We continue to work hard to ensure that the Records365 platform delivers great performance for all our customers. We have recently made improvements to handling of Physical Loans and Barcode Scanning when working with large volumes of records, and we have further enhancements on the way. Stay tuned!
Records365 now maintains the latest version of a binary while it is being edited in the online editor in SharePoint Online.
After making a change to the rules tree, new content or updates to existing content will be evaluated against the new version of the Rules and will receive any updated categorization as required. For existing content, users can now Resubmit the records to be re-evalauted by the Rules without requiring a new submission from the Content Source!
To Resubmit records, select them from the Browse pages or in Search results, then click on the Resubmit icon.
The Records365 Connector Framework underpins both the connectors published by RecordPoint and Custom Connectors that third party developers can build for any content source. The Connector Framework now supports the ability to filter what content from a source system should be submitted to Records365 - look out for more details in future releases!
For more information about the Records365 Connector Framework, please visit the Github page.
SharePoint Online and OneDrive for Business connectors now correctly handle disposing of a record where the site in the content source has been deleted or the native SharePoint Records Management feature has been enabled.
Disposal Approval status and comments are now correctly displayed when viewing an individual record.
Recently, we introduced Security Profiles, allowing users & groups with the Records Visitor role to be granted restricted access to specific actions within Records365.
Now, a Security Profile can be used to send records due for Disposal to multiple users or groups for approval. See Disposal Approval for more information.
The Rules and Advanced Search pages now seamlessly handle very large numbers of searchable fields being returned in the dropdown list. We have more improvements coming in this area soon!
We continue to make a number of improvements to the Advanced Search and Browse experiences to ensure that page response is quick, regardless of the volume of records in your tenant. We have made some steps in this release and will continue to ship performance enhancements in the coming releases until we are satisfied with the Search & Browse user experience for all tenants.
We continue to make sure that we can support all the different ways that you use SharePoint Online, especially as new features and functionality are added to the platform. We now support managing records held in Communication and Modern Teams sites in SharePoint Online.
When a Record Category is manually assigned to a Physical Record using a ‘Category’ field, it now correctly calculates the retention period for the record.
Editing a Physical Record no longer causes the ‘Author’ field to be updated to the user making the change.
Physical Profiles created using the Records365 APIs no longer prevent Physical Records from being modified.
Duplicate fields no longer appear in the Search dropdowns in the Advanced Search page.
In the first of a number of updates in this area, Records365 now supports a more robust security model for Records Management and Compliance actions that users can perform.
Many of our customers have discussed with us the need for a more strictly segregated access to the types of actions that users can perform. Application Administrators and Records Managers can now create Security Profiles that restrict their members to a subset of actions and relevant areas in the application.
For more information, see Security Profiles.
Following up on our recent release of a substantial update for Physical Records Management, Labels can now be exported and printed for Physical Records in Records365. Using labels and Barcode Scanning allows powerful and flexible Records Management for frontline workers in storage, archive and warehouse spaces. See Label Export for more information.
We have released a new version of the Records365 Data Connector for PowerBI!
The new version contains some significant performance improvements to help report on larger numbers of records in your Records365 tenancy.
Please note, that when your organisation is managing large numbers of records with Records365, we highly recommend using the query functionality built into the Data Connector. Despite the performance improvements in the latest release, it is always best practice to push as much of the query work as possible to the Records365 backend, rather than pulling down millions of rows to PowerBI. For more information and to download the new version of the connector, please see Reporting & Analytics.
A Location field type can now be designated as the ‘Primary Location’ on a Physical Profile. This field will now be visible in the Record Quick Summary view and will be updated when records are checked out on Loan. For more information, see Profiles and Loans.
When Records are pending for Disposal, a Records Manager can now manually assign them a different Record Category from the Disposal page.
