Product Release Notes
Feature Announcement – SharePoint Online Document Delete Event Metadata
The latest release of Records365 supports the capability to capture and report on deletion events performed within SharePoint Online. To achieve this, we have introduced two additional fields to the Records365 SharePoint Online record details, Deleted Date and Deleted By. The availability of this data allows you to easily search for content deleted across all of your SharePoint Online site collections, directly from within the Records365 Advanced Search function.
These fields may be incorporated into your reporting, or be used for other Records365 functions such as setting disposition events.
If your organization also uses additional custom SharePoint Online fields such as a Delete Reason, you will have the data to gain insight as to why a deletion occurred and determine the value of those associated records. Should it be determined that identified records have no value, we recommend utilitzing the NAP Delete capabilities to remove the records from Records365.
This combination of functionality may compliment and enhance your business processes, providing the insights into your data estate to assist in data minimization and ensure that valuable records are being managed.
If you would like to have this capability enabled in your tenant please contact email@example.com.
Feature Announcement – NAP Delete
Records365 provides automatic record declaration to deliver increased efficiency and productivity to your organization. It is possible that low-value or short-term information will be captured in Records365. These records have little or no continuing value to the business operations or activities of your organisation.
We are delighted to announce that with the latest version of Records365 you can now removed these low-value records using its NAP Delete capabilities.
To read more about the NAP Delete feature, please see the documentation here.
Feature Enhancement: Aggregation Based Freeze Management
With the latest release of Records365 we are excited to share that the freeze management capabilities have been extended to now include aggregations. This means that freezes\holds can be applied at the aggregation level for both electronic and physical assets.
Freezes and disposals work hand in hand, so now with freezes able to be applied at the aggregation level, you can perform disposals of aggregations that respect any that have a freeze applied.
Key Benefits of managing freezes by aggregation:
- Reduced risk – assurance that no record for a business transaction will be missed
- Improved efficiencies – millions of items can be applied to a freeze in just few simple clicks
- Consistency – when executed at the aggregation level all related items will have a freeze applied in a uniform manner
- Improved ease of use – aggregates of information provide your users with more business context, allowing for more confident decision making when managing freezes.
More information on freezes can be found here.
Feature Enhancement: Reporting and Analytics additional Freeze fields
With the latest release of Records365 we are excited to extend the reporting capabilities for freezes. The reporting and analytics feature now includes additional fields for those freezes applied to records allowing you to have more detail of the freeze. The freeze information exposed within reporting capabilities gives you more insight when reporting on
- all holds applied to a record
- all records within a hold.
More information can be found on the additional freeze fields here.
To include the additional freeze information in your reports
- Download the .mez file as outlined in Downloading reporting files section
- Install the .mez connector as outlined in the Installing the Custom Data Connector section
- Refresh the data within your Records365 Power BI report.
Feature Enhancement: Aggregation Based Disposal Approval for Physical Boxes
We are excited to announce the enhancement of the aggregation based disposal approval feature such that it now supports physical boxes.
- Allows those users in your organization, who are the custodians of the content, to approve or reject the disposal for boxes that have reached the end of if its retention period at an aggregate level.
- Ensures a consistent disposal process across all records types is performed by your organization.
More information on Aggregation Based Disposals Approvals can be found here.
Feature Announcement – Bulk Freeze Management
We have introduced the ability to manage the application of Freeze on records at scale. This enables the Records Management team to perform large-scale addition/removal of records to/from a freeze increasing productivity and ease-of-use. The user interface is similar to the Exports functionality and can be performed from the Advanced Search interface. This release includes a couple of other feature enhancements in the Freezes and Freeze Details pages.
The new Freeze Details page allows you to remove records from a freeze without having to search within the Advanced Search page. It has a new grid that offers customizable column order and width, and in-column filtering making it easy to browse and find specific records in a freeze.
When a freeze is no longer required, you can now delete it from the Freezes page which implicitly removes all records placed under it making it very convenient when a freeze has 1000s of records.
