The AODocs Retention Module is a feature of the AODocs Document Management Platform, included in the AODocs Application Platform license level. It allows you to automate the retention and disposal of the documents stored in your AODocs libraries.
When documents are in the retention period (Life Cycle State property set to Control), they are pending deletion and cannot be modified by contributors. As an administrator or super administrator, you can unlock documents in their retention period to make them editable by contributors. You may want to unlock a document in order to:
- put it on hold
- change its Event Date
- edit or download one or more of its attachments
Notes: Who can edit documents pending deletion and unlock documents?
- Only AODocs super administrators can edit documents in the retention period (with their Life Cycle State property set to Control).
- Retention super administrators and library administrators can unlock and relock documents to allow contributors to edit them (for example, to change the Event Date property). Learn more: What happens when you use retention in AODocs libraries?
- Library administrators can unlock and relock documents only in the libraries they administer.
- AODocs super administrators and Retention super administrators can unlock and relock all documents in the domain.
 Unlock documents that are pending deletion |
| Relock documents that are pending deletion |
Unlock documents that are pending deletion
1. In the AODocs interface, open the document you want to lock.
Note: The document must be in the retention period, with its Life Cycle State property set to Control. Learn more: What happens when you use retention in AODocs libraries?
2. Copy the document ID from the URL. The document ID appears after DocumentId_
3. In the AODocs Retention Module, open the Lock / unlock documents tab.
4. Paste the ID of the document in the Unlock document field.
5. Press the unlock button. Your document is unlocked and a confirmation message appears. Contributors can now edit the document.
Notes:
- An error message appears if you enter the ID of a document that isn't in the retention period (its Life Cycle State property is not set to Control).
- The next time the Retention batch process runs, the document is relocked unless the Event Date field has been edited to a date before the current date.
Learn more: What happens when you use retention in AODocs libraries?
When the required changes have been made to the document, you can:
- relock the document manually
- wait for the weekly Retention batch process to run, when the document will be relocked.
Learn more: What happens when you use retention in AODocs libraries?
Note: If the value of the Event Date is changed manually in an unlocked document, the next time the Retention batch process runs, a new Target Destruction Date is calculated.
Relock documents that are pending deletion
1. In the AODocs interface, open the document you want to lock.
2. Copy the document ID from the URL. The document ID appears after DocumentId_
3. In the AODocs Retention Module, open the Document Lock / Unlock tab.
4. Paste the ID of the document in the Lock Document field.
5. Press the lock button. Your document is locked and a confirmation message appears. Contributors can no longer edit the document.
