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Setting up Retention Labels

Important

Please note that you must have completed the creation of the SharePoint Retention Labels or ABS Retention Labels, depending on which repository you are using, in order to proceed.

General Setup

The following steps need to be completed to activate the retention labeling feature in the system.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Activate the option Enable Retention Labeling .

Enable users to set retention labels manually

In some cases it is needed to give your users the possiblity to see and/or adjust the retention label when storing a document manually via the DMS factbox. Please note that in most casses the users should not have the possibility to change the retention time, which is also recommended by us.

Enable Retention Labels visibility on manual document storage

The following steps need to be completed to enable users to see the retention label when storing a document manually via the DMS factbox.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Activate the option Retention Label Visibility .

Enable users to change Retention Labels on manual document storage

The following steps need to be completed to enable users to change the retention label when storing a document manually via the DMS factbox.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Activate the option Retention Label Manually .

Enable Retention Labels visibility on manual storing of a new document version

The following steps need to be completed to enable users to see the retention label when storing a new document version manually via the DMS factbox.

Info

This is currently only supported for Azure Blob Storage repositories.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Move to the Retention Configuration tab.
  4. Activate the option Enable Version Visibility .

Enable users to change Retention Labels on manual document storage of a version

The following steps need to be completed to enable users to change the retention label when storing a new document version manually via the DMS factbox.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Move to the Retention Configuration tab.
  4. Activate the option Enable Manual Version Retention Labeling .

Info

The calculated/defined retention label end time cannot be prior to a previous version's retention end time.

How to set up the Retention Crawler

In case you have already used the DMS by Simova without the retention label feature, you might want to label the existing DMS documents in retrospect. In that case, the socalled Retention Crawler can be used. The Retention Crawler is an own queue which runs over the existing document entries, creating retention queue entries according to the retention label configuration.

The following steps need to be completed to automatically apply retention labels to already stored documents using the Simova Apps | DMS - Retention Crawler.

  1. Start in the DMS by Simova - Administrator role.
  2. Click on Setup in the ribbon bar and execute the action General to open the DMS - Module Setup.
  3. Activate the option Enable Retention Labeling.
  4. Configure the crawler by specifying on which days it should run and at what time it should run.
  5. Now activate the retention crawler with the option Run Crawler. When the crawler is active, the configuration cannot be edited.

Info

The labels will be applied depending on the Retention Label Assignment Configuration which will be explained in the following.

Retention Label Assignment Configuration

Where which retention labels will be applied (Manual and automatic document storage) can be configured in three different levels. The first (lowest) level is the configuration of a retention label for a certain document library. The next (middle) level is the configuration of a retention label on the a content type. The third (highest) level is a specific content type within a specific document library.

Further explanation/example

If a value is specified on the document library level, all documents uploaded to this document library will receive the specified retention label. However if a content type which is being archived in the document libray has a different retention label value configured, it will override the value from the document library when storing a document. This value again would be overwritten by a value that is set up in the specific content types of the chosen document library.

Level 1 - Configuring a Retention Label for a Document Library

The following steps are required to set up a retention label which will be used for a document library.

  1. Navigate to the Simova Apps | DMS - Document Library List page.
  2. Click on Edit on a document library you want to assign the Retention Label to.
  3. Under Document Library Settings you will find the Retention Label field. If a value is specified here, all documents uploaded to this document library will receive the specified retention label.
  4. Once you have defined your retention label in the Document Library, all documents stored in the document library will receive the specified label.

Level 2 - Configuring a Retention Label for a Content Type

The following steps are required to set up a retention label which will be used for a content type generally.

  1. Navigate to the Simova Apps | DMS - Content Type List page.
  2. Click on Edit on a content type you want to assign the Retention Label to.
  3. In the Header you will find the Retention Label field. If a value is specified here, all documents uploaded with this content type will receive the specified retention label.
  4. Once you have defined your retention label in the Content Type, all documents stored with the content type will receive the specified label. All values defined in the document library in which the content type is dropped will be overwritten.

Level 3 - Configuring a Retention Label for a Content Type assigned to a certain Document Library

The following steps are required to set up a retention label which will be used for a content type that is specifically assigned to a certain document library.

  1. Navigate to the Simova Apps | DMS - Document Library List page.
  2. Click on Edit on a document library where you want to assign a Retention Label to a certain Content Type.
  3. Move to the rows containing the content types assingned to the Document Library.
  4. In the rows, you will find the General Content Type Retention Label column. If a value is displayed here, all documents uploaded with this content type will receive the specified retention label. This value is global and is the same as the value defined in the content types. It is applied regardless of where the content type is stored.
  5. In addition, there is a Retention Label column. If a value is specified here it will be used instead of the retention label defined in the document library and the general content type setup.

Metadata Management - Configuring a Retention Label based on a metadata value

  1. Navigate to the Simova Apps | DMS - Metadata Management page.
  2. Click on Edit on a metadata management line where you want to assign a Retention Label to a certain metadata value.
  3. Activate the option Retention definition. This is only possible when then option Enable Metadata Templates is activated. It is only possible to select one Retention definition at the moment.
  4. Move to the lines containing the metadata values assingned to the metadata management line.
  5. In the metadata value lines , you will find the values that where setup. If there are no values first perform following steps in the Metadata Management
  6. Select in the column Retention Label which retention label should be used by using the metadata value.

Well Done!

You are now ready to use your retention labels in DMS. Click here to learn how to use retention labels in DMS.

See Also