Retention

Use the Content Move to automatically move stored documents within your file structure based on select objects, index fields and other specified criteria. You can specify the new storage location and dynamically create subfolders based on index field criteria.

To create a new Retention automation you must configure:

General Settings
Build Retention
Comparing Criteria
String Field Comparison

1. General Settings

In the Automation app click on Retention in the side navigation.
Click on the + New Retention button.
In theGeneraltab, enter the name for the new Retention automation in the Retention Name field.
If you have an on-premises instance of Vasion, you may enter a value on the Run On Machine filed otherwise leave blank.

The value in this field determines the server used to run the automation and is only required where there are multiple Vasion clients and / or client services running for the environment.
Use the Perform drop-down to select the frequency you want the automation to run. The next fields that display depend on what you select here.
1. Once — use this option to only run the automation once. The next field display updates to Start Date, and you can type the date in the format shown or click on the Calendar icon to pick the date.
2. Daily — use this option to run the automation every day. The only remaining option is the Start Time.
3. Weekly — use this option to run the automation once a week. The next field updates to Weekdays and you can use the drop-down to select one or more days of the week by checking the appropriate box.
4. Monthly — use this option to run the automation once a month. The next field updates to Months and you can use the drop-down to select one or more months by checking the appropriate box.
5. Frequency — use this option to run the automation at a specified time interval in minutes. In the next field, type in the number of minutes for the time interval.
In the Start Time, enter the time of day to run the automation in the format shown or click on the Clock icon to pick the time.
If the Monthly option is selected, a Day of Month field is shown. Type in the day of the selected month(s) when you would like to run the automation.

2. Build Retention

Click on the arrow button next to Build Retention to expand the section.
In Document With, select the option you would like to use as the parameter for the document search:
1. Created Date — select this option to use the date the document was created.
2. Date Field — select this option to use the date of the workflow
In Destination, select the action you want to apply to the automation.
1. Delete Permanently — select this option to permanently delete the documents.
  When selecting this option, please ensure your settings are accurate. The recommended best practice is to run a test with this functionality to understand the date comparison before you initiate this process. Remember, deleted documents are not always recoverable.
2. Move to Folder — select this option to move the documents to a specified folder. If you select this option, complete the following:
  1. Click on the Browse button to select the folder where you want to move the documents. The folder you select displays in the Destination Folderfield.
If you would like to apply the automation to only a specific folder location, check the Look In Folder box. If you select this option, complete the following:
1. Click on the Browse button to select the folder where you want to move the documents. The folder you select displays in the Look In Folder field.
Check the Only Process Uploaded Documents box to only scan documents that have been uploaded for barcode recognition.

3. Comparing Criteria

You can manage the retention with more granularity by configuring additional criteria required to move or delete the content based on date values.

Use the Comparing Criteria drop-down to select a comparison.
1. Equal
2. Greater than
3. Greater than or equal
4. Less than
5. Less than or equal
6. Not equal
Select basis for the comparison parameter:
1. Period Date — select this option to select documents based on a date variable.
  You can enter negative and positive numbers into these fields. For example, you can enter "-1" in the Years and "2" In the Months field and if the current date is 4/13/2021, the calculated date result would be 6/13/2020. It subtracted 1 year added 2 months.
2. Date — select this option to choose a specific date

4. String Field Comparison

You can use object field values to configuring additional criteria required to move or delete the content.

Use the Object drop-down to select an object.
Use the Field drop-down to select an object field from the selected object.
Use the Comparison drop-down to select a comparison.
1. Equals
2. Contains
3. Starts With
4. Ends With
In the Value field enter a comparison value.

String Field Comparison section

Permissions

You can change who can see or edit the automation by assigning user or group permissions. If you leave all users and groups in the left column, then the automations can be seen by all users and groups by default.

Click on the Permissions tab at the top of the screen.
Select the users and / or groups you would like to have permission to access the folder and click the right arrow button .
You can also add or remove all users or groups by clicking on the Add All or Remove All buttons above each column.

Retention permissions

The roles that a user has can also limit which users can see and run this job. See Roles for more information on what roles do and how they may affect what you are trying to do.

When the configuration is complete, click Save at the top of the page to save your automation and run automatically based on the specified settings.