Retention allows you to configure automatic actions that can be taken on your Records. With docMgt you can specify when records are backed up, deleted and purged from the system. You can also specify actions to take including Routing and Action Sets. You can add as many retention events as you like for each Record Type.
Backup - Download a copy of the information in a local location that you control via the Exporter Service. This option requires Exporter Service running using the "docMgt Retention Backup" Add-In.
Delete - Delete the record from the system. The record is not search-able but can still be recovered in the Recycle Bin if needed.
Purge - The record is deleted (if not already deleted) and purged from the system making it impossible to recover the data.
Route - The record is routed automatically and is processed as if it were routed through any other process. * See note below for more details.
Action Set - The record has a specific Action Set run against it. These Action Sets are defined in the Work Triggers / Action Sets area.
Trigger - When to perform the action.
Number - The number of terms (Days, Weeks, Months or Years) after the "After" event to perform the action
Term - Days, Weeks, Months or Years after the "After" event to perform the action
After - The event that starts the timer for the event. Your options are:
Creation - When the record was created
Backup Queued - When the record was queued up for back up via the Retention engine
Backup Done - When the record was backed up via the Retention engine / Exporter Service
Deletion by Retention Engine - When the record was deleted via the Retention engine
Deletion by Any Means - When the record was deleted by any means at all. This can be used for an auto-recycle feature if used with the Purge Action.
Field - The date stored in the specified field
Recurrence - Recurrence is only available for Routing and Action Sets
Number - The number of Days, Months or Years between occurrences
Unit - Select Days, Months or Years in conjunction with the Number setting
* Note About Auto-Routing
The ROUTE action only triggers once per Record unless you use the recurrence setting. This is by design. If you need to have the route option work more than once and not with recurrence then you need to remove the "@RouteDate" variable from the Record either manually or through the work triggers. Be careful though because the next cycle (usually daily) of the Retention engine will cause the action to happen again unless the criteria is changed. For example, if you are routing a contract when it is within 30 days of its renewal date you must change the renewal date before removing the @RouteDate variable so this renewal trigger will not happen again until the next renewal date.
** PREMISE: Retention functionality requires the proper installation and use of the docMgt Automated Service. This is a Windows service that should be installed with the server installer.
Automation is similar to Retention where it can run actions but the actions run with Automation are not specifically run for any given Record. Automation allows you to perform actions on a more global scale such as to perform a QuickBooks Online Data Sync on a weekly schedule. Or maybe to look for records that don;t have a Vendor and route them down workflow.