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Question

Alternatives to deleting in Laserfiche?

asked on May 11

Hello everyone,

 

As the title suggests, we are currently re-evaluating our deletion process in Laserfiche. When we first implemented Laserfiche, our vendor developed a workflow that requires a user to tag an entry for deletion. When they tag it, it is sent to the creator's personal deletion folder (not the recycle bin). After a period of time, if the creator does not remove the tag, they are sent an email letting them know that the entry will be deleted after 10 days. If the entry is still untagged after that period, then it will be moved to the workflow's recycle bin, where we purge everything every quarter. The process works as intended; however, we have noticed low organizational adoption of the process, and a few users have raised concern about not being allowed to actual delete files.

 

My question to the community is: Has anyone implemented a different deletion process that isn't just allowing users to delete whatever they want? How difficult was it to implement this process? And was it received well by your users?

 

Any feedback is appreciated! Thanks!

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Replies

replied on May 11

These days I would say that type of process is unnecessary. In previous versions of Laserfiche there was no recycle bin built into the system, which led to many people coming up with creative ways like what you described. Laserfiche has had a built in recycle bin for a few years now though. It allows end users to delete an entry and have it go to their recycle bin, but also allows an admin to view them from the Admin Console. You can set a number of days to automatically purge items or turn it off and manually purge them, which sounds like what you are doing now, but it would just be using the built in features instead.

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replied on May 11

That's true. I have noticed that the number of post regarding the deletion process have dwindled over the years. I think the main thing we're trying to avoid is having a creator's entry deleted without them knowing; because they wouldn't know who to ask and would instead come to us to restore the document. This would likely cause a bunch of unnecessary tickets that we may not have the capacity to handle (2 Laserfiche admins vs 500 Laserfiche users). It would be nice if there was a way to grab the entry creator on document deletion, that way, we could send them a notification when it has been deleted and who deleted it, so they can personally ask the deleter to restore the document. Thank you for the feedback though! This is something we are bringing to the attention of supervision next week, so anything and everything is appreciated!

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replied on May 11

You could have a workflow that is kicked off with a starting rule based on Entry Deleted and then use a Find Entry activity to grab the Created By property.

It really sounds like you don't want anyone deleting documents though unless they were the creator, which can get dicey later down the road as employees come and go. To me it really comes down to do you trust the employees to delete documents or not? If not, then don't give those employees Delete rights and give the ones you do trust the rights.

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replied on May 11

In some organizations we have implemented a two-tier user configuration.  Standard users are not allowed to delete (or some other functions) and super-users have full functionality.  This way more senior staff members are able to ensure that nothing important is lost.

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