Initiating or Testing a Document Retention Process - 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

If the Document Type Group or Document Type is defined for Static retention, its associated documents can be purged when the user-specified time interval is elapsed. Only a Purging type Document Retention Processor needs to be run to destroy the documents.

If the Document Type Group or Document Type is defined for Dynamic retention, its associated documents must meet both the time interval criteria set at the Document Type Group or Document Type level, as well as any requested processing defined by the associated Evaluation type Document Retention Processor. To remove documents that are associated with a Dynamic Retention Type, an Evaluation type Document Retention Processor must be run to process the documents, followed by a Purging type Document Retention Processor that actually destroys the documents.

To initiate a Document Retention Processor:

  1. In the OnBase Client, select Admin | Document Retention | Process. The Document Retention Processor dialog box is displayed.

    At this window, processors are initiated. The left side of the window, or Document Retention Processor pane, displays all available queues, or types of processors available for selection. The right side of the window, or Process Formats pane, displays the Document Retention Processors available in the currently selected queue, and refreshes when a different queue is selected.

    Note:

    The Process Job queue is not specific to Document Retention. It is used to schedule any combination of processors (COLD, DIP, Check Processor, Document Retention) and is available in any processing queue. See Creating a Job.

  2. Right-click on any Document Retention process format in the highlighted queue to obtain the Process Format pull-down menu. This menu lists the options available for initiating a Document Retention Processor.

    Item

    Description

    Document Retention Processor

    Allows you to initiate or test the highlighted Document Retention process format.

    Schedule Format

    Invokes the Schedule Management dialog box, used to schedule the process format at a predefined time/date/event. See Creating a Job.

    Clear Selected

    De-selects the current Document Retention process format.

    Refresh

    Refreshes the Document Retention Processor window.

  3. Select Document Retention Processor.
    The Document Retention Processor dialog box is displayed.
  4. Do one of the following:
    • To initiate the process, click Process to initiate the process.

    • To test the process, select Test Only and click Process to test the process.

      Note:

      The same process cannot be running on multiple workstations simultaneously.

  5. The Document Retention Processor status bar is displayed during processing, indicating percent completion.

    After initiating a process, a Document Retention Report is stored in the SYS Document Retention Reports Document Type. A list of Disk Groups and documents that were affected are logged in this report.

    After testing a process, a Document Retention Report is displayed. A list of Disk Groups and documents that would be affected if the process was initiated is logged in this report. This is a temporary file that is not stored in the system.