A Lifecycle brings together the existing Triggers and Retentions to define which action should happen to an item at specific points in time. Each of these points in time is represented within a Lifecycle by a Phase.  Lifecycles can be assigned to any number of Record Classes which will ultimately determine the retention of records, and how it goes through disposition.

Lifecycle Properties

Property

Description

Title

Defines the unique name of the Lifecycle

Description

Defines the description of the Lifecycle for informational purposes

Notes

Defines a free form field that can be used to provide detailed notes for the Lifecycle

Phases

Defines the lifecycle of the managed item


Phase Properties

Property

Description

Phase

Numeric value indicating Phase order. This property is automatically populated.

Retention

Defines the associate Retention for the Phase. A drop-down list of Retentions is provided.

Action

Defines the Action that is performed on the item once the Retention has expired. See Supported Phase Actions for a description of the supported Actions.

Automation Level

Defines whether the Action is conducted automatically by the system or performed manually by the user.

  1. Automatic – Action will be performed automatically if supported by the Connector; otherwise it will revert to Manual.

  2. Manual – Action will be displayed in the Inbox once Retention has expired, and must be manually executed and marked complete. Performing a manual action for a Physical Record is an example of when this setting is useful.

Require Approval

Indicates whether Action must be approved before being executed. Items requiring Approval will appear in the Inbox.

Every

This property is only applicable if the Require Approvalcheckbox is marked, and only if the item is dismissed in the Inbox. This property indicates the time period for how long the item will wait before reappearing in the Inbox if its approval is dismissed.

This property is not required, and if it is left blank, the item will appear back in the Inbox immediately after dismissed.


Supported Phase Actions

Action

Description

Declare Record

Flags the item as a Declared Record and locks the item in the Repository from modification and deletion.

Cannot be assigned to the final phase in a lifecycle.

Dispose and Delete

Deletes the item from the Repository and removes any information about the item.

Can only be assigned to the final phase in a lifecycle.

Dispose and Recycle

Deletes the item from the Repository and removes any information about the item. The Recycle part of the Action is dependent upon the Repository Connector.

Dispose and Transfer

Moves the item to a specified location within the Repository and removes any information about the item.

Can only be assigned to the final phase in a lifecycle.

None

No action is performed.*Cannot be assigned to the final phase in a lifecycle

Permanent

Marks the item as Permanent and locks the item in the Repository from modification and deletion.

Can only be assigned to the final phase in a lifecycle.

Transfer

Moves the item to a specified location within the Repository.

Cannot be assigned to the final phase in a lifecycle.

Undeclare Record

Removes the Declared Record flag and removes any lock on the item in the Repository.

Cannot be assigned to the final phase in a lifecycle.

Workflow

(*SharePoint on-premises only;

not supported in SharePoint Online)

Starts a specified Workflow in the Repository.

Cannot be assigned to the final phase in a lifecycle.


Creating a Lifecycle

  1. Select Plan from the Main Menu.

  2. Select Lifecycles from the left navigation menu.

  3. Click Create. The Create Lifecycle dialog opens.

  4. Enter the desired Lifecycle Properties.

  5. Add/Remove Phases as desired.

  6. Click Create.