Discussion

Need to Remove Cut Off Instructions via Workflow

Records Management Workflow SDK

Updated July 30, 2021

posted on October 8, 2020 • Show version history

We have a situation where we assigned Cut Off Instructions to a series of Record Folders, along with a retention schedule. However, we now need to remove the cut off instructions across these folders (9,000 in three different environments.)

We can do this manually in the Web Client with no trouble. However, we are not having any luck with workflow. We have tried the RM Task to set Cut Off Instructions, leaving the value blank:

We have tried these two approaches via SDK Scripts.

1) Using the Records Folder Properties object:

Dim FolderInfo as FolderInfo = EI
                 Dim RFProp as Laserfiche.RepositoryAccess.Records.RecordFolderProperties = FolderInfo.GetRFProperties
                 Dim nCOID as Integer = CutoffCriterion.GetInfo("Termination", RASession).ID
                 RFProp.RemoveEvent(nCOID)
                 RFProp.Save()

And then using the Folder Info object:

                 Dim FolderInfo as FolderInfo = EI
                 FolderInfo.UnsetRecordFolder()
                 FolderInfo.Save()

They ran fine (without error), and did nothing. There does not seem to be a property to just remove or clear the record properties from the folder, yet you can do this with no trouble via the client. Note that this is not the first time I have found the Records Management objects acting in a very different manner than the same tasks done through the Web Client. Am I overlooking the obvious?

0 0

Comments 2
Follow-Ups 0

replied on July 30, 2021

I have a client asking for the same functionality. As they are not a Records Manager, they can't remove the RM properties of the Records folder through the Windows Client, and WF only can remove the event date and the Retention and Cutoff properties on the Records Folder.

0 0

replied on October 12, 2020 • Show version history

Well, I solved half of the problem. The WF rule using Records Management tasks was running without error but did not appear to do anything. But, it was. The problem is that the sort order can be slightly different between the search results and what you see in the client, especially when using an alpha sort. The trick is to limit your search to a single entry. Then, you can track that entry by ID and confirm that the change you want to make has been made.

In terms of the above, enabling a Cut Off Instruction with no value selected removes a prior Cut Off Instruction.

On the other hand:

 FolderInfo.UnsetRecordFolder()

Does make a folder not a Record Folder, but does not remove any other record properties. This is the dilemma I and others have had. There are times when you need to reset the properties on a Records Folder, including removing the Event Date, and there seems no way to do that, other than manually in the client. That works fine, it just not work with the SDK or the Workflow tasks.

In the client, you can do this: