Setting the RRTD on a single or multiple documents

Some records are mapped to a retention policy that require the end-user to add a RRTD (Record Retention Trigger Date) sometime after the records are ingested in DocFinity. This is due to the trigger being tied to a specific event (Manual Trigger) that is currently unknown and will occur in the future, such as "termination of employment" or "graduation". It is essential to add this date to the record in DocFinity once it is known so that retention requirements can be applied and the record can eventually be completely removed from the system. This step-by-step guide will show you how to set this RRTD on a single and/or multiple documents in DocFinity.

Set the RRTD on a single document

  1. Visit edms.uw.edu
  2. Log in using your UW NetID and password.
  3. To set a RRTD for a document, you first need to search for and locate the document. At the top of the webpage, click on the Workspaces tab – a drop-down menu appears. In the drop-down menu, click on Searching.
    Zoomed in view of the Tab menu at the top left of the DocFinity browser. The Workspaces tab is expanded showing a drop-down menu below it. The Searching option, fourth option on the list, is circled in red.

    Note: DocFinity saves your workspace from where you left off the previous time. If you’d like to clear your workspace before proceeding, click on the Panels tab, then click on Close All Panels.

  4. Three panels have populated your workspace: Search, Document Viewer, and Results. Enter the search parameters in the Search panel, then click the blue Search button at the bottom. The Search fields may differ by department/office and by how DocFinity is configured for your records.
    The Search panel shows a list with several fields. The top three fields – Search, Record Type, Employment Group, and Unit contains – are circled in red. On the bottom left of the Search panel is a blue Search button with a red arrow pointing at it
  5. The Results panel on the right shows the records that match the search parameters you’ve entered in the Search panel.
    Zoomed in view of the Results panel featuring a toolbar menu at the top. Below the toolbar menu is a list of Search results displaying several data columns. A bar at the bottom of the panel indicates current page, total number of pages, and number of items per page
  6. Select the record to which you would like to add a RRTD by clicking on the white checkbox on the left side of the relevant item
    Zoomed in view of the Results panel displaying a list of Search results rows and several data columns. The first data column on the left displays a white checkbox, followed by a Record Type column. A red arrow points at a white checkbox
  7. You will know the record has been selected when you see a blue check mark appear within the checkbox. (You may de-select the record by clicking on the checkbox again.)
    Zoomed in view of the Results panel displaying a list of Search results rows. The first row of the results is highlighted in blue and the checkbox is checked
  8. Once you have verified you selected the correct record, click the Re-Index button at the top.
    Zoomed in view of the Results panel displaying a list of Search results rows. The first row of the results is highlighted in blue and the checkbox is checked
  9. The Indexing panel appears on the right-hand side showing several fields that may be re-indexed or altered.
    Zoomed in view of the Results panel. The bar at the bottom of the panel, which shows the current page, total number of pages, and the number of items per page, is circled in red. There are four clickable arrows on each side of the current page indicator, two on the left side and two on the right. Next to the “items per page” indicator is a drop-down menu box
  10. At the bottom is a field titled Record Retention Trigger Date allowing you to enter a date.
    Zoomed in view of the Index panel displaying a toolbar at the top and 5 “Re-index” field options below: Category, Document Type, Record Type, Employment Group, Unit and Record Retention Trigger Date. The Record Retention Trigger Date field is pre-filled with the date of “01-01-2023” which is circled in red
  11. Enter the correct RRTD, then click on the floppy disk or Save icon.
    Zoomed in view of the Index panel listing 5 “Re-index” fields: Category, Document Type, Record Type, Employment Group, Unit and Record Retention Trigger Date. The pre-filled Record Retention Trigger Date field has been changed to “05-01-2023”. The “Save” tool in the top toolbar is circled in red
  12. A message appears at the top of your browser confirming the change.
    A message with a checkmark on a green background that confirms “the document is successfully re-indexed

Set the same RRTD on multiple documents at once (Bulk Re-Indexing)

  1. Visit edms.uw.edu
  2. Log in using your UW NetID and password.
  3. To set the same RRTD for multiple records, you first need to search for and locate them. At the top of the webpage, click on the Workspaces tab – a drop-down menu appears. In the drop-down menu, click on Searching.
    Zoomed in view of the Tab menu at the top left of the DocFinity browser. The Workspaces tab is expanded showing a drop-down menu below it. The Searching option, fourth option on the list, is circled in red

    Note: DocFinity saves your workspace from where you left off the previous time. If you’d like to clear your workspace before proceeding, click on the Panels tab, then click on Close All Panels.

