We’ve gathered some frequently asked questions here. Feel free to reach out to firstname.lastname@example.org if you don’t find the answer you’re looking for!
The default display language & terminology is set for each tenant and will be same every time you login. However, you can choose to use a different one during the period you are logged in by following the steps below:
Currently, Records365 provides two locales for English – US or Australian. The main difference between the two is in the terminology seen around the portal:
|Date Filed||Date Declared|
|Record Category||Disposal Class|
|Record Category Identifier||Disposal Class Number|
|Parent Category||Parent Class|
An item’s record number is held in the “ItemNumber” field.
The “PreviousDisposalAction” field tracks when a record has been destroyed. Use this field and search for contains “Destroy” when looking for disposed records, or use the “Is Empty” operator to return records that have not yet been disposed.
Another term used for “Freezes” is “Holds” – the search fields use this alternate term (e.g. HoldId, IsOnHold) regardless of your selected locale. Please see display language for more information.
Another term used for “Disposal Class” is “Record Category” – the search fields use this alternate term regardless of your selected locale. Please see display language for more information.
CreatedBy: the Records365 content source connector that created the item
CreatedDate: the date the item was created in Records365 – shown in the Date Filed or Date Declared field
SourceCreatedBy: the user that created the item in the content source – shown in the Author field
SourceCreatedDate: the date the item was created in the content source
LastModifiedBy: the Records365 content source connector that last modified the item
LastModifiedDate: the date the record was last modified in Records365
SourceLastModifiedBy: the user that last edited the item in the content source
SourceLastModifiedDate: the date the item was last modified in the content source – shown in the Publication Date field
The History tab is used to hold the different versions of a record. Clicking on one of the “Last Modified Date” values shows the metadata that was present on that version of the record - a new version will be added typically after a metadata value is updated. It’s also where a copy of the item’s latest binary from the content source will be held if binary submission is enabled for your tenant.
The Audit tab logs events that occur on the record, such as viewing and editing. The “Source” column specifies where the event took place in – either the content source or Records365 (indicated by a value of “Records Management Platform”).
When sending items for disposal approval, instead of adding approver emails individually you can add a group of people based on a Security Profile.
Prerequisite: in this context, disposal approvers will need to be assigned the “Records Visitor” role in Azure AD – see Roles & Permissions for more information.
This can be done by editing the rules in an external file – see how to Import and Export Rules for more information.
Please see Excluded Content for details of which content in SharePoint Online that is not be captured by Records365.
There are a number of reasons that could cause an unauthorized error. Check the following:
The imported Rules file may contain Record Categories (Disposal Classes) or Category Identifiers (Disposal Class Numbers) that are not in line with what exists in your Records365 File Plan. Check that there are no missing or misspelled record categories or identifiers in the File Plan or import file.