Common Issues/Solutions - Document Retention - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Document Retention

Platform
OnBase
Product
Document Retention
Release
Foundation 23.1
License
Standard
Premier
Essential

General configuration questions and problems make up the majority of most questions concerning the Document Retention module.

The user cannot select options from the right-click menu in the Client (option is grayed out)

Make sure Doc Retention Exclusion or Doc Retention Remove Exclusion (based on needed rights) is selected in the Configuration module. Access these functions by selecting User | User Groups/Rights, then Privileges.

Document Retention is not working properly. Configuration steps have been reviewed and everything appears to be configured correctly.

If the customer is using a VB Script or DLL to “mark” the document for purging, an error could exist in the way this external action was created. If no other reasons can be found to the error, the problem could exist with how these programs are “marking” the documents for deletion. Also the correct value has not been selected (ex. MyAppExecutionStatus=-1 would be correct for a VB Script to mark a doc for purging)

When running a Purge process configured with the ‘Scrub File Area' option against Documents imported into OnBase via COLD, the following error may be generated: Error [32] scrubbing file “\\FS: [IP Address]:\\[server name]\[hidden share]\...ctx

The error is returned if Disk Group access is facilitated by Distributed Disk Services (DDS). Due to the nature of COLD processing, OnBase cannot remove the entire COLD text file from the Disk Group when performing the scrub. This is because a COLD text file is stored in its entirety; it is not broken into smaller Documents.

This forces the Retention Purge Processor to overwrite the portion of the COLD file corresponding to the affected Document with dummy data, as there may be other Documents included in the file which are not subject to the configured Retention period.

If another OnBase User is currently viewing a Document included in the COLD file while the scrub is attempted, DDS detects this and prohibits the Retention process from editing the file. To work around this, it is recommended to perform Document Retention during off-hours to ensure users are not working in OnBase at the time.

Certificates of Destruction are not displayed properly.

If the configured Default Font does not support Unicode characters, those characters may be displayed improperly on Certificate of Destruction documents. To properly display Unicode characters on Certificate of Destruction documents, do one of the following:

  • Configure the Default Font as a font that supports Unicode characters by selecting Documents | Named Fonts in the Configuration module. For more information, see the System Administration module reference guide.

  • Configure the Document Type's View / Print options to use a font that supports Unicode characters by selecting Documents | Document Types in the Configuration module. For more information, see the System Administration module reference guide.