Records365 now supports a fully audited and powerful Disposal Approval workflow. What happens when records come to the end of their retention lifecycle is a key concern of the Records Management or Compliance function of any organisation, and we are thrilled to extend our capabilities in this area. The new Disposal Approval workflow allows Records Managers to send email notifications to the relevant person(s) within your organisation and defensibly secure their approval prior to executing the final disposal of the record(s). Each step of the process is fully audited.
For more information, please see the detailed documentation here: Disposal.
We are thrilled to release a huge batch of functionality to improve your management of Physical Records in Records365. We now support a number of advanced scenarios for Physical Records Management, including but not limited to(!):
Records365 now supports assigning a Disposition Action of Transfer or Review to the Retention Schedule of a Record Category. All items assigned a Record Category with a Disposition Action of Transfer or Review will receive the relevant action.
Stay tuned for further updates in this area in future releases!
The Rules tree can now be exported to JSON or CSV and imported from the Rules page. We expect this to make initial setup and editing of large rulesets significantly easier.
We know that many organizations managing Physical Records use Folder (or File) Parts to track linked volumes of physical records during their lifecycle. We are excited to announce full support for Folder Parts in Records365! To create a Part from an existing Physical Folder, select the Folder and click ‘Add Folder Part’ from the Browse or Search grids.
Further documentation updates to our Physical Records section are forthcoming to walk you through each step of the Folder Part creation and management process, including navigating between Parts and the ‘master’ Part and the Records contained within.
Physical Records management in Records365 requires an additional subscription.
Previously, the SharePoint Online connector only supported an ‘opt-out’ model, managing all content created in your SharePoint Online tenancy except the sites listed under Unmanaged Sites.
Now, you can list the specific SharePoint Online Site Collections that you want to manage with Records365, giving your organization more flexibility. You can now also declare specific Subsites within those Site Collections to be Excluded from management.
Again, we’ll have more comprehensive updates to the SharePoint Online Connector Setup documentation shortly.
The FileConnect installer is now available to be downloaded from the connector page in Records365.
If your tenant is enabled for FileConnect, you can find the installer in the Connector Gallery by clicking on the FileConnect tile, then the Server Component Installer download icon.
The SharePoint Online Connector no longer sets the Author property to “Unspecified” for some Records. Aggregations are now also submitted with an Author property.
If a SharePoint Online Site Collection or OneDrive Account had not received any changes within the last 60 days or was monitored by a Connector which had been disabled for 60 days or more, it became impossible to retrieve any new changes.
The Rules tree can now be exported to a JSON or CSV file. In an upcoming release, these files can be uploaded to perform bulk updates and re-organisation of the Rules tree.
The Box Connector will no longer occasionally stop submitting records for a tenant.
Disposal dates calculated from a Box record’s source properties will now be calculated correctly.
Record Disposal functions correctly for SharePoint Online and OneDrive for Business records where the source document has been deleted.
Updating a Record with the same SourceLastModifiedDate property no longer causes the Record Number to be changed.
Documents can now be moved within a SharePoint site or subsite without creating duplicate records.
You can now easily jumpstart your Records365 journey by registering content with Records365 in bulk. If you are in the process of implementing Records365 or would like more information about Content Registration, please contact support. The OneDrive for Business Connector requires an additional subscription.
The SharePoint Online Connector will no longer be set to “Error” status should SharePoint Online throttle our polls for content updates.
Physical Record Folders are ready for prime-time: users can now edit Physical Record Folders and view their Barcodes.
The “Download Settings” button in the Connector Details page for FileConnect no longer fails to download the connector settings.
The SharePoint Online Connector now correctly disposes of items that are checked out in SharePoint Online.
We are thrilled to announce the first release of Physical Records management in Records365, Essentials. This allows creation, modification, classification and disposal of Physical Records and Record Folders, along with management of Physical Locations. For more information, see the Physical Records section, or read our blog announcement.
More features for Physical Records are coming soon, so check back for future releases!
Physical Records Essentials requires an additional subscription.