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Remove/Unset Retention

Workflow
Updated June 4
posted on July 31, 2020

I love that in Workflow (currently on 10.4.2) we can now apply retention values to a document (e.g. Filing Date, Retention Schedule, Cutoff Instruction) but we have a need to also remove/unset those values.  The issue is if a document is moved out of filing back into someone's work queue, we are wanting Workflow to remove/unset the various retention values as if it were a just scanned doc.

I imagine I can do this via a script or by copying the pages/metadata to a new document but has anyone else found a better way to do this?  Hopefully we can get this added in a future version of WF.

2 0
replied on June 3

About unset record management properties: 

  1. Unset Event date: 
    1. Currently workflow does not support it. Bug 594881 has been reported. 
  2. Unset Filing date: 
    1. On Web Client, Filing date is a required property, so it's not a valid request to unset Filing date. 
  3. Unset Cutoff instruction, Retention schedule
    1. When leave the drop-down list under "Assign Cutoff Instruction" and "Set Retention Schedule" as not selected, it will actually unset the cutoff instruction or retention schedule, as is shown below. 
0 0
replied on June 4

Zihang,

Thanks for following up.  This has been an ongoing issue since 2020 so I am glad to see it moving towards a resolution.

  1. Unset Event Date
    • Awesome, cant wait to see this in hopefully the fall release of 12
  2. Unset Filing Date
    • No worries, we will just reset it as needed
  3. Remove Retention Schedule & Cutoff Instruction
    • I see that it will let me add a new Set Records Management Properties activity to the Workflow and leave the dropdown blank for both Assign Retention Schedule and Assign Cutoff Instruction.  I think the confusion comes from if you have already selected a value selected in the activity, you cannot set the dropdown back to blank. 
    • Nor does it say anywhere that not choosing a value will remove the assigned value.  In fact it implies you need to choose one.
    • And if I remember correctly, in older versions of Workflow they would not publish if you did not choose a dropdown value. Thanks for clearing that up. Hopefully this functionality is added to the help files for these activities and/or the actual activities are made more clear on providing this.
0 0
replied on June 4

Hi Beau, 

Feature 595084 has been added into backlog to enhance support for unset Event Date, Cutoff Instruction and Retention Schedule. 

Thanks for feedback!

1 0
replied on May 29

Adding to this thread, the functionality for removing Records Management Properties, especially Retention Schedules, would be very helpful. The substitute teacher example is great, also another example is city employees that are seasonal. Resetting the Retention Schedules for those employees' documents is very much needed.

0 0
replied on March 20

Coming up on 5 years since I originally posted this question and this functionality is not available in the first Laserfiche 12 release.  I am just bumping this thread to see when the Workflow activities will be updated to include removing retention from a document.  Specifically:

  • Remove/Unset Filing Date
  • Remove/Unset Retention Schedule
  • Remove/Unset Cutoff Instruction
  • Remove/Unset Event Date

Hoping Laserfiche will chime in on when these will be added to the Set Records Management Properties activity.

This is critical (especially Event Dates) when working with documents that may move in and out of retention.  For example:

  1. Substitute teacher is hired
    • Documents are stored, retention scheduled & cutoff instructions applied but no Event Date set due to retention being based on their Termination Date
  2. Substitute teacher resigns
    • Documents Event Date is set based on their Termination Date
    • 7 year retention period starts
  3. Substitute is hired again 1 year later
    • Documents from first employment need to have their Termination Date Event Date removed, as the retention is based on their current status, which is an active employee

 

The only work-around I have found is to have a fake cutoff instruction (that has not Event Dates) that I assign it to and then assign it back to the real cutoff instruction.  This seems to clear out the Event Date.  Just kind of a hacky work-around.

3 0
replied on July 5, 2023

It's been around 3 years since I originally asked this question but have not seen anything official from Laserfiche on the topic.  Will on-prem Workflow activities related to retention be updated to allow for the removal of retention?  Specifically:

  • Remove Filing Date
  • Remove/Unassign Retention Schedule
  • Remove/Unassign Cutoff Instruction
1 0
replied on August 2, 2023

I too would love to know, you haven't heard anything yet have you?

0 0
replied on August 3, 2023

Nothing yet.  I ended up writing my own scripts to remove retention but am still hopeful that eventually the Workflow activities will be updated to handle this.

0 0
replied on March 3, 2022

I am just bumping this thread to see when the Workflow activities will be updated to include removing retention from a document.  Specifically:

  • Remove Filing Date
  • Remove Retention Schedule
  • Remove Cutoff Instruction

 

Hoping Laserfiche will chime in on when these will be added to the Set Records Management Properties activity.

1 0
replied on July 12, 2022

Just bumping this one again as I have more items I need to add to the list.

  • Remove Filing Date
  • Remove Retention Schedule
  • Remove Cutoff Instruction
  • Remove Event Date
1 0
replied on July 31, 2020

Hey Beau,

This thread has some responses from Laserfiche on the topic and may interest you.

https://answers.laserfiche.com/questions/169039/Remove-an-RME-event-using-Workflow

1 0
replied on July 31, 2020

Thanks.  I had seen that one but it appeared Laserfiche had advised to just un-cutoff the record and that would take care of it.  As they never followed up, I was hoping to open the broader topic of being able to remove all retention values from a document just as easily as we can add them.  Without that ability, I fear there will be situations where a document shows as being eligible for cutoff/destruction when it truly is not.

1 0
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