The privilege tables in this topic describe the individual privileges required for a user to modify the cutoff and close states for record folders or records. The user must have the privilege combinations listed in the tables to successfully complete the tasks.
Manually close a record folder
To prevent users from filing records into a folder, you can change the state of a record folder to closed. The system automatically closes a record folder when it enters a cutoff state. To manually close a record folder regardless of the cutoff state, the privileges in the following table are required.
Privilege | Result |
---|---|
Department > Manage > File Plans | To modify the state of a record folder in = File Plan Designer, this privilege allows you to open File Plan Designer. |
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Department > Records > Close | You can manually close record folders that are in an open state. |
Manually reopen a closed record folder
To allow users to file records into a record folder that is in a closed state, you can reopen a closed record folder. In order to reopen a record folder, the following privileges are required.
Privilege | Result |
---|---|
Department > Manage > File Plans | To modify the state of a record folder in = File Plan Designer, this privilege allows you to open File Plan Designer. |
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Department > Records > Reopen | You can manually reopen record folders that are in a closed state. |
File records into a closed record folder
To allow users to file records into a record folder that is in a closed state, you can give them access to bypass the record folder state. In order to allow users to file into a record folder that is in a closed state, the following privileges are required.
Privilege | Result |
---|---|
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Department > Records > Override File Restrictions | You can file records into a record folder regardless of the closed state. |
Manually apply the cutoff state to a record folder or record
You can manually trigger the disposition action on a retention policy by changing the state to cutoff. The system automatically applies the cutoff state according to the cutoff instructions applied to the record category. To manually apply the cutoff state regardless of the cutoff instructions, the following privileges are required.
Privilege | Result |
---|---|
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Department > Records > Apply Cutoffs | You can manually update the state of a record folder or record in a pending cutoff state to cutoff. |
Manually change the state of a record folder or record to reverse cutoff
After a record folder or record enters the cutoff state, you can remove the it from all processing of disposition actions or cutoff instructions by manually reversing the cutoff state. To manually change the state to reverse cutoff, the following privileges are required.
Privilege | Result |
---|---|
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Department > Records > Reverse Cutoffs | You can manually update the state of a record folder or record in a cutoff state to reverse cutoff. |
Manually update the state of a record folder in a reverse cutoff state
You can manually update the state of a record folder or a record in a reverse cutoff state to either pending cutoff or cutoff. The cutoff state triggers the disposition action for the retention policy. The pending cutoff state resets the folder to follow the cutoff instructions attached to the record category. To update the state of a record folder in a reverse cutoff state, the following privileges are required.
Privilege | Result |
---|---|
File Plan > Content > Open | You can open record categories or record folders in the file plan in order to modify the name or description. |
File Plan > Content > Search | You can view elements such as record categories or record folders in the file plan structure. |
Record Category Type > Use and Record Folder Type > Use | You can view the record categories or folders for the selected types for which you have the Use privilege. |
Record Folder Type > Use | You can manually update the state of a record folder or record in a reverse cutoff state to pending cutoff. |
Department > Records > Apply Cutoffs | You can manually update the state of a record folder or record in a reverse cutoff state to cutoff. |