Records Management Widgets

Records Management View

The following are widgets that can only be used by the Records Management (rm) content view template.
More detail on Creating Content Views

Records Management Widget

Overview

The Records Management dashboard result set widget is the base for the Records Management view template. It is added to the body section of the content view. Other results will build on top of this one.

Using this widget adds a records list tab that displays all the files that have been marked as a record.

In the top menu of this dashboard you will find:

• The Records Management dropdown with the following options:
  • Retention Schedules: Schedules that have been created to manage your records
  • Holds: The various types of holds you can put on a record
  • Custom Options: Options that have been created and can be applied to your records
  • Record Audits: An audit table of all actions taken on files marked as records
• A Views Drop down list of all of the content views the logged-in user has access to.
• Discovery Reports Drop Down:
  • Discovery Reports
  • PII Data Viewer
  • Heatmap Demo
  • Rot Report

Configuration

Configuration Fields

Widget Id: RecordmanagementWidget
Widget Type: result_set
Description: Records Management Dashboard
Restictable: true
Custom Fields:
  Field Name: isActive: true - If other RM Results widgets are present, this field will choose which is active on page load.
  Description: Determines whether the widgets tab will be active on load.
  Default Value: true

  Field Name: maxRecords
  Description: The number of documents to return as part of the [Record Search](#record-search-widget).
  Default Value: 100

  Field Name: showVersions
  Description: Show record versions
  Default Value: false

The following custom fields enable the actions for both single record and bulk record actions (See RM Bulk Actions):

Bulk Action Custom Fields:
  Field Name: canTransfer
  Description: Enable the transfer action   
  Default Value: false

  Field Name: canCutOff
  Description: Enable the cut-off action
  Default Value: true

  Field Name: canDestroy
  Description: Enable the destroy action
  Default Value: true

  Field Name: canHold
  Description: Enable the addition and removal of holds
  Default Value: true

Instance Example

Name: RM Dashboard
Definition: RecordManagementWidget   
Field: na
Label: Record List
isActive: false
maxRecords: 100
showVersions: 100
canCutOff: true
canHold: true
canTransfer: true
canDestroy: true

Preview

Record List

Retention Schedules

Record Holds

Record Audits

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Record Tree Widget

Overview

This Records Management widget adds a tab a to the RM Dashboard. The widget displays your file plans like a folder structure with records and files. The content of the tree will update with each Record Search.

Using the Records Management Record Tree Widget

• Add this widget to the body section of your Records Management content view and publish
• Click on the tab created in the RM Dashboard with the label added to the content view (File Plans)
• You can expand each section to see the folder and file structure
• Each will have a count of files in each folder in parentheses if any exist
• Expand the folder to see the name of the files in it

Configuration

Widget Definition

Widget Id: RecordTreeWidget
Widget Type: result_set
Description: Displays Retention Schedules as a folder tree
Restictable: false
Custom Fields:
  Field Name: isActive: true - If other RM Results widgets are present, this field will choose which is active on page load.
  Description: Determines whether the widgets tab will be active on load.
  Default Value: true

Widget Instance Example

Name: Record Tree
Widget Definition Id: RecordTreeWidget
Field: isRM
Label: File Plans
is Active: true

Preview

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RM Content Reporting

Overview

The RM Content Reporting widget is a result set widget that when added to the body section of a content view displays exportable content type breakdowns for Retention Schedules.

Using the Records Management Content Report

• Add widget to the body of your Records Management content view and publish
• A new tab with the label provided in the widget instance will be available in you records management dashboard
• Use the dropdown to select the retention schedule you want to filter the results by to see the content type breakdown for records in that schedule
• Click the Export as CSV button to download the results to a table in a csv file

Configuration

Widget Definition

Widget Id: RMContentReportWidget
Widget Type: result_set
Description: Displays exportable content type breakdowns for Retention Schedules
Restictable: false
Custom Fields:
  Field Name: isActive: true - If other RM Results widgets are present, this field will choose which is active on page load.
  Description: Determines whether the widgets tab will be active on load.
  Default Value: true

Widget Instance Example

Name: Content Report
Widget Definition Id: RMContentReportWidget
Field: isRM
Label: Content Breakdown
isActive: false

Preview

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Document Holds

Overview

Section: Body
Depends On: RM Dashboard
Description:
Allows users to put a document on hold which will lock a document to all other actions, precluding the addition or removal of holds.