Feature Announcement – Shared AAD Tenancy Support
With the latest release of Records365 we are pleased to announce the ability to support customers having multiple Records365 environments sharing a single Azure Active Directory (AAD) instance. Customers that gain the benefits of a Shared IT Service or customers that want to have multiple Records365 instances can do so easily.
Leveraging the Company Name field by default, from your AAD, Records365 users will be directed to their respective tenant in a way that increases data security while ensuring access to information.
Organizations lowering their operating costs whilst ensuring a unified access governance policy with an ease of maintenance by sharing an AAD is not only supported by Records365, but delivered by giving each entity their own single, centralized platform for records management.
Organizations that wish to have separate test or development Records365 environments now no longer must use a separate AAD for each instance.
Feature Enhancement: Additional controls for export feature
Records365 provides the ability for your users to export records and record folders from the system for custom business processes. This feature has now been enhanced to reduce your organization’s risk surface by allowing administrators to be in control of what data can be exported, where it can be exported to and who it can be exported by.
More information on this enhancement can be found here.
Feature Enhancement: Enforced disposal approval
For organizations where approval is a mandatory part of a defensible disposal process, you can now enforce approval before a records manager can carry out the disposal.
Feature Enhancements: Physical records module
For users of the Records365 physical records module, we recently rolled out enhancements that make it easier to:
- associate users to physical profiles by searching within Azure Active Directory.
- deprecate specific physical locations that may no longer be fit for use or have reached full capacity.
New Feature: Aggregation Based Disposal Approval
We are excited to announce in the latest release, Records365 now supports disposal approvals being performed at the aggregation level.
In some cases, additional approval is not required for disposing items, and as such, the record manager can carry out the disposal. However in most organizations this is not the case. This new feature allows those users in your organization, who are the custodians of the content, to approve or reject the disposal for items that have reached the end of if its retention period at an aggregate level.
More information on Aggregation Based Disposals Approvals can be found here.
Feature Enhancement: Disposal for Physical Boxes
We have extended the disposal function to allow you to dispose of Physical Boxes.
- Easily identify and dispose of Physical Boxes in the same manner as a records folder.
- Retention is calculated either from the content of the Box, or may be manually applied.
For more information please see the documentation here.
New Feature: Electronic Security Trimming
We are thrilled to allow for greater control of what different Record Visitors can see and do with electronic records. We have launched the ability to decide different levels of access to records for different users at the electronic as well as the physical. The details of who and how to turn on the new security settings can be found here.
Feature Enhancement: Filtering and working with Datasets
We have improved the flexibility of viewing your datasets and increased the amount of filtering which can be done at the grid level. This will be rolled out across the platform but to begin with is only available in the Disposal view, the details can be found in Filtering and working with Datasets page.
Feature Enhancement: Classification Intelligence
There have been some changes to the Classification Intelligence to improve visibility and make application of machine learning easier:
- Training Sets – there is now the ability to see all trained models and better evaluate the effectiveness of that particular model
- Auto-Apply – search fields are available to set to auto-apply
For all the details go the Classification Intelligence documentation.
Feature Announcement – Disposals for Record Folders
We are excited to announce the release the ability for you to perform disposals at the record folder level.
Key Benefits of disposing by record folder
- Reduced risk – assurance that no record for a business transaction will be missed.
- Improved efficiencies – millions of items can be disposed of in just few simple clicks.
- Consistency – when executed at the aggregation level all related items will be disposed of in a uniform manner.
- Improved ease of use – aggregates of information provide your users with more business context, allowing for more confident decision making from disposal approvals through to destruction.
For more information please see the documentation on performing aggregation level disposal here.
New Feature: Classification Intelligence Auto-Apply
By turning it on, there is no longer the need to manually manage suggestions. Instead, any suggestion matching your selected categories will be automatically applied to your records.
For more information see Auto Apply.
Feature Enhancement: Reporting & Analytics
- The enhanced version of reporting & analytics allows you to report on all records managed by Records365
- You can now report on standard SharePoint Online and Physical Records metadata
- The set up and configuration experience has been simplified
- For a complete view on the feature, head to Reporting & Analytics.