  4. Three panels have populated your workspace: Search, Document Viewer, and Results. Enter the search parameters in the Search panel, then click the blue Search button at the bottom. The Search fields may differ by department/office and by how DocFinity is configured for your records.
    Three panels are shown. A Search panel on the left, Document Viewer panel on the top right, and Results panel on the bottom right. The Search panel shows a list with several fields. The top three fields – Search, Record Type, Employment Group, and Unit contains – are circled in red. On the bottom left of the Search panel is a blue Search button with a red arrow pointing at it
  5. The Results panel on the right shows the records that match the search parameters you’ve entered in the Search panel.Zoomed in view of the Results panel featuring a toolbar menu at the top. Below the toolbar menu is a list of Search results displaying several data columns. A bar at the bottom of the panel indicates current page, total number of pages, and number of items per page

    Note: If you’d like to get a general overview of all records which are missing a trigger date, you may select “RMS: Missing Manual Triggers” from the drop-down menu under the Search field. Please note that if you’re looking for a specific set of documents to re-index, this search option is not recommended because the parameters under this type of search are limited.

  6. Select the record(s) to which you would like to add a RRTD by clicking on the white checkbox on the left side of the relevant record item(s).
    Zoomed in view of the Results panel displaying a list of Search results rows and several data columns. The first data column on the left displays a white checkbox, followed by a Record Type column. A red arrow points at a white checkbox
  7. You will know the record(s) has been selected when you see a blue check mark appear within the checkbox. (You may de-select the record(s) by clicking on the checkbox again.)
    Zoomed in view of the Results panel displaying a list of Search results rows. The first row of the results is highlighted in blue and the checkbox is checked
  8. To select records on a different page, click the icon with the small arrow to navigate to the next page. Alternatively, you may click on the drop-down menu next to “items/page” to expand the number of results per page.
    Zoomed in view of the Results panel. The bar at the bottom of the panel, which shows the current page, total number of pages, and the number of items per page, is circled in red. There are four clickable arrows on each side of the current page indicator, two on the left side and two on the right. Next to the items per page

    If you’d like to select all the records shown in the current results page, check the white checkbox at the top of the panel. (Selections do not transfer once you navigate to a different page.)
    Zoomed in view of the Results panel displaying a list of Search results rows. All visible rows are highlighted in blue. The checkboxes are all checked showing that all results are now selected

  9. Once you have verified you selected the correct record(s), click the Start a Process button at the top.
    Zoomed in view of the Results panel featuring a toolbar at the top. Below are the search results with three different documents selected. The toolbar option for Start a Process is circled in red.
  10. The Start Process window appears, prompting you to select a specific business process.
    Dialog box titled “Start Process” displaying a Business Process table. The first option RM – Set Manual RRTD (Bulk Reindex from Search Results) is highlighted in blue indicating it is the selected option.
  11. Select “RM – Set Manual RRTD (Bulk Reindex from Search Results)” from the list by clicking on it so that it becomes highlighted in blue. Click the Continue to Prompts button at the bottom.
    Dialog box titled Start Process displaying a Business Process table. The first option RM – Set Manual RRTD (Bulk Reindex from Search Results) is highlighted in blue indicating it is the selected option. A red arrow points at the blue Continue to Prompts button.
  12. The Start Process window will then prompt you to enter a Record Retention Trigger Date. Enter the correct RRTD for the selected items then click on the blue Start Process button.
    Dialog box titled Start Process is now displaying the RM – Set Manual RRTD (Bulk Reindex from Search Results) process option. At the bottom is a Records Retention Trigger Date field with the date of 05-01-2023 filled out. A red arrow points at the blue Start Process button below it.
  13. A message appears at the top of your browser confirming that the business process has been initiated.
    A message with a checkmark on a green background that confirms Process Instance started successfully

    Note: Depending on load it may take several minutes for the changes to be effective.