Configuration

Widget Definition

Widget Id: DocumentHoldWidget
Widget Type: content_action
Description: Add and Remove Holds from Active Documents.
Restictable: false

Widget Instance Example

Name: Document Holds
Widget Definition Id: DocumentHoldWidget
Field: na
Label: na

Preview

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Record Search Widget

Overview

Section: Top Menu
Depends On: RM Dashboard
Description:
Allows the user to search records on the following criteria:

• Documents eligible for destruction
• Documents eligible for transfer
• Documents eligible for cut off
• Retention Schedule
• Disposition step eligibility by date
• Hold name
• Custom metadata value
• Custom events, with an option to only search documents that have completed the event.
• Destroyed documents that still have metadata
• Source document repository
• Content Type

Configuration

Widget Definition

Widget Id: RMSearchWidget
Widget Type: top_menu
Description: Records Management Search
Restictable: false
Custom Fields:
  Field Name: isActive: true - If other RM Results widgets are present, this field will choose which is active on page load.
  Description: Determines whether the widgets tab will be active on load.
  Default Value: true

  Field Name: maxRecords
  Description: The maximum number of records displayed at once
  Default Value: 100

Widget Instance Example

Name: Record Search
Widget Definition Id: RMSearchWidget
Field: na
Label: na
maxRecords: 100
isActive: true

Preview

Search Results

Search results will filter the record list.

Usage

Using the Records Management Search Widget

• Add widget to the content view and publish
• Enter keywords to search file names
• Note searches are case-sensitive
• Use the dropdown to filter results based on record dispositions (ex. Holds, schedules, repositories, ect...)
• To search by date select Eligibility date search from the drop down and select the record action and or schedule then select your date range by either typing in a date or using the calendar

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Undeclare Record Widget

Overview

Allows the removal of all RM metadata, while keeping the source document.

Definition: RMUndeclareWidget
Section: Body
Depends On: RM Dashboard
Description:
Adds Undeclare as Record as an action for individual records. Undeclaring a document as a record removed, the record field from the document's index as well as deleting all RM Metadata associated with the document.

Configuration

Widget Definition

Widget Id: RMUndeclareWidget
Widget Type: content_action
Description: Allows the removal of all RM metadata, while keeping the source document.
Restictable: false
Custom Fields:
  Field Name: bulkAction
  Description: Add the undeclare action to the bulk action widget, if it exists
  Default Value: true

Widget Instance Example

Name: Undeclare Records
Widget Definition Id: RMUndeclareWidget
Field: isRM
Label: Undeclare Record
bulkAction: true

bulkAction: Enables the action for the RM Bulk Actions Widget. Set as false to restrict users from undeclaring multiple records.

Preview

Undeclare Record

Confirm Undeclare

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Administrative Delete

Overview

Definition: RMAdminDeleteWidget
Section: Body
Depends On: RM Dashboard
Description:
Adds "Administrative Delete" as an action for individual records. Delete the document's index, content, and all RM metadata.

Configuration

Widget Definition

Widget Id: RMAdminDeleteWidget
Widget Type: content_action
Description: Enables an administrative delete of record metadata and content.
Restictable: false
Custom Fields:
  Field Name: bulkAction
  Description: Add the admin delete to the bulk action widget, if it exists
  Default Value: true

Widget Instance Example

Name: Admin Delete
Widget Definition Id: RMAdminDeleteWidget
Field: isRM
Label: Administrative Delete
bulkAction: true

Configuration Fields
bulkAction - Enables the action for the RM Bulk Actions Widget

Preview

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Federated Search View

The following are widgets that can only be used the Simflofy Virtual Repository (simflofy) content view template

Search Results Widget

Overview

This widget adds Records Management features to federated search

Definition: RMResultWidget
Section: Top Menu
Depends On: Federation Search Result
Description:
The field for this widget is the field name that marks whether the document is a records. isRM is the default. Applies an overlay to the standard search results. For documents that are not marked as records, the menu will only give the option to declare as record or add a schedule.

