Release Notes 1

Release Date

November 11, 2020

User interface updates

• Sign out moved to drop down under signed-in user
• Main menu icons have changed
• Inbox item on the main menu has been replaced with Dispose
• Disposition inbox has been moved to a navigation menu under Dispose
• Expired Records has been added as a navigation menu under Dispose
• Rejected Records has been added as a navigation menu under Dispose
• Physical Confirmation has been added as a navigation menu under Dispose
• Exceptions has been added as a navigation menu under Dispose
• Destruction Certificates has been moved from Monitor to Dispose
• Archive has been renamed Disposed Records and moved to Dispose
• The ability to Filter on columns has been added to the Inbox
• The ability to Sort on Record Class and Expiration Date has been added to the Inbox
• The ability to add and remove columns has been added to the Inbox
• The ability to rearrange columns has been added to the Inbox
• The ability to save and reopen views has been added to the Inbox
• The ability to take action on items in bulk has been added to the Inbox
• The ability to add items to a legal hold has been added to the Inbox
• The ability to reclassify records has been added to the Inbox
• Checking an item no longer directly approves it in the Inbox, and now requires a second mouse click
• Dismiss has been renamed to Pause throughout the application
• The Pause (previously Dismiss) duration when creating/editing a Lifecycle is no longer visible until the Require Approval box is checked

New features

Global Record Manager Role

This new role replaces the previous Records Manager role and gives access to records regardless of the Record Filters.  Upon upgrade, all users with Record Manager roles will be converted to Global Record Manager.  The Record Manager role going forward will be subject to Record Filters.

Records Filters

Record Filters allow records to be filtered by a specific set of rules. These filters only apply to Users and Record Managers (not Global Record Managers). They apply to all aspects of the system such as Managing Records, Disposition tasks, and Reports.

Record Filters are assigned to Record Classes, and secure records according to all the filters for a Record Classes. Filters work in an inclusive manner, meaning that once a Record Class has been assigned at least one filter, only members of that Record Filter will have access to those records. Users will continue to be bound by the permissions given to them for a specific Record Class.

Learn more about Record Filters.

Inbox

The disposition inbox has been relocated to a navigation menu under the Dispose on the main menu.  The inbox no longer allows users with the Record Manager role to see items in the inbox that have an approval group they are not a member of.

Expired Records

The Expired Records area shows all records that have expired or are nearing expiration.

Rejected Records

A new feature to reject records during disposition has been created.  When a record is rejected, it will move to an area that can be accessed via the Rejected Records navigation under Dispose.  These records cannot be approved for disposition until they are reinstated.

Learn more about Rejected Records.

Physical Confirmation

Physical records that have been approved for disposition will show up under Physical Confirmation and await to be completed.  The purpose of this area is to verify that the records have been destroyed since that action cannot be taken automatically.  These verifications previously were displayed in the Inbox.

Exceptions

The Exceptions area shows exceptions that may have happened during the disposition process, such as not being able to remove content from a repository during the Dispose and Delete action.  These actions previously were displayed in the Inbox.

Custom Inbox Columns

Previously custom columns could only be added to the Inbox globally.  These can now be added per user under Settings → My Preferences.  Custom columns can then be added and removed from a view in any of the disposition areas.

Documentation

Each version of the Server documentation is now viewable within this site.  The default will be the latest version (in this case 5.0).  To change the version select the dropdown in the upper right of this page.

Performance

• Many of the stored procedures have been removed from SQL Server.  These have been replaced in the lifecycle processing service.
• Option to use Azure Queues to improve the performance and reliability of the service.

Upgrading

The installer for all components can be found on the Gimmal software download site.

Core Service

The core service can only be upgraded from version 4.7. Any previously supported version can be upgraded to 4.7.

It is recommended to stop all connectors before upgrading the core service.

Connectors

Upgrade the connectors after you have upgraded the core service, and before starting the connectors after they have been stopped for the core service upgrade.

The connectors are no longer part of the core installer, and each has a separate ISO to download and install.

Deprecated features

• Internet Explorer is no longer supported
• SharePoint 2010 is no longer supported
• The File Share Connector is not supported with this release.  It has been replaced with the Universal File Share Connector.

End of support update

• Version 4.7 will be supported through May 2022
• Version 4.6 will be supported through May 2022
• Version 4.5 will be supported through August 2021
• Support has ended for versions previous to 4.5

Resolved issues

The following issues have been resolved in this release.

Known issues

The following issues are known to exist at this time.