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Using Retention Labels

Important

Please ensure that you have completed the necessary setup for your selected repository before proceeding. The necessary resources for setting up retention labels in Document Central can be found in the documentation Setting up Retention Labels.

How to Manually Set Retention Labels

If the retention labels have been correctly configured via the Retention Label Setup, all labels will automatically be assigned to the appropriate documents, ensuring the necessary compliance for the document.

However, the administrator can define under Manual Retention Label Setup whether users are allowed to manually change the retention label during document storage.

The following steps must be completed to manually set a retention label for a document when saving via the Document Central FactBox:

  1. Start in the Document Central - Dropzone FactBox.
  2. Drag & drop a document or save it in the Document Central - Dropzone.
  3. After the Document Central - Document Definition page opens, a new section called Document Central - Additional Information appears at the bottom of the page.
  4. Depending on the setup, you can either see only one retention label or select a retention label and upload the file.

Note

Document Central administrators also have the option to set a retention label for a document after the initial storage. To do this, use the new action Set Retention Label in the Document Central Datagrid. Execute this action to set a retention label for a selected document.

How to Set Retention Labels Retrospectively

If you have already used Document Central without the retention label feature, you may want to label existing Document Central documents retrospectively. In this case, the so-called Retention Crawler can be used. The Retention Crawler is a dedicated queue that runs over the existing document entries and applies the labels according to the retention label configuration.

There are two ways to apply retention labels to existing documents using the Retention Crawler: the automatic and the manual method.

Labeling versions in Azure Blob Storage

When using an Azure Blob Storage repository, individual versions of documents can also be manually or automatically assigned retention labels.

The "Crawl for version” option is available in the Compliance Setup for this purpose. When this option is enabled, the Document Central Job Queue – Retention Crawler also searches the versions of documents in Azure Blob Storage and records the retention labels stored there.

Info

  • Each version of a document can have its own retention label.
  • Retention labels are visible and traceable for all versions.
  • The retention labels for the individual versions can be synchronized if necessary.

Automatic Labeling

The following steps must be completed to automatically apply retention labels to already stored documents using the Document Central - Retention Crawler. Make sure you have completed the documentation Setting up the Retention Crawler.

  1. The job queue Document Central Job Queue - Retention Crawler should run automatically (If not, the job queue can be manually triggered on the Job Queue Entries page).
  2. After the Document Central Job Queue - Retention Crawler has run, your documents will automatically be moved to the retention queue with a given retention label based on your configuration.

Manual Labeling

The following steps must be completed to manually apply retention labels to already stored documents using the crawler function.

  1. Start in the Document Central - Administrator Role Center.
  2. Open the Document Central - Crawler List page via the Retention Crawler action in the Retention Label Activities section.
  3. Use the Start Crawling action to search for documents that can be labeled according to their configuration.
  4. Select the documents to which you want to add the displayed retention label and use the Add to Retention Queue action to add the documents to the Retention Queue.
  5. After the documents have been added to the retention queue, the Document Central Job Queue - Set Retention Label should run automatically (If not, the job queue can be manually triggered on the Job Queue Entries page).

Info

In addition to the crawling function, an action in the Datagrid or on the Document Entries page can be used to manually set a retention label on a document.

How to See Which Retention Labels Have Been Assigned

Info

To see which document has a retention label, there is the Document Entries page, where you can see in a table whether your document is labeled. Also, in our Document Central Datagrid, you will see a Retention Label column. Here you can also see whether and which retention label has been set.

How to See Which Retention Labels Will Be Assigned in the Future

To see which documents will be labeled in the future, there is the Retention Queue page, where you can see whether your document will be labeled. On this page, the labeling process is displayed with a status field. If an entry in the retention queue encounters an error during the labeling process, the error can be viewed on the Document Central - Log page. An entry in the retention queue is created in two ways.

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If a document is manually labeled, an entry in the retention queue is only created if the Set Retention After field is filled or if the labeling date is set in the future during the upload process.

Changing a Retention Label

Document Central allows, in certain scenarios, changing a retention label. This is supported for both labeled documents and items in the Retention Queue.

Retention Queue

If a Retention Queue entry exists for a document and it is neither canceled nor already labeled, you can use the Change Retention Label action. This works for both SharePoint and Azure Blob Storage repositories.

The following steps need to be completed to change an Retention Label in the Retention Queue

  1. Start in the Document Central - Administrator Role Center.
  2. Open the Document Central - Retention Queue page via the retention queue cues in the Retention Label Activities section.
  3. Use the Change Retention Label action to open the dialog.
  4. Select the new retention label to assign to the document.
  5. Click OK to apply the new retention label.

Info

You cannot edit the retention duration here, only the applied retention label changes. The labeling date via the Retention Queue cannot be changed. The start and end times shown in the selection dialog reflect the actual labeling duration and cannot be modified.

Document Entry

If a document entry is already labeled, you can also change its retention label. This is only possible with a SharePoint repository, and the entry must not be marked as a regulatory record.

The following steps need to be completed to change an Retention Label on an Document Entry

  1. Start in the Document Central - Administrator Role Center.
  2. Open the Document Central - Document Entries page via the Repository section in Actions.
  3. Select a document entry and use the Change Retention Label action.
  4. Select the new retention label to assign to the document.
  5. Click OK to apply the new retention label.

Info

The retention label start date cannot be configured here, and any “Set Retention Label After” duration configured on the label is ignored. Labeling starts immediately when you apply the change.

See Also