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.