Assign retention schedules to AODocs libraries

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

Once you have created retention schedules and added them to the AODocs Retention Module, you can assign them to your libraries.

This article explains how to:

Find a library in the AODocs Retention Module interface
Create retention properties in your AODocs library
Assign retention schedules to folders in your AODocs library


Find a library in the AODocs Retention Module interface

If your library doesn't yet have any retention schedules assigned to it, it is listed in the Pending libraries tab.

Notes:
- If you have just created your library, it may not yet appear in the list because the list is updated periodically. If required, press Refresh list.
- Library administrators can see only the libraries they administer.
- AODocs super administrators and Retention super administrators can see all libraries.

1. In the Pending libraries tab, you can use the search field to find your library. 

Notes: The search:
- applies to the Library Name and Library Type fields
- is not case sensitive
- outputs only matches for the entire phrase if you enter more than one word

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Create retention properties in your AODocs library

When the Retention batch process runs, it updates properties related to retention in your documents. Learn more: What happens when you use retention in AODocs libraries?

If your library has never had a retention schedule assigned to it, you need to create the retention properties in the library so the Retention batch process can update the properties of your documents.

1. In the AODocs Retention Module, select the Pending libraries tab and press the Settings button next to the library you want to configure. The AODocs library administration interface opens. 

2. Select Categories

3. Create the following categories in your library:

  • Life Cycle State
  • Event
  • Record Category

Learn more: Create categories.

4. Select the Dynamic values checkbox for each of the categories you just created. 

This means that the Retention batch process can create new values for your category properties.
Learn more: What happens when you use retention in AODocs libraries?

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5. Select Document classes

6. For every document class in your library, define the following properties:

Property Field type Notes
Life Cycle State Category

Set by the Retention batch process:

  • Active before the retention period
  • Control during the retention period
Event Category

Defines how the Event Date is filled in: 

  • Creation date or Not Classified: the Event Date is calculated automatically 
  • any other string: the Event Date property must be set manually

The value is set by your CSV file.

Record Category Category

A meaningful label depending on your business case, for example, For example, "Taxes".
Can be empty.

The value is set by your CSV file

Retention Time Integer Number of years before documents are deleted once they enter the retention period. 
Must have a positive value.
The value set by your CSV file.
Event Date Date

Date at which the retention period begins.
The value is calculated automatically or defined manually depending on the Event property.

Note: If you manually change the Event Date and leave Creation Date or Not Classified in the Event property, the Retention batch process will overwrite your changes. 

Target Destruction Date Date Date at which the document will be deleted. The value is set by the Retention batch process.
Retention ID String

Unique identification code composed of the Policy Code and the Country.
The value is set by your CSV file.

On Hold Boolean Switch to suspend the retention schedule for a document.

Notes:
- The spelling of your custom properties must be identical to that indicated above. You must respect the upper and lower case lettering. A space at the end of a property name will generate an error.
- The spelling of your categories doesn’t have to be identical to that indicated above, but it helps for coherence.
- If your library contains several document classes, you must create retention properties for every one of them.

Learn more: Configure custom properties

7. For every document class in your library, select the Display folder as checkbox.

Note: In Team Folders and Secured Folders, this checkbox is selected by default and cannot be deselected.

Your properties must be configured as shown below:

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Note: You can set any of the retention properties to Hidden. AODocs contributors don't see hidden properties. Learn more: Configure custom properties
In the example above, the On Hold and Event Date properties are hidden. No contributors will be able to:
Suspend the retention schedule in individual documents
Trigger the retention period in individual documents


Assign retention schedules to folders in your AODocs library

Important: You must assign a retention schedule to the root folder before assigning retention schedules to any other folders in your library.

1. In the AODocs Retention Module, select the Pending libraries tab and press the Error details button next to your library.

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2. A pop-up opens, indicating if there are any errors preventing your retention schedule from being assigned to your library. 

In the example below, there are two document classes with errors in their properties and the root folder has no retention assigned.

3. If there are errors in the properties, press AODocs library settings to return to the AODocs library administration interface to correct the errors.

Then press Reload state to update the information in the pop-up.

Note: The AODocs library settings and Reload state buttons are available for:
- Library administrators for the libraries they administer
- AODocs super administrators and Retention super administrators for all libraries 

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4. When there are no longer any errors on properties, press Assign retention to a folder.

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5. In the pop-up that opens, make sure that the root folder of your library is selected. 

6. Select the required retention schedule from the drop-down menu.

Note: The list displays only active retention schedules.

Tip: You can use the Retention schedule field like a search field to find your retention schedule.

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7. When you have selected your retention schedule, press the checkmark button. 

A message appears indicating that the retention schedule has been assigned. You can see the retention schedule and folder at the bottom of the pop-up.

The library is now active and is listed in the Active libraries tab.

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8. If required, you can assign retention schedules to other folders in your library. Follow the procedure from step 4, but instead of selecting the root folder, navigate through the folder structure of your library and select the required subfolder.

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