(6.0)Configuring Transfers for SharePoint Online (6.1)

Overview

Transfer configuration enables automatic movement of records between SharePoint libraries based on lifecycle phase transitions. This is useful for:

• Archiving records to a separate library

• Moving records through approval workflows

• Segregating records by retention phase

Important: Transfers are move operations, not copies. The document is removed from the source library and placed in the destination library.

Transfers configurations are only available for record classes with a lifecycle that includes Transfer or Transfer and Dispose actions.

Step 1: Access Transfer Configuration

1. From the Sites page, locate your registered site

2. Click the Transfers button for the site

3. The Transfer Configuration page displays
   

   

Step 2: Create Transfer Configuration

1. Click the Create Transfer Configuration button

2. Configure the transfer settings:

1. Save the configuration

Step 3: Configure Retention Settings in Records Manager

For transfers to work, you must configure retention settings in Records Manager:

1. Open Gimmal Records Manager Administration

2. Navigate to the record class (e.g., “HR Policies”)

3. Configure retention schedule with lifecycle phases

4. Add a phase that matches your transfer configuration (e.g., “Archive”)

5. Set the trigger for the phase (e.g., “3 years after creation”)

Example Transfer Configuration

Scenario: Move HR policy documents to an archive library after 3 years.

Records Manager Configuration: - Record Class: HR Policies - Retention Schedule: - Phase 1: Active (0-3 years) - Phase 2: Archive (3+ years)

SPOC Transfer Configuration: - Record Class: HR Policies - Lifecycle Phase: Archive - Destination Library URL: https://contoso.sharepoint.com/sites/HRArchive/Shared Documents - Retain Directory Structure: Yes

Result: When an HR policy document reaches 3 years old, it automatically moves to the archive library while preserving its folder structure.

Transfer Configuration Options

Retain Directory Structure

• Yes: Recreates the source folder path in the destination library

  • Source: /sites/HR/Shared Documents/Policies/2021/Policy.docx

  • Destination: /sites/Archive/Documents/Policies/2021/Policy.docx

• No: Places all documents in the root of the destination library

  • Source: /sites/HR/Shared Documents/Policies/2021/Policy.docx

  • Destination: /sites/Archive/Documents/Policy.docx