Configuration

Setting up RM Search Results

Configuration Fields

createdField: The search field which contains the document's created date
nameField: The search field which contains the document's name
idField: The search field which contains the document's repository id (as used by content services)
typeField: The search field which contains the document's content type

The following fields enable the actions for both single document and bulk actions (See RM Bulk Actions):

canTransfer: Enables the transfer action
canCutOff: Enables the cut-off action
canDestroy: Enables the destroy action
canDeclare: Enables the declare as record action
canHold: Enables the addition and removal of holds

Preview

Using the RM Search Results Widget

If the document is marked as a record, the menu will change depend on what other result set RM widgets have been applied.

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Record Toggle Widget

Overview

A toggle for showing indexes that are records

Definition: RecordToggleWidget
Section: Left Sidebar
Depends On: RMSearchResults
Description:
This widget can only be added to the standard federated search template (usually named "simflofy"). It can be used on the Left Sidebar.

Configuration

Widget Definition

Widget Id: RMRecordToggleWidget
Widget Type: facet_search
Description: A toggle for showing indexes that are records
Restictable: false

Widget Instance Example

Name: Record Togle
Widget Definition Id: RMRecordToggleWidget
Field: isRM
Label: Record Toggle

Preview

When Show Records is clicked, the widget will trigger a search for documents (not records), that have the indexed record field (isRM by default) set to true.

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History Widget

Overview

View Record History

Definition: RMHistoryWidget
Section: Body
Depends On: RM Search Results
Description:
This widget can be added to the body of the standard federation search template (usually named simflofy).

It will add an option to the Records Management dropdown on documents that have been marked as records by the RM Search Results widget.

Clicking it will bring up a modal with all audited events that occurred for the record.

Configuration

Widget Definition

Widget Id: RMHistoryWidget
Widget Type: content_action
Description: View Record History.
Restictable: false

Widget Instance Example

Name: Record History
Widget Definition Id: RMHistoryWidget
Field: na
Label: na

Preview

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Record Management Events Widget

Overview

Allows you to view and complete events on documents that have been declared as records.

Definition: RMEventsWidget
Section: Body
Depends On: RM Search Results
Description:
Allows you to view and complete events on documents that have been declared as records. Completed events will show their completion date.

Configuration

Widget Definition

Widget Id: RMEventWidget
Widget Type: content_action
Description: View Record Events.
Restictable: false

Widget Instance Example

Name: RM Events
Widget Definition Id: RMEventWidget
Field: na
Label: RM Events

Preview

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Record Management Metadata Widget

Overview

View Record Metadata

Definition: RMMetadataWidget
Section: Body
Depends On: RM Search Results
Description:
This widget can be added to the body of the standard federation search template (usually named "simflofy").

It will add an option to the Records Management dropdown on documents that have been marked as records by the RM Search Results widget.

Clicking it will bring up a modal with all the record's RM metadata.

Configuration

Widget Definition

Widget Id: RMMetadataWidget
Widget Type: content_action
Description: View Record Metadata.
Restictable: false

Widget Instance Example

Name: RM Metadata
Widget Definition Id: RMMetadataWidget
Field: na
Label: Record Properties

Preview

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Bulk Actions

Overview

This widget will add actions to the list based on what actions are enabled by other widgets. The bulk actions works differently depending on the view template, but can be added to both.

Definition: BulkRecordWidget
Section: Top Menu
Depends On: RM Dashboard or RM Search Results
Description:
This widget will add actions to the list based on what actions are enabled by other widgets. The bulk actions works differently depending on the view template:

Federated Search Template

The documents selected (checked) will have the action executed.

Records Management Template

The documents included in the last Record Search will have the action executed.

The widget will attempt to check for whether the selected action is valid before attempting to execute it.

Configuration

Widget Definition

Widget Id: BullkRecordWidget
Widget Type: top_menu
Description: Perform bulk actions against search results..
Restictable: false

Widget Instance Example

Name: Bulk Records
Widget Definition Id: BullkRecordWidget
Field: na
Label: Bulk Record Actions

Preview

Clicking on the Bulk Actions button will allow you to perform one of the following actions on the selected files.

• Add Retention Schedule
• Add to Hold
• Remove Hold
• Cut Off
• Transfer
• Destroy
• Administrative Delete
• Undeclare Record

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