Preceding Actions Triggering Event Content State Triggering Event

14-4 Oracle Fusion Middleware Setup Guide for Universal Records Management

14.3 Category Rule Review Using Workflows

Make sure to enable functionality allowing the disposition rules for a category to be reviewed through workflow steps before the disposition is available for general use. To use this feature, the following configuration variable must be set: ■ Click the checkbox for Enable Category Dispositions Reviews on the Configure Retention Settings Page . ■ CategoryDispositionWorkflowContentType : the default workflow for category dispositions is performed by the retention category content type. Alter this configuration variable to a different content type if needed. ■ UpdateDispositionTableOnWorkflowApproval : allows the system to update the dispositions table when the workflow is processed and approved. Default: TRUE. If set to false, the table is updated when the content item is released. If a final revision is deleted, the previous revision becomes the current revision and when that revision is released, the dispositions table is updated. Workflows must be set up to enable the review of disposition rules. See Setting Up Workflows on page 7-4 for more details. Enable the workflow to initiate workflow processing. Once enabled, items proceed into a workflow. If the process is disabled before the items finish the workflow process, the items may become ’stuck’ in the workflow and will not complete until the process is enabled again. After the functionality is enabled, dispositions enter a workflow for approval before use. After creating a disposition, a message is displayed indicating the disposition is in the workflow, awaiting approval.

14.4 Triggering Events

A disposition instruction is activated when a triggering event occurs. This section discusses built-in triggering events. For details about creating custom triggers, see Chapter 11, Setting up Triggers .

14.4.1 Preceding Actions Triggering Event

■ Retention Period Cutoff : This event cuts off disposition processing and applies a retention period. It can be used for system-derived triggering events based on time dispositions or time-event dispositions. ■ Period Cutoff with Volume : This event cuts off disposition processing to a volume and applies a retention period.

14.4.2 Content State Triggering Event

■ Activated : This event is activated when the associated content or record folders have been activated. ■ Canceled : This event is activated when the associated content or record folders have been canceled. ■ Delete Approved : This event is activated when the associated content or record folders have been approved for deletion. ■ Expired : This event is activated when the associated content or record folders have been expired. Defining Disposition Instructions 14-5 ■ Obsolete : This event is activated when the associated content or record folders have been marked as obsolete. ■ Obsolete and Delete Approved : This event is activated when the associated content or record folders have been marked as obsolete and have been approved for deletion. ■ Rescinded : This event is activated when the associated content or record folders have been rescinded that is, made void because of an enacting authority. ■ Superseded : This event is activated when the associated content has been superseded that is, supplanted, or displaced, by content that is more recent or improved. ■ No Longer Latest Revision : This event is activated when the associated content revisions are no longer the latest revision that is, a new revision has been checked into the repository. This trigger enables a user to create a rule to initiate automatic disposal of old revisions of content. This is especially useful to keep only the latest revision of content, and automate the disposal of old revisions. ■ Superseded Twice : This event is activated when the associated superseded content are superseded again. If content item A is superseded by content item B, which is subsequently superseded by content item C, then this trigger is activated for content item A. ■ Last New Record Added : This event is activated when the associated item is the most recent item added to a record folder. This enables a user to track the activity in a folder, which can be useful to optimize the usage of folders based on their activity level. For example, you may decide to delete or otherwise process folders if there has been no activity for a specified period. ■ Scheduled declassify date : This event is activated when the associated content or record folders are scheduled to be declassified on a specific date. This trigger is available only if the ClassifiedEnhancements component is enabled. ■ Scheduled downgrade date : This event is activated when the associated content or record folders are scheduled to be downgraded in their security classification on a specific date. This trigger is available only if the ClassifiedEnhancements component is enabled. ■ Declassified date : This event is activated when the associated content or record folders have been declassified on a specific date. This trigger is available only if the ClassifiedEnhancements component is enabled.

14.4.3 Indirect Triggers