#Review Records

If manual approval is enabled in a rule, files that meet the rule criteria need to be reviewed by record reviewers before being destroyed, and only the approved files will be destroyed.

The manual approval process is detailed below:

1. Collect files from drives – If manual approval is enabled in a rule, after the Enforce rule actions job is completed, files that meet the configured rule criteria will be collected and displayed on the Under review tab.

   When email notification is enabled in the approval process, an email notification will be sent to the corresponding record reviewers. By clicking the link in the email notification, record reviewers will be redirected to the Records for review page to review records.

2. Record reviewers process files – Record reviewers approve or reject the files. Record reviewers can also reassign or escalate the files to other record reviewers.

   NOTE

   If the role of a record reviewer is a standard user, the record reviewer can only process the files that have been assigned to them.

   • If a record is approved, it will be moved to the Waiting for disposal tab with the Approved status.

   • If a record is rejected, it will be moved to the Disposal extension tab. When the disposal extension time reaches or when you remove the disposal extension, the record will be moved to the Waiting for disposal tab with the Rejected status.

3. Destroy files in drives – Manually run an Enforce rule actions job or configure a schedule to run Enforce rule actions jobs periodically. After an Enforce rule actions job is completed, you will find that:

   • The approved records in the Waiting for disposal tab will be destroyed and moved to the History tab.

   • The rejected records in the Waiting for disposal tab will be moved to the History tab with the Rejected status. Those records will also appear under the Under review tab again with the Waiting for approval status.

Additional operations:

• Search – To search for a record, enter a partial of the record name or full record name in the search text box, and then press Enter on your keyboard. Search results are displayed.

• Filter – You can click Filters above the table and set multiple filters to filter the records. The Filtered button will be highlighted after you set filter conditions, indicating that the current page has data filtered.

• Manage columns – You can click Columns to have the desired columns displayed in the table. The configured filters and the selected columns can be kept so that you do not need to reset at your next login.

• View record details – You can click a record name to view the general properties as well as the review details of the record.

• Customize column widths – You can adjust column widths for the columns displayed on the page. The customized column widths will be retained, so you do not need to reset them when switching between tabs or pages.

#Configure Approval Settings

Click Approval settings to open the Approval settings window. Configure the following settings and click Save to save the configurations.

• Comment will be required when – This setting defines whether a comment will be required when record reviewers approve or reject a record.

  • A comment will be required when record reviewers approve or reject records.

  • A comment will be required when record reviewers approve records.

  • A comment will be required when record reviewers reject records.

  • Comment will not be required.

• Configure reasons for rejection – You can enable this setting and then add reasons, so that record reviewers can select a reason when they reject a record during review.

  To add a reason, click the Add icon and then enter a value; to delete a reason, click the Delete icon next to the reason.

  You can set a reason for rejection as inactive by clicking the Disable icon next to it, preventing reviewers from selecting it when rejecting a record in the future. This inactive reason can still be used as a value when filtering records. You can reactivate this reason later by clicking the Enable icon next to it.

#Under Review

The Under review tab displays the files that are currently awaiting approval. You can perform actions to process these records, and multiple sections are available.

Approve a Record

To approve the disposal action of a record, select the record, and click Approve. The record will be moved to the Waiting for disposal tab. The record with the Approved status will be destroyed in the next Enforce rule actions job.

Reject a Record

To reject the disposal action of the record and extend the disposal time, complete the following steps:

1. Select the record and click Reject.

2. Reason for rejection – Select a reason for rejection. This field will appear when the reason for rejection setting is enabled in the Approval settings configurations.

3. Comment for rejection – Enter a comment for rejection.

4. Select a time period – Select or customize a time range.

5. Disposal extended to – The disposal extension due date will be displayed and cannot be updated.

6. Click Reject. The record will be moved to the Disposal extensions tab.

7. When the disposal time reaches, the record will be moved to the Waiting for disposal tab.

Reassign a Record

To reassign the record to other record reviewers for review, complete the following steps:

1. Select the record and click Reassign.

2. Reassign to the following users or groups – Enter the names of users or groups as record reviewers to whom the record will be reassigned.

3. Send an emailnotification with the following comment – Enter a comment. The comment will be sent to the new record reviewers in the email notification. In order to reassign the record to another user/group and ensure they receive the email notification, make sure email notification is enabled in the approval process.

4. Click OK.

Escalate a Record

To escalate the record to other record reviewers for review, complete the following steps:

1. Select the record and click Escalate.

2. Escalate to the following users or groups – Enter the names of users or groups as record reviewers to whom the record will be escalated.

3. Send an emailnotification with the following comment – Enter a comment. The comment will be sent to the new record reviewers in the email notification. In order to escalate the record to another user/group and ensure they receive the email notification, make sure email notification is enabled in the approval process.

4. Click OK.

#Waiting for Disposal

The Waiting for disposal tab displays records that have already been approved or rejected by record reviewers.

To restart the approval process for a record, select the record, and then click Restart process.

#Disposal Extensions

The Disposal extensions tab displays the records that have been rejected and are currently under disposal extension. When the disposal extension time reaches or when you remove the disposal extension, the record will be moved to the Waiting for disposal tab with the Rejected status.

To remove the disposal extension for a record, select the record, and then click Remove disposal extension.

#History

The History tab displays the latest up to 1000 records that have been actioned in the last 3 months.