type on the Recent Records menu.

The records displayed on the Recent Records menu can be set to display 3, 5, or 10 records per object type. You can control the number of records displayed per object in the Recent Records menu using the Number of recent records to show field on the My Preferences form.

Important: Only objects that have been enabled in the Toolkit by having their track recent activity check box selected will be eligible to be displayed in the Recent Records menu.

Other objects can also be tracked under Recent Records by clicking the track recent activity checkbox in the desired object profile.

Managing the Object Types Contained on the Recent Records Menu

The types of objects saved on the Recent Records menu can be modified. You have the ability to remove and add object types to this type.

Removing Object Types from the Recent Records Menu

To remove an object type from the Recent Records menu, complete the following steps:

1. Click the Recent Records menu to expand the list of objects.

   

2. Click the Manage Recent Records link.

   

3. This will open the Edit Manage Recent Activity pop-up window.

   

4. Click the Delete icon next to the object type you no longer want to appear under the Recent Records menu.

   

5. The Edit Manage Recent Activity pop-up window will update to remove the object type from the list.
6. Click the Save button. The Recent Records menu will display the updated objects list.

Note: Using the Edit Manage Recent Activity pop-up window, you can only remove object types (with all the object-related records). The removal of specific records of an object type from the Recent Records menu is not allowed.