Rules are used throughout Gimmal Records Management for many purposes. This page documents how to build rules and the specifics of the different options.
Represents the property of the Repository Item to compare against.
*The property can be any public property that exists for an item or a special token that is defined. All possible tokens are available on the Rule Tokens page.
Represents the operator to use when comparing against the item. Possible values are:
Represents the value of the expression that will be used when comparing against the item
Represents the data type of the Repository Item to compare against. Using a more specific data type will result in a more accurate expression result. Possible values are:
Represents how individual rules are combined within the list.
If Expr1 is TRUE and EXPR2 is TRUE then the whole expression is TRUE.
Rules for SharePoint and SharePoint Online
To create broad rules, use the Site or Site Collection. In the example below, @sp.web matches the Site of a document and @sp.weburl matches the URL of the HR site.
Another example would be to use the Content-Type or Library. Using the Content-Type is recommended, if possible because then the rule will apply to records across any Site.
@sp.contenttype = Hiring Record
@sp.library = Human Resources
SharePoint has some atypical formats in order for values to work correctly. See the SharePoint Property Value Formatting page for specific usage.
Rules for File Shares
To create rules for a File Share, you can use System Tokens or File Share Tokens.
Here are a few examples of how to use tokens to create rules for a File Share:
Rules for a Directory Path or Shared Folder
@folder = parentfolder
@folder LIKE *parentfolder*
@uri LIKE \\server\folder1\folder2\*
@uir MATCHES [Regular Expression]
Rule for a Folder and all Sub-Folders that contain a specific name
@uril LIKE *\folder\*
Rule for a Folder that begins with a specific name
@folder LIKE name*