Document archiving flow in SharePoint Online using the record management mechanism

Document archiving flow in SharePoint Online using the record management mechanism

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This is a part 3 article in the series of record management in SharePoint Online. In the previous articles, we have seen what is the record management in SharePoint Online, how to configure the record management, how to fix the various issues while working on the record management configuration – in this article, we learn what the various flow we need to follow or when the documents get moved from the active library to record library as a record (locked document) what are interim steps involved in this process.

Let’s look at the below picture.

Document archiving flow in SharePoint Online using the record management mechanism
Document archiving flow in SharePoint Online using the record management mechanism

In high-level document archiving processes are as below:

Step 1: Create a “send to the connection (move or copy)” in record management from the SharePoint Online admin center.

Step 2: Create a content type and configure the information right management policy – add the condition to transfer the document to another location, there select the custom connection that you have created in step 1.

Step 3: Configure the newly created content type in the document library and upload a document to the document library using the newly created content type.

Step 4: Once the rule matches for the uploaded document (what you have created for the content type information right management policy settings) – the said document will be moved to the drop-off library of the record center site collection.

Step 5: The same content type that you have created in the active site, create in the record center site collection as well along with all site columns, and this content type both in the drop-off library as well as in the record library.

Step 6: Create a content organizer rule from the manage record center settings – where select the content type as the newly created content type and target location as the relative URL of the record library URL, then when the documents come to the drop-off library from the active library using the record management connection and find the matching content type as a content organizer rule, the document automatically will be moved to the record library. Once the document comes to the record library, it becomes a record (locked) that cannot be modified or deleted. This is how the process, which I have diagrammatically shown in the above process flow.

The above-mentioned process is the defined one, however, things do not go as expected – many times what happens is the document gets stuck in the drop-off library, it does not move to the record library.

In those cases, we might get any of the below messages when documents come to the drop-off library.

Moved to Drop Off Library
The document was submitted successfully. Its location will change pending action from a site administrator. For now, you can continue to access the document here: https://item_in_drop-off library

I didn’t find the reason or answer about the above message, if you know please add your comment in the comment section, I will modify the article.

Another message, we might get is,

Saved to Drop Off Library
The Document Set was submitted successfully.
It will be saved to its final location by a scheduled process.
Once the Document Set has been moved to its final location you can access it here: https://item_in_drop-off library

 

The above message is quite explanatory, it says, for the time being, the document will be stored in the drop-off library but in the next scheduler timer job, the document will be moved to the target location record library automatically, this scheduler job runs once a day every day. So, nothing to worry about with this warning message.

With that being said, if you try to upload any custom document for example word file in the drop-off library, that gets move automatically to the record library, and also it can be seen that if you create a document set in the drop-off library, that too also comes to the record library automatically. However, if you upload any package zip file or migrate it from another site to a drop-off library, it does not move the zip file to the target record library, even though the drop-off library has packaged content type configured (document set content type).

We might see the other types of error while configuring the information policy settings for a content type.

Information Management Policy Settings is Missing in SharePoint Online Content Type Setting

In order to fix the Information Management Policy Settings is missing, issue from Content-Type settings or List Settings, we need to activate the site collection level “Activate Library and Folder Based Retention” feature, to do this, we need to follow the below steps:

Go to Site Settings  page –> Site Collection Features ->  Activate Library and Folder Based Retention Feature

How to fix the “The Site scoped feature being activated has a dependency on hidden Site Collection scoped feature”?

Sometimes, while we try to activate the content organizer site level feature, we will get this error – ”

The Site scoped feature being activated has a dependency on the hidden Site Collection scoped feature‘FeatureDefinition/15/0c8a9a47-22a9-4798-82f1-00e62a96006e’ (ID: ‘0c8a9a47-22a9-4798-82f1-00e62a96006e’). Hidden features cannot be auto-activated across scopes. There may be one or more visible Site Collection scoped features that auto-activate the dependent hidden feature.” .

After some investigation found that the above error message is misleading – it is not the hidden features, the above-mentioned features we can activate from the site collection feature activation page.  In order to successfully activate the content organizer site level feature, we need to activate the below two site collection level features:

  • SharePoint Server Standard Site Collection features
  • SharePoint Server Enterprise Site Collection features

Summary: What we had here?

Thus in this article, we have learned the below with respect to document archiving flow in SharePoint Online record management site:

  • How does the document archiving flow work in SharePoint Online using the record management mechanism?
  • How to fix the issue “Information Management Policy Settings is Missing in SharePoint Online Content Type Setting”?
  • How to fix the “The Site scoped feature being activated has a dependency on hidden Site Collection scoped feature”?

See Also

You may also like the below record management articles: