The following conditions are available on the Time Period tab of Retention Policy Designer. In a retention policy, time periods determine how long a document stays within a phase. Documents remain in the time period queue until the rule is met. Time periods can be set for days, weeks, and years. You can use the following time period options when setting a retention period.
Custom property
A custom property time period is used to keep a document for a certain amount of time according to the value in a date custom property. This calculation is based on the current value of the custom property. Until the time period is met, changing the custom property can extend or reduce the time a document stays in a policy. When the time period is met, the document moves to the approval or disposition phase. When a document is in disposition, changing the custom property does not return the document to a status of ‘waiting’.
- Date type
- Custom property
- Number
- Type a number
- Period
-
- Days
- Weeks
- Years
- From
- Select a custom property
Event date
The event date is used to keep a document based on the policy event found on the Event tab in the policy designer. Unlike the custom property period, there is no way to alter the amount of time the document stays in the aging queue. It can be useful to keep a document based on a non-date custom property. For example, keeping a contract 90 days from when the ‘accepted’ property is equal to ‘no’.
- Date type
- Event date
- Number
- Type a number
- Period
-
- Days
- Weeks
- Years
Date period
A date period can be considered as a year that starts on an arbitrary day, such a school year, fiscal year, or the beginning of a calendar year. For example, where a calendar year begins on Jan 1, a fiscal year may begin on March 1. Like an event date, the calculation begins the date the event criteria was met. Date periods are unique in that they can specify either a time from the beginning of or end of a certain period. Date periods calculated from the end of a date period are calculated from the end of the last completed time period. Date periods calculated from the beginning of a date period do not have to be completed to calculate the time period.
- Date type
- Date period
- Number
- Type a number
- Period
-
- Days
- Weeks
- Years
- From
- Select a date period
- When
-
- Begin
- End
Immediate
Documents in the Immediate queue immediately move to the next queue with no delay. This should be used when an event controls the time a document spends in a phase, and the action specified in the phase should occur immediately after the event criteria is satisfied.
- Date type
- Immediate
Standard date
A standard date is a specific day in the future. Until the standard date arrives, no documents can move forward to the next queue. After the standard date arrives, the queue functionality behaves similarly to an immediate queue, where all documents immediately move to the next queue with no delay. Note that this ties your policy to a point in time. Because there is currently no way to modify the time period of a policy, the date picked will remain indefinitely.
- Date type
- Standard date
- Date
- Select or type a date
System date
System dates are similar to custom property time periods, but are based on the creation time, last modified time, or last viewed time for a document. The amount of time a document stays in a queue can be helpful for determining which documents are used more frequently than others.
The time calculation uses the current date for documents. The last viewed or modified times update each time a document is viewed or updated.
- Date type
- System date
- Number
- Type a number
- Period
-
- Days
- Weeks
- Years
- From
-
- Creation date
- Last viewed date
- Last modified date
- Received date
- Last review date
- Filing date
- Publication date