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Deleting eligible records using Workflow

Workflow
Updated February 28, 2022
asked on February 22, 2022

We have several thousand older records that I can find using Search Repository in Workflow, but I don't see a task that is similar to the "Destroy" function in the web client when you're browsing the records.  The records in question are eligible for destruction and have the 'keep metadata' option.

I've been asked to automate the process for certain records so I'm hoping to do this in Workflow. 

Should I use the Delete Entry option in Workflow?  Or is there a better method?

 

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Answer

SELECTED ANSWER
replied on February 24, 2022 • Show version history

Hi Mike,

If you have an existing set of records ready for destruction, you can run a report in Laserfiche and bulk process them all that way. In general, destruction disposition needs to have a specific user affiliated with the actual action, so it's not exposed through a built-in Workflow activity. 

One way of easily running this report is in the Laserfiche web client where you can access that directly from the top-level 'Records management' node as show here: 

 

Do not run delete entry - that will bypass retention and not retain the metadata. 

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replied on February 25, 2022

Thank you for the response @████████.  I have run such a report and it found over 6,000 records.  Unfortunately, it is very unwieldy for a user to manage a result set that large, so we'll have to narrow the scope in order to work with the records.

I've combined that search report with additional search terms to narrow down the result set so it's easier to manage, but the person responsible for the records just wants me to delete them all for her - hence my question on Answers.  I will let them know that doing so in Workflow will not maintain the destruction history or the metadata and go from there.  

Thanks.

 

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replied on February 28, 2022

Alright. Keep in mind you can bulk destroy from within the repository report, so you don't have to go through one by one. The main thing is that it's often important to show who actually processed the destruction in the audit records, which wouldn't necessarily show coming from workflow (as a system user). So even if it's basically a bulk operation either way, it has a name associated with it in this case. 

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replied on February 28, 2022

I ran into some issues trying to bulk destroy 6,000+ records.  Of course it took a long time to 'select all records' and then I had to wait another long time after clicking on the Details link; only to finally be told that some of the documents were not records.  I couldn't figure out why it was telling me this, since all of the documents have retention periods set, and they are all set with final disposition of 'destroy'.

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