Within this article we will cover how you create retention policies which are used to determine how long documents are retained for and perform actions against ‘expired’ documents automatically.
1.1.1 Creating retention policies
- Navigate to the Filer admin centre then select ‘Configuration’ from the left-hand menu.
- You will then see a pop up and from here select the configuration that you want to manage.
- You will notice the interface will change now to show the configuration that you are currently managing in the top right-hand corner of the page.
- From here select ‘Policy Management’ from the side menu
- You will then be presented with the following screen, from here select ‘Create’.
- From this menu you can now start to setup your policy, you will first need to add a policy name and determine which date column from the available metadata that should be checked to determine the expiry for documents.
- You can then select a document type(s) which this policy should apply to. Below this you can setup an offset and/or absolute retention period and this can be set down to the years, month or even days. Below this you can add a description of the policy and finally you can determine what should occur when the expiry date of a document passes – you can use the tooltips to discover more information about what each of these options does.
- While the other actions can be selected without further configuration, in relation to the last option, this will require you to have setup a power automate flow with a ‘Trigr’ trigger and when you have done this you should be able to see this in the dropdown menu.
- When you are happy with the policy select ‘Save’.
- If you select the ellipses against any existing policies, you can edit or delete them.
- You can also use the ‘Expiry Report’ tab to generate some reports on documents that have expired and gone through one of the policies you have setup, you can do this by selecting ‘Expiry Report’.
- Then you will be presented with this screen and from there you can add a date range and then select ‘Generate Report’
- If there are items found, they will be presented on this screen.