Feature Enhancement: New Training Flow
- Users who have access to the Classification Intelligence module, can now manage their training on the Train tab under the Intelligence hub
- The new Training experience allows you to view what’s present in your active model, as well as make adjustments to your training set
- Records365 now allows the flexibility to personalize grids so every user can see most critical data for them. There is now the ability to choose what appears in the columns of the Search and Browse grids. For a full rundown on how to access this feature go to Customizable Columns.
- Advanced Search now functions in the Intelligence page
- Reschedule Button now functions Intelligence page when Azure Search is turned on
- Classification Intelligence ‘Accepted Category’ button now functioning as expected
- Selecting “All Records” option for CSV export on the Advanced Search page now functions as expected
- Improvements to make the audit details page experience smoother
Continual improvement across the entire Records365 product suite to ensure an easy, intelligent, and trusted information management experience is delivered.
- Users with the Application Administrator role can now access the Unactioned / Actioned view in the Disposal page.
- When exporting items using the VEO format, the file versManifest.xml now includes the folder and record identifier information.
- The Next Action column in the Browse and Advanced Search grids is not populated with the correct values.
New Feature: CSV Export
Customers can now export items from Records365 into a CSV file from the Advanced Search page.
Find out more here.
Feature Enhancement: Increase of character limit for multi-text fields
The limit of the multi-text fields for physical records has been increased to 10,000 characters.
Feature Enhancement: Retention of previously reviewed Classification Intelligence suggestions
The Classification Intelligence module now retains previsouly accepted or rejected suggestions unless one of the following conditions are met:
- The record has been manually classified (Rescheduled)
- The record has been classified by the rules engine
- The suggestion for the new version is different than the previously accepted suggestion
- The category count in the Intelligence Experiment History page is now showing the correct value.
Feature Enhancement: SharePoint On-Prem – Programmable Password Configuration
Customers using the SharePoint On-Prem connector, can now automate tasks such as password rotations for their SharePoint On-Prem instances under management by Records365.
Find out more here.
- When checking out a physical items a new version of the record is created now with the loan’s details.
- In the Physical Profiles configuration page when clicking in the Title field the Physical Profiles are now alphabetically sorted.
New Feature: Classification Intelligence Dashboards
Customer leveraging our AI based classification capability, Classification Intelligence, can now gain insights into how effectively Records365 is governing semi and unstructured content sources.
Find out more here.
New Feature: VEO Export
Customers can now use Advanced Search to export record metadata and binaries from Records365 using a VEO format.
Find out more here.
- Calculated Fields in SharePoint Online are now available to be used as a trigger date for retention schedule.
- Refreshing the rules page won’t cause miss-alignment anymore.
- Physical Profiles are now sorted correctly.
- Custom Date Fields on Physical Records are now saved correctly independently from the tenant’s time zone.
We have just released various improvements across the platform to ensure that Records365 continues to deliver an easy, intelligent and trusted record management experience that grows with your business.
Feature Enhancement: Additional Permissions on Security Profiles
Customers with Physical Security Trimming enabled can now choose to entirely hide all electronic records from user that only require access to physical records.
Find out more here.
Connector Enhancement: Dropbox Connector Whitelist
The Dropbox Connector now supports whitelisting the folders that contains content that should be managed as a record by Records365.
Find out more here.
Feature Enhancement: Details and Audit Events on Physical Profiles
You can now drill-down into the details of a physical profile as well as see who has created or edited it in the Audits tab.
Find out more here.
- The records tab inside a folder now shows all the child records.
- Newly created physical profiles are now available to be selected when creating a new physical record.
New Feature: Physical Security Trimming
Security Trimming for Physical Records is now available in Public Preview! This feature enables organisations with a decentralised records management strategy to define fine-grained access to their different physical assets ensuring only the right people have access.
This augments the existing Records365 role-based access control (RBAC) capabilities, giving organizations the ability to not only define who can perform certain actions but also who can access certain content.
Find out more here.
New Connector: Dropbox Connector
The Dropbox Connector is now in Public Preview! This connector enables organizations to adopt modern content collaboration platforms such as Dropbox without compromising their compliance and governance posture.
