Notifications sent by the AODocs Retention Module

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.

The AODocs Retention Module sends:

Notifications about upcoming document deletions
Notifications about deleted documents


Notifications about upcoming document deletions

Ten days before a purge job the AODocs Retention Module sends:

  • a library-specific notification, with one CSV file for each library containing documents scheduled for deletion during the next purge job. Each CSV file lists all the documents that are planned to be deleted.

    This notification is sent to Retention super administrators and administrators of the libraries concerned.

If required, you can decide to place individual documents on hold. This suspends the retention schedule for these documents and prevents them from being deleted.

Important: You can't recover documents once they have been deleted by the AODocs Retention Module.

  • a domain-wide notification, with a CSV file containing a list of all the documents in your domain scheduled for deletion during the next purge job.

    This notification is sent to to Retention super administrators.

Note: If no documents are scheduled for deletion during the next purge, no library-specific notifications are sent. A notification is sent to Retention super administrators, indicating that there are no documents scheduled for deletion during the next purge job. 

image02.pngA library-specific email notification with attached CSV report, for library administrators

image03.pngA domain-wide email notification with attached CSV report, for Retention super administrators


Notifications about deleted documents

After a purge job, the AODocs Retention Module sends:

  • a library-specific notification containing:
    • one CSV file for each library in which documents were deleted by the purge job - each CSV file lists all the documents and attachments that were deleted
    • purge completion statistics for the library: start time, end time, number of documents deleted and number of errors

This notification is sent to Retention super administrators and administrators of the libraries concerned.

  • a domain-wide notification containing:
    • a CSV file that lists of all the documents and their attachments in your domain that were deleted during the purge job.
    • a CSV file that lists all the libraries in which documents were deleted, with purge completion statistics: start time, end time, number of documents deleted and number of errors

This notification is sent to to Retention super administrators.

image04.png
A purge job notification for a single library

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