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.

Import and Export Rules

When you have a large Rule tree, it can become complicated to manage the different levels and branches of the tree, particularly when you are looking to insert, delete or move nodes or branches in the middle of the tree rather than at the end. To assist with this, we provide the ability to Export your ruleset to a CSV or JSON file, make changes to this file, then Import your modifications and publish the Rules.

Export Rules

  1. Click on the Export button in the top right of the Rules page.
  1. Select a CSV or a JSON format for your export. We will use CSV for this example.
  2. A CSV file will be downloaded by your browser. For a large ruleset, this may take a few moments.
  3. Open the Records365-Rules-Export.csv file in Excel.
  4. You will see the following table structure in the .csv file:

Rules Export Table

The table describes the rules tree that you see in Records365. Each row in the table corresponds to one of the nodes in the Rules tree, either a Criteria node or an Action node.

There are a few key columns in the exported CSV file to be aware of when editing the file for re-upload:

  • Node Type: This column determines what kind of node in the Rules tree is described by this row in the table. There are two possible Node Types: Criteria (grey nodes in the Records365 Rules tree with criteria to match) and Action (blue nodes with Record Categories to assign).
  • Parent ID: This column links child rows to the parent rows. A maximum of two child rows can have the same Parent ID, one with the ‘Yes’ Decision Path and one with ‘No’.
  • Decision Path: This column describes whether the node lies on the ‘Yes’ path underneath its parent, or the ‘No’ path.
  • Record Category Name & Identifier: For ‘Action’ nodes only, these columns are used to look up the Record Category to assign to all records matching the criteria above it.
  • Criteria: There are a number of columns that are used to describe the grey Criteria nodes. Each criteria node can have up to 4 conditions, and so there are 4 sets of columns for each row that are available in the table. To build the criteria condition, we use the Field Name, Field Source, Operator and Value columns.

Import Rules

Once you have completed modifying the exported table, head back to Records365 and click on Import then Import from CSV. Use the ‘Browse’ button to find the CSV file that you have saved, and click ‘Publish’. If there are no errors in your import file, the Rules tree will be updated and display a success message.

If there are any errors in your import file, an Error message will display that describes where your import file needs to be modified before it can be successfully published. Some common error scenarios are:

  • Two rows in your import file both have the same Parent ID and Decision Path.
  • All rows must have a valid Parent ID.
  • A row for an ‘Action’ node must have a Record Category Title and Record Category Identifier.