Understanding the record center in SharePoint Online - Part 2

Understanding the record center in SharePoint Online – Part 2

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This is part 2 of understanding the record center in SharePoint Online.  In this article, we will understand the need for a record center in SharePoint Online and depth analysis on it how exactly the record center works. This article mostly deals with the various types of errors we face while we work with the record center and how to fix those errors.

Key-Highlights: What you will learn from this article?

  • How to fix “Information management policy settings” is missing in the SharePoint Online content-type setting?
  • What is the “library and folder-based retention” feature in SharePoint Online?
  • How to fix the “There are no registered destination locations for this site. Select another action.” error?
  • What is the “Content Organizer” feature in SharePoint Online?
  • How to fix the “The Site scoped feature being activated has a dependency on 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.” error?
  • How to configure content organizer rule from manage Record center setting in SharePoint Online?

The “Information management policy settings” is missing in SharePoint OnlineThe “information management policy settings” is missing from SharePoint Online content type settings.

Information management policy settings is missing in SharePoint Online Content Type
The “Information management policy settings” is missing in SharePoint Online Content-Type

To enable the “Information management policy settings”  in SharePoint Online Content-Type, we need to activate the “Library and Folder Based Retention” site collection level feature.

Activate library and folder based retention in SharePoint Online to enable the IRM Policy settings
Activate library and folder-based retention in SharePoint Online to enable the IRM Policy settings

By the way, what is the “library and folder-based retention” feature in SharePoint Online?

It allows list administrators to override content type retention schedules and set schedules on libraries and folders.

Now go to the same content type (“My custom document set”) settings page.

The “Information management policy settings” is available in SharePoint Online Content-Type after activating the “library and folder-based retention” site collection feature.

Information management policy settings is available in SharePoint Online Content Type
The “Information management policy settings” is available in SharePoint Online Content-Type
Add retention policy statement configuration in SharePoint Online content type
Add retention policy statement configuration in SharePoint Online content type.

Generally, here we are configuring the rule that documents created using the “My Custom Document Set” content type before 30 days – those documents should be moved to the record center site using the “Transfer to another location” connection.

Note:

  • In the “Specify what causes the stage to activate:” configuration we can select +Days, Months, or “Years”

Once we select the retention policy event as “Transfer to another location” we get the below error.

“There are no registered destination locations for this site. Select another action.”

There are no registered destination locations for this site - select another action.
There are no registered destination locations for this site – select another action.

How to fix the “There are no registered destination locations for this site. Select another action.” error?

In order to fix the above “There are no registered destination locations for this site. Select another action.” error, we need to activate the “Content Organizer” site level feature.

Activate content organizer site level feature in SharePoint Online
Activate content organizer site level feature in SharePoint Online

By the way, what is the “Content Organizer” feature in SharePoint Online?

It creates metadata-based rules that move content submitted to this site to the correct library or folder.

Once we try to activate the “Content Organizer” site feature, we will end up with the below error.

“The Site scoped feature being activated has a dependency on 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.”

The Site scoped feature being activated has a dependency on hidden Site Collection scoped feature 'FeatureDefinition/15/0c8a9a47-22a9-4798-82f1-00e62a96006e'
The Site scoped feature being activated has a dependency on hidden Site Collection scoped feature ‘FeatureDefinition/15/0c8a9a47-22a9-4798-82f1-00e62a96006e’

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 activate the 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

Then, go ahead and activate the “content organizer” site scope featured again, it will work. Please see below the content organizer site scoped feature has been activated successfully.

Content organizer site scoped feature has been activated successfully
Content organizer site scoped feature has been activated successfully

Now, lets, get back to the main content of the article where we left.

If we go to the same event action as the “Transfer to another location” selection, still we will get the error –

“There are no registered destination locations for this site. Select another action.” error.

There are no registered destination locations for this site - select another action.

I could see my connection is listed over the SharePoint Online admin center, and I have activated the content organizer rule feature on my site, still, I don’t my connection listed in the “Transfer to another location” selection.

After a lot of investigation, discovered that in order to list the custom connection in the “Transfer to another location”, the said content-type must be configured in the document library and at least it should be used once – then we will see our connection listed over here without any issues. This solution we will not find anywhere in google, this I have discovered from my personal analysis.

Transfer to another location connection in retention rule policy
Transfer to another location connection in retention rule policy

Then click on the “Ok” button. Finally, our retention configuration looks like below:

Specify how to manage retention in enabling retention configuration
Specify how to manage retention in enabling retention configuration

 

Now the rule is set in such a way that documents are more than 30 days old which were created using the “My Custom Document Set” content type will be moved automatically to the Drop-Off library of  “https://globalsharepoint2020.sharepoint.com/sites/TestRecordCenter/” site.

Prior to that, we need to create the same “My Custome Document Set” content type in the target record center site (“https://globalsharepoint2020.sharepoint.com/sites/TestRecordCenter/”).

Create same document set content type in target record center site
Create same document set content type in target record center site

Note:

In order to move the document automatically from the active site content type to the record center library, we must have the same set of content type and site columns configured to that, rest of the record center mechanism will identify the matched documents and transfer to the correct destination library.

Manage Record center setting in SharePoint Online – configure content organizer rule

In order to configure the content organizer rule in SharePoint online, we need to go to the record center site collection URL, then from the gear icon, need to click on the manage record center setting.

Manage Recorder center setting in SharePoint Online
Manage Recorder center setting in SharePoint Online

Then from the “Content Organizer Rules” section, click on the Add new item link.

Create content organizer rules in SharePoint Online record center
Create content organizer rules in SharePoint Online record center

In the next screen,

Enter rule name, select your content type as your submission content type.

Rule status and priority target location in content organizer rule
Rule status and priority target location in content organizer rule

Then select the target location as your record library, then click on the ok button.

Note:

  • In order to the automatic movement of the data, the common content type with the same columns must be available in the active site library, record center drop-off library, and record library, otherwise, it will not work as expected.

Now, if we create any item in the drop-off library automatically, the item should be moved to the record library, lets test that out.

Add a sample document set in the drop-off library using the “My Custom Document Set” content type, this will be automatically moved to the record library.

Content Organizer - Document Sets created here are automatically moved to the correct library and folder after properties are collected.
Content Organizer – Document Sets created here are automatically moved to the correct library and folder after properties are collected.

The document has been moved to the record library automatically using the content organizer rules.

Document has been moved to the record library automatically using the content organizer rules
The document has been moved to the record library automatically using the content organizer rules

Note:

  • The above demo was just for proof of concept of how the record center works in SharePoint online.
  • In a real-time scenario, the original document will be uploaded in the active site/active library, using the record center connection and rules configured in the content type, the document will be moved to the drop-off library of the record center site, then based on the content organizer rules configuration, the document will be moved from drop-off library automatically to the record library – this is how it works.

Summary: What we had here?

Thus, in this article, we have learned the below with respect to configuring the record center arching in SharePoint Online:

  • How to fix “Information management policy settings” is missing in the SharePoint Online content-type setting?
  • What is the “library and folder-based retention” feature in SharePoint Online?
  • How to fix the “There are no registered destination locations for this site. Select another action.” error?
  • What is the “Content Organizer” feature in SharePoint Online?
  • How to fix the “The Site scoped feature being activated has a dependency on 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.” error?
  • How to configure content organizer rule from manage Record center setting in SharePoint Online?

See Also

You may also like the below IRM article:

In my next part 3 article, I will bring many more real-time issues and how to deal with them with respect to working with the record center site in SharePoint Online, till then enjoy reading, keep smiling, stay positive and stay tuned. 🙂