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 lets you automate the retention and disposal of the documents stored in your AODocs libraries.

When you've 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.
– 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
– must contain a minimum of three characters

  • filters to display libraries:
      • with any status
      • that are not configured
      • that have one or more configuration errors

Note: You can combine the search field and filter to refine the display. 

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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, 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 name Property 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 Decimal Number of years before documents are deleted after entering 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.

Configure your properties 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: Create and 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

Learn more: Create and configure custom properties.

7. If you're working in a Document Management library, select the checkbox Allow documents to be organized in folders for every document class in your library.

Note: In Team Folders and Secured Folders, folders are active by default and can't be deactivated.

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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 Edit library assignments button next to your library.

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2. The Configuration status panel indicates if your library status:

  • hasn't yet been calculated – press Calculate.
  • is not ready – expand the display to see which properties are missing in your library (see step 3)
  • is ready – you can assign retention schedules in your library (see step 4)

Tip: Press Calculate at any point to check the status of your library.

Note: The Library configuration link and Recalculate buttons are available for:
– Library administrators for the libraries they administer
– AODocs super administrators and Retention super administrators for all libraries

Note: If your library status hasn't yet been calculated, the Assign schedule to root folder is available. You're recommended to calculate the status first, but you can assign your schedule directly if you're sure your library is ready. 

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3. If the Retention app detects missing properties when you calculate the library status, the details are displayed in the Configuration status panel. Expand the display to view the details, then open the library settings and add the required properties. You're recommended to calculate the library status again after adding properties.

Tip: Check whether your retention schedule is based on property values. These properties must also be defined in your library.

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Library with missing properties in both document classes

4. When all the classes in your library are correctly configured, the Configuration status panel indicates that your library is ready. Press the Assign schedule to root folder button (or the Assign schedules button if a schedule is already assigned at the library level).

5. In the Assign schedules pop-up, under Choose folder, you can:

  • select the root folder to assign a retention schedule to the root level of the library or to assign a retention schedule based on property values
  • navigate the folder structure of your library and select a folder to assign a retention schedule to a folder at any level of the library

Important: You can assign a retention schedule to a folder only if you have already assigned a retention schedule at the library level (either a retention schedule assigned to the root level or a retention schedule based on property values).

6. Press Next.

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7. Under Assign schedule, enter one or more retention schedules in the Retention ID field.

Notes:
– Only active retention schedules are available.
– You can assign more than one retention schedule at the library level, but only one at the folder level. Learn more: Using one or more retention schedules in an AODocs library.
– You can't assign retention schedules that are based on property values to folders

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

8. Press Save.

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

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9. If required, you can assign retention schedules to other folders in your library: press the Edit library assignments button next to your library, then follow the procedure from step 2.

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