Rules

Role required
To View / Add / Edit / Delete Rules you need to be assigned to either the Application Administrator or Records Manager role.

Introduction

The Rules engine is at the heart of Records365. Rules are used to evaluate content that is created or updated within your Content Sources, to identify how to categorize, retain and dispose of the content.

Rules tie together one or more Criteria with a specific Action. If an item in any of your Content Sources matches the rule criteria, then it will be categorized under a specific Record Category and inherit the Retention Schedule for that category.

Add a Criteria or Action

  1. In the left-hand navigation menu, select Rules. Hover over ‘Y’ or ‘N’ and click on ‘+’.
  1. To add a new Criteria, select Criteria from the ‘+’ menu.
    1. Select a Property - This is the metadata property on a record that the criteria will check.
    2. Select a Condition Type - Depending on the type of property being evaluated, choose the relevant condition - for example, Contains for a text property.
    3. Enter a Condition - This is the value that the criteria will check for.
    4. You can add multiple conditions by clicking + Add Condition. All conditions must be true for the rule to pass.
    5. Click Apply
  1. To add a new Action, select Action from the ‘+’ menu.
    1. Select a Record Category that will be applied to the records matching the criteria above.
  1. Continue building out your Rules by deciding what action to take when the criteria are met (‘Y’) and what action to take when the criteria are not met (‘N’).
  2. In the top right-hand corner of the page, click Publish when complete.

Rules are evaluated from the top down - if a record meets one criterion that is higher up on the Rules tree and also meets another criterion further down the Rules tree, then the top criteria take precedence.

Edit a Criteria or Action

  1. In the left-hand navigation menu, select Rules. Click on the Action or Criteria tile you wish to edit in the tree.
  2. Once your edits are complete, click Apply.
  1. In the top right-hand corner of the page, click Publish when complete.

Delete a Criteria or Action

  1. In the left hand navigation menu, select Rules. In the top right hand corner of the Action or Criteria tile you wish to delete, click the
    .
  1. Note all items below the Action or Criteria will also be removed.
  2. In the top right-hand corner of the page, click Publish when complete.