The Apply Retention Action option allows users to delete Requests that have been marked for deletion and determine how their records will be retained.
Steps to Apply Retention Action
Click Administration > Retention Module > Apply Retention Action. The Requests View [Apply Retention] screen displays as shown below
Enter search criteria in the fields described below, as necessary to locate the Request(s) you want to delete.
Field | Description |
|---|---|
Request # | The identification number assigned to the Request. |
Request Type | The type of Request. |
Requester | The Requester associated with a Request. You can click the browse button to search for and select a Requester. |
Description | The Request description submitted by the Requester. |
Action Office | The Action Office associated with a Request. |
Request Status | The current status of the Request. |
Request Owner | The user assigned as the Request's owner. |
Search in Sub Requests | When selected, searches in sub requests within the main Request. |
Click Search. The Requests View [Apply Retention] screen displays with a list of Requests that satisfied the search criteria, as shown below
Select the Request(s) you want to delete, then click Delete. The Delete window displays as shown below.
NOTE: You can select the checkbox located to the left of the Request # field to select/deselect all Requests listed in the grid.
Enter brief Comments for deleting the Request(s).
Select the Delete Documents associated to the request checkbox to delete any documents associated with the selected Request(s).
Click Delete. A confirmation message displays as shown below:
Click OK.
NOTE: If the Request(s) were not associated with any other Requests, they will be deleted permanently.
NOTE: If the Request(s) are associated with a Request Folder, a message displays as shown below. Click Close to return to the Delete Requests screen.
Steps to View Request Details
To view Request Details before applying a Retention Action, follow the steps below.
Click Administration > Retention Module > Apply Retention Action. The Requests View [Apply Retention] screen displays. Search for and select a Request for which you want to view details, then click View Request Details. The Request Information screen displays for the selected Request, as shown below:
NOTE: Request Details cannot be edited while in this view.
Click any items from the menu in the upper left corner to view their respective Request Details.
Click Close to return to the Requests View screen.
Steps to Restore Archived Requests
NOTE: Records cannot be restored once deleted.
From the Requests View screen shown below, select the Request you want to restore.
Click Restore. The Restore Request(s) window displays as shown below.
Enter Comments about restoring the Request, then click Restore. A verification message displays as shown below.
Click OK.