Organizations with Dropbox can leverage Records365 to:
- Provide in-place records management of Dropbox content
- Govern Dropbox content through a defensible record management life cycle
Find out more here.
Feature Enhancement: Edit Saved Searches
You can now edit your saved searches so you can keep your most commonly used search queries up to date to better suit your business needs.
Find out more here.
Feature Enhancement: Support for Box Metadata Templates
The Box Connector now supports Box Metadata Templates.
With this enhancement, all the metadata attached to your files in Box, coming from both Metadata Templates and Custom Metadata, will be available in Records365 and can be used to create queries with our powerful Advanced Search engine.
New Feature: Saved Searches
Saved Searches are now available to complement our powerful Advanced Search capability. With saved searches you can save your most commonly used search queries so that you can quickly and easily use them any time you are searching for information in Records365.
Feature Enhancement: Security Profiles
Security profiles have been updated with more granular permissions for management of physical records in Records365.
Specifically the following additional permissions are now available:
- Manage Physical Locations
- View Physical Locations
- Manage Physical Loans
- View Physical Loans
- Manage Physical Records
For more information on what these new permission mean, please see Security Profiles documentation.
Advanced Search now supports search queries based on the Vital Record property.
New Connector: Exchange Online Connector
The Exchange Online Connector is now generally available! This connector aims to enable organizations to finally tackle the problem of email compliance in a seamless and automated way. Emails are managed in-place meaning users can continue to search, categorize, follow-up and collaborate on managed emails in Outlook without having to change their routine.
New Add-On: Classification Intelligence
The Classification Intelligence add-on is now generally available! Our machine learning based Classification Intelligence capability provides an automated and scalable way to helps organizations to make better compliance decisions and to take control of their unstructured content sources.
Both the Exchange Online Connector and the Classification Intelligence Add-On require an additional subscription, contact your customer success manager to get started today!
We have just released various improvements across the platform to ensure that Records365 continues to deliver an easy, modern and trusted record management experience that grows with your business.
Additional Connector Support
With new versions of SharePoint and Windows released, work has been done to ensure the entire fleet of connectors for Records365 supports their latest versions.
- The SharePoint connector for Records365 now supports SharePoint Server 2019 which is in addition to versions 2013 and 2016.
- The FileConnect connector for Records365 has also been updated such that it now supports Windows 2019, which is also in addition to Windows 2008 R2, 2012 and 2016.
New Feature: Bring your own barcodes
The fact is that physical records is heavily backed by barcode scanning operations. We thought it is obvious that we should support customers in bringing their own barcodes, so the physical records module for Records365 now supports External Barcodes. These barcodes are supported across all scanning operations for Records365. For more information see Barcodes
25th March 2019
We continue to work hard to ensure that the Records365 platform delivers great performance for all our customers. We have recently made improvements to handling of Physical Loans and Barcode Scanning when working with large volumes of records, and we have further enhancements on the way. Stay tuned!
13th March 2019
Records365 now maintains the latest version of a binary while it is being edited in the online editor in SharePoint Online.
25th February 2019
New Feature: Resubmit items to Records365
After making a change to the rules tree, new content or updates to existing content will be evaluated against the new version of the Rules and will receive any updated categorization as required. For existing content, users can now Resubmit the records to be re-evalauted by the Rules without requiring a new submission from the Content Source!
To Resubmit records, select them from the Browse pages or in Search results, then click on the Resubmit icon.
4th February 2019
Improvements: Connector Framework supports filters on content to be submitted
The Records365 Connector Framework underpins both the connectors published by RecordPoint and Custom Connectors that third party developers can build for any content source. The Connector Framework now supports the ability to filter what content from a source system should be submitted to Records365 – look out for more details in future releases!
For more information about the Records365 Connector Framework, please visit the Github page.
SharePoint Online and OneDrive for Business connectors now correctly handle disposing of a record where the site in the content source has been deleted or the native SharePoint Records Management feature has been enabled.
Disposal Approval status and comments are now correctly displayed when viewing an individual record.
25th January 2019
Improvements: Assign a Security Profile for Disposal Approval
Recently, we introduced Security Profiles, allowing users & groups with the Records Visitor role to be granted restricted access to specific actions within Records365.
