Manage your retention schedules

The AODocs Retention Module is a feature of the AODocs Document Management Platform, included in the AODocs Application Platform license level. It lets you automate the retention and disposal of the documents stored in your AODocs libraries.

If one or more of your retention policies changes, you may want to update or deactivate the corresponding retention schedules.

When you've created retention schedules and added them to the AODocs Retention Module, you can:

 Search for retention schedules
Edit retention schedules individually
Edit several retention schedules via CSV file
 Force the AODocs Retention Module to run the Retention batch process
Deactivate retention schedules
Delete retention schedules

Search for retention schedules

1. In the AODocs Retention Module, select the Retention Schedules tab. The list of retention schedules is displayed.

Note: Deactivated retention schedules are grayed out.

2. Enter text in the search bar.

Notes: The search:
– applies to all fields in all your retention schedules, including deactivated retention schedules
– is not case sensitive
– outputs only matches for the entire phrase if you enter more than one word
– must contain a minimum of three characters

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Edit retention schedules individually

Note: If you edit retention schedules that are already assigned to libraries, the next time the weekly Retention batch process runs, the retention properties in your documents will be updated accordingly. Learn more: What happens when you use retention in AODocs libraries? If required, you can force the AODocs Retention Module to run the Retention batch process.

1. In the AODocs Retention Module, select the Retention Schedules tab. The list of retention schedules is displayed.

2. Press the Edit button next to the retention schedule you want to modify.

3. Modify the required fields.

Notes:
– You can't modify the Policy code or Country form fields in existing retention schedules.
– You can't modify the Event or Secondary label fields, or add or change properties in retention schedules that are assigned to libraries.

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Assigned retention policy with Policy code ADM157 and Country UK


Edit several retention schedules via CSV file

You can edit several retention schedules at once by importing a CSV file.

1. In the AODocs Retention Module, select the Retention schedules tab. The list of retention schedules is displayed.

Note: Deactivated retention schedules are grayed out.

2. Identify the retention schedules you want to modify.

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3. Create and configure a CSV file in the same way as when you create retention schedules, but fill in the Policy code, Country and Event fields with the values of existing retention schedules.

Note: You can't change the Policy code, Country or Event fields of existing retention schedules.

4. In your CSV file, modify the values you want to change.

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5. Press Upload retention schedules.

6. Select your CSV file and press Open.

A pop-up opens to confirm that the retention schedules were updated.

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7. You can see that the schedules have been updated in the Retention schedules tab.

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  • If the CSV file does not comply to the required schema, the retention schedules aren't uploaded and the information pop-up displays the invalid lines.
  • If the CSV file complies to the required schema but one of your retention schedules is missing a required field, for example, the correctly formatted retention schedules are uploaded and the information pop-up displays the invalid lines.
  • If you tried to modify a retention schedule but put the wrong Event for a given Policy code and Country, the pop-up shows the following error: image07.png

Force the AODocs Retention Module to run the Retention batch process

Note: Only AODocs super administrators and Retention super administrators can force the AODocs Retention Module to run the Retention batch process. This feature is disabled for library administrators.

If you have updated retention schedules by editing them individually or by batch, you may want to force the AODocs Retention Module to run the Retention batch process to update the retention properties in the documents managed by these retention properties.

1. In the AODocs Retention Module, select the Active libraries tab. The list of libraries with assigned retention schedules is displayed.

2. Press the Edit library assignments button next to a library that is managed by a retention schedule you updated.

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3. Press Recalculate. The Retention batch process runs and updates any properties in your documents following the changes you made to the retention schedules.

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Deactivate retention schedules

You can deactivate retention schedules that you have assigned to a folder in an AODocs library.

You may want to deactivate a retention schedule if a retention policy becomes obsolete and the new policy that replaces it is not retroactive. Deactivating a retention schedule prevents users from applying it to other folders.

Important: If you deactivate a retention schedule that is assigned to a folder in a library, the retention schedule remains active in this library until all documents have been deleted. If you add new documents to the folder on which a deactivated retention schedule has been assigned, the new documents are managed by the deactivated retention schedule.

1. In the AODocs Retention Module, select the Retention schedules tab. The list of retention schedules is displayed.

2. Press the Edit button next to the retention schedule you want to deactivate.

3. In the Options tab, use the switch to deactivate the retention schedule. 

4. Press OK in the confirmation pop-up.

5. Press Save.

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In the Retention schedules tab, the deactivated retention schedules are grayed out

Learn more:


Delete retention schedules 

You can delete retention schedules that are not assigned to AODocs libraries and folders.

1. In the AODocs Retention Module, select the Retention schedules tab. The list of retention schedules is displayed.

2. Press the Delete button next to the retention schedule you want to deactivate.

Note: You can't delete retention schedules that are assigned to libraries. You must first unbind the retention schedule from any libraries and folders using it. Learn more: Unbind retention schedules.

3. Press OK in the confirmation pop-up. 

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