Event Schedules

You can configure the system to automatically delete, archive, or convert documents to records for a particular schema.

• Delete — “Soft” deletes a document based on the event schedule date. The document can still be recovered in the “soft” deletion state. For more information on deleting documents, see Permanently Deleting Documents.

• Archive — The document is moved to the Library Archive in the hierarchy.

• Convert to Record — The document in no longer editable but remains in the library.

The events are triggered based on the document creation date, last modified date, metadata last modified, or a custom metadata field. These triggers can then be additionally offset for a period measured in days, weeks, months, or years. The events are managed in the same way as metadata and document control fields.

Email notifications can be sent to other users to alert of a document event. These notifications are configured to go out to selected users an assigned number of days before the event takes place.

In order to use the events features, the System Administrator must enable them. Library Administrators can then create and apply events to schemas.

To create an event schedule to a schema, you need to do the following:

• Enable event schedules in the System Administrator view.

• Create event schedules in the Library Administrator area.

• Apply the event schedule to the schemas.

To enable Event Schedules

1. Log in as System Administrator, and go to System Admin > Global Settings > General.

2. In the Event Schedule Settings area, select the following check boxes, if applicable:

• Enable Convert to Record Events — This will allow documents to be automatically converted to a record after a specified period of time.

• Enable Archive Events — This will allow documents to be automatically sent to the archive after a specified period of time.

• Enable Delete Events — This will allow documents to be automatically deleted after a specified period of time.

3. Click Update.

To create an event schedule

1. In the Web Client, log in as Library Administrator and go to Library Admin > Manage Schemas > Events.

• Alternatively, in FDA go to Administration > Manage Schemas > Events.

2. Click Add Event.

3. In the Add Event window, enter a Name.

4. Enter a Description for the event.

5. Select one of the following types:

• Archive — The document is moved to the Library Archive.

• Delete — The document is deleted.

• Convert to Record — The document is converted to a record. The document can no longer be edited or altered.

6. Select the date that the event is relative to:

• Document created date

• Document last modified date

• Metadata last modified date

• Custom metadata field. Select the metadata field name from the list.

7. Enter a period of time before the event takes place in days, weeks, months, or years. For example, you want to the document to be converted to a record 1 year after the document was created.

8. Select the Notifications check box if you want to send emails to users to notify them of the event.

9. Enter the number of days prior to the event that you want the email notification to be sent.

10. Click the … button to select Recipients for the email notification.

11. Click Save.

To add an event schedule to a schema

1. Log in as a Library Administrator. In the Web Client, go to Document Schemas > Schema Name > Event Schedule.

• Alternatively, in FDA go to Administration > Manage Schemas > Document Schemas > Schema Name > Events tab.

2. Select the event that you want to occur to the documents assigned to this schema from the list:

• Convert to a record

• Archive

• Delete

4. Click Save.
    

See also:

Custom File Naming

Adding Workflows to Schemas

Adding Metadata to Schemas

Adding Groups and Users to Schemas

Creating Document Schemas