Now, a Security Profile can be used to send records due for Disposal to multiple users or groups for approval. See Disposal Approval for more information.
Improvements: UI enhancements for large numbers of fields in Search dropdowns
The Rules and Advanced Search pages now seamlessly handle very large numbers of searchable fields being returned in the dropdown list. We have more improvements coming in this area soon!
16th January 2019
Improvements: Performance improvements for the Advanced Search and Browse experiences
We continue to make a number of improvements to the Advanced Search and Browse experiences to ensure that page response is quick, regardless of the volume of records in your tenant. We have made some steps in this release and will continue to ship performance enhancements in the coming releases until we are satisfied with the Search & Browse user experience for all tenants.
Improvements: SharePoint Online connector now manages Communication Sites & ‘Modern’ Teams Sites
We continue to make sure that we can support all the different ways that you use SharePoint Online, especially as new features and functionality are added to the platform. We now support managing records held in Communication and Modern Teams sites in SharePoint Online.
10th December 2018
When a Record Category is manually assigned to a Physical Record using a ‘Category’ field, it now correctly calculates the retention period for the record.
Editing a Physical Record no longer causes the ‘Author’ field to be updated to the user making the change.
Physical Profiles created using the Records365 APIs no longer prevent Physical Records from being modified.
30th November 2018
Duplicate fields no longer appear in the Search dropdowns in the Advanced Search page.
19th November 2018
New Feature: Restrict actions to be performed in Records365 with Security Profiles
In the first of a number of updates in this area, Records365 now supports a more robust security model for Records Management and Compliance actions that users can perform.
Many of our customers have discussed with us the need for a more strictly segregated access to the types of actions that users can perform. Application Administrators and Records Managers can now create Security Profiles that restrict their members to a subset of actions and relevant areas in the application.
For more information, see Security Profiles.
Improvements: Labels for Physical Records
Following up on our recent release of a substantial update for Physical Records Management, Labels can now be exported and printed for Physical Records in Records365. Using labels and Barcode Scanning allows powerful and flexible Records Management for frontline workers in storage, archive and warehouse spaces. See Label Export for more information.
12th November 2018
Improvements: New version of Records365 Data Connector for PowerBI released
We have released a new version of the Records365 Data Connector for PowerBI!
The new version contains some significant performance improvements to help report on larger numbers of records in your Records365 tenancy.
Please note, that when your organisation is managing large numbers of records with Records365, we highly recommend using the query functionality built into the Data Connector. Despite the performance improvements in the latest release, it is always best practice to push as much of the query work as possible to the Records365 backend, rather than pulling down millions of rows to PowerBI. For more information and to download the new version of the connector, please see Reporting & Analytics.
25th October 2018
Improvements: Primary Location
A Location field type can now be designated as the ‘Primary Location’ on a Physical Profile. This field will now be visible in the Record Quick Summary view and will be updated when records are checked out on Loan. For more information, see Profiles and Loans.
Improvements: Reschedule from the Disposal View
When Records are pending for Disposal, a Records Manager can now manually assign them a different Record Category from the Disposal page.
11th October 2018
New Feature: Disposal Approval Workflow
Records365 now supports a fully audited and powerful Disposal Approval workflow. What happens when records come to the end of their retention lifecycle is a key concern of the Records Management or Compliance function of any organisation, and we are thrilled to extend our capabilities in this area. The new Disposal Approval workflow allows Records Managers to send email notifications to the relevant person(s) within your organisation and defensibly secure their approval prior to executing the final disposal of the record(s). Each step of the process is fully audited.
For more information, please see the detailed documentation here: Disposal.
New Feature: Physical Records Advanced
We are thrilled to release a huge batch of functionality to improve your management of Physical Records in Records365. We now support a number of advanced scenarios for Physical Records Management, including but not limited to(!):
- Defining advanced field types on Profiles to manage Location, Container and Categorization metadata for Physical Records;
- Managing Folder (File) Parts or Volumes to handle collections of Records that span multiple physical files or volumes;
- Using Loans to track, approve, and return physical assets as they move around your organization;
- Using a mobile device or barcode scanner to perform powerful batched Scanning Operations for frontline Physical Records workers!
