How To Automatically Move Expired Objects
Note: This applies to DocuShare 6.x and higher.
The standard DocuShare Content Rules that are available in DocuShare CPX do not have the option to move expired objects automatically.
DocuShare has the following purchasable add-ons:
· Lifecycle Manager (LCM) that keeps documents current to meet your organization’s compliance standards. Administrators are notified when time-based document lifecycle events occur, including release, retention, periodic review, archival, and destruction of obsolete content.
Note: Lifecycle Manager has an option to create a Content Rule Action and/or Email Notification based on expired objects.
· DocuShare Archive Server supports automatic archival based on expiration dates or other metadata and ensures rapid search and retrieval of archived documents. Seamlessly integrates archived data with content management processes, restores archived data to the primary DocuShare server and protects archived data from unauthorized access.
Note: For information on purchasing either of these options contact DocuShare Sales at 1-800-735-7749.
Create a SavedQuery that you manually run to find expired objects. Then manually move, delete or copy the objects.
To create a SavedQuery to find expired objects:
1. Log into DocuShare.
2. Click on Advanced link in the upper right hand corner of the page near the Search box. The Advanced Search page displays.
3. Under the Finding Results Using Relative Date section, select Expiration Date from the Create Date drop down menu.
4. Choose the additional criteria that fits what you are looking for.
5. Under the Objects Types to Search section, select the type of Objects by placing a checkmark in the checkboxes that apply.
6. Under the Document Types to Search, select all that apply.
7. Click the Search button at the bottom of the page.
8. After the search results are displayed, select SavedQuery from the add drop down menu. The Add SavedQuery page will display.
9. In the Title field, enter a title for the Query.
10. Under the Finding Results Using Relative Date section, select Expiration Date from the Create Date drop down menu.
11. Choose the additional criteria that fits what you are looking for.
12. Under the Objects Types to Search section, select the type of Objects by placing a checkmark in the checkboxes that apply.
13. Under the Document Types to Search, select all that apply.
14. Click the Save Search button at the bottom of the page. The Locations page will display.
15. Click the Show All button
16. Highlight the Possible Locations and click the Add button. The location will then be listed in the Selected Locations box. Add any additional locations that you may require.
Note: The locations selected will be the initial location for the Saved Query.
17. Click the Update Locations button.
18. The Saved Query will now be displayed in the Collections you specified.
19. This Query will need to be run manually on occasion and the results of the query will need to be manually moved, deleted or copied.
Solution Published: June 24th, 2013
Solution ID: 1339