17th August 2018
New Feature: Transfer & Review Disposition Actions
Records365 now supports assigning a Disposition Action of Transfer or Review to the Retention Schedule of a Record Category. All items assigned a Record Category with a Disposition Action of Transfer or Review will receive the relevant action.
Stay tuned for further updates in this area in future releases!
Improvements: Rules Import/Export
The Rules tree can now be exported to JSON or CSV and imported from the Rules page. We expect this to make initial setup and editing of large rulesets significantly easier.
Improvements: Physical Records – Folder Parts
We know that many organizations managing Physical Records use Folder (or File) Parts to track linked volumes of physical records during their lifecycle. We are excited to announce full support for Folder Parts in Records365! To create a Part from an existing Physical Folder, select the Folder and click ‘Add Folder Part’ from the Browse or Search grids.
Further documentation updates to our Physical Records section are forthcoming to walk you through each step of the Folder Part creation and management process, including navigating between Parts and the ‘master’ Part and the Records contained within.
Physical Records management in Records365 requires an additional subscription.
Improvements: SharePoint Online – Site Collection opt-in
Previously, the SharePoint Online connector only supported an ‘opt-out’ model, managing all content created in your SharePoint Online tenancy except the sites listed under Unmanaged Sites.
Now, you can list the specific SharePoint Online Site Collections that you want to manage with Records365, giving your organization more flexibility. You can now also declare specific Subsites within those Site Collections to be Excluded from management.
Again, we’ll have more comprehensive updates to the SharePoint Online Connector Setup documentation shortly.
25th June 2018
New Feature: FileConnect Connector install
The FileConnect installer is now available to be downloaded from the connector page in Records365.
If your tenant is enabled for FileConnect, you can find the installer in the Connector Gallery by clicking on the FileConnect tile, then the Server Component Installer download icon.
The SharePoint Online Connector no longer sets the Author property to “Unspecified” for some Records. Aggregations are now also submitted with an Author property.
If a SharePoint Online Site Collection or OneDrive Account had not received any changes within the last 60 days or was monitored by a Connector which had been disabled for 60 days or more, it became impossible to retrieve any new changes.
13th June 2018
The Rules tree can now be exported to a JSON or CSV file. In an upcoming release, these files can be uploaded to perform bulk updates and re-organisation of the Rules tree.
The Box Connector will no longer occasionally stop submitting records for a tenant.
Disposal dates calculated from a Box record’s source properties will now be calculated correctly.
Record Disposal functions correctly for SharePoint Online and OneDrive for Business records where the source document has been deleted.
24th May 2018
Updating a Record with the same SourceLastModifiedDate property no longer causes the Record Number to be changed.
11th May 2018
Improvements: SharePoint Online Connector
Documents can now be moved within a SharePoint site or subsite without creating duplicate records.
17th April 2018
New Feature: Content Registration for SharePoint Online and OneDrive for Business
You can now easily jumpstart your Records365 journey by registering content with Records365 in bulk. If you are in the process of implementing Records365 or would like more information about Content Registration, please contact support. The OneDrive for Business Connector requires an additional subscription.
Improvements: SharePoint Online Connector
The SharePoint Online Connector will no longer be set to “Error” status should SharePoint Online throttle our polls for content updates.
Improvements: Physical Records
Physical Record Folders are ready for prime-time: users can now edit Physical Record Folders and view their Barcodes.
The “Download Settings” button in the Connector Details page for FileConnect no longer fails to download the connector settings.
The SharePoint Online Connector now correctly disposes of items that are checked out in SharePoint Online.
10th April 2018
New Feature: Physical Records Essentials
We are thrilled to announce the first release of Physical Records management in Records365, Essentials. This allows creation, modification, classification and disposal of Physical Records and Record Folders, along with management of Physical Locations. For more information, see the Physical Records section, or read our blog announcement.
More features for Physical Records are coming soon, so check back for future releases!
Physical Records Essentials requires an additional subscription.