Creating Consignment Templates and Consignments

Consignments can be created by using a Consignment Template, or by creating a 'stand alone' Consignment.

Consignment Templates can be used as a starting point to create new Consignments. Creating Consignment Templates allows organizations to create a template that can be reused for automating the process of creating Consignments using the Content Manager Administration Command Tool (trimadmincmd.exe), see CM10.1_AdminCMDTool.pdf for details on using the Dispose command to automatically create Consignments using a template, this creation process can also be automatically run by creating Basic Tasks using the Windows Task Scheduler application.

Creating Consignment Templates

Consignment Templates are created and accessed via the Manage ribbon, in the Archiving group, click Consignment Templates. A window displaying all available Consignment Templates is opened.

To create a Consignment Template:

  1. In the Consignment Templates list, as a Record Archivist, right-click and select the type of template to create:
    • New Archive Consignment Template - the template to be used to create Archive Consignments.
    • New Destroy Consignment Template - the template to be used to create Destroy Consignments.
    • New Transfer Consignment Template - the template to be used to create Transfer Consignments.
      The New Consignment Template - <Template Type> is dialogue box appears.
  2. Use the General tab to enter consignment details:
    • Description - to describe the consignment
    • Archivist - the Record Archivist creating the consignment

    NOTE: Locations that can have members can been a part of the Archivist Review process. If the assigned "Archivist" is a Location that has at least one member that has the Record Archivist user permission, an email address and a valid login, one of the members can complete the Archivist Review process. To complete the Archivist Review, a member of the specified Archivist location will need to search for Consignments assigned to the matching Location e.g. Archivist:Publications Unit, and then complete the Archivist review process.

    • Transfer To Location - only for Transfer type consignments - the destination Location for the records
      • Use location from schedule is specified - if applicable, select this option to use the specified location from the Transfer Custody trigger.
      • Wait for a transfer acknowledgment before disposal - the disposal of the records cannot be completed until the acknowledgment of the receipt of the record transfer is received. This can also be requested as a part of the disposal process, using the right-click Dispose - Wait for Transfer Receipt option on a Transfer type Consignment. Transfer type Consignments that have been flagged to wait for a transfer acknowledgment will have the right-click Dispose - Acknowledge Transfer Receipt available as a part of the Disposal process.
      • Keep electronic documents after transfer - select this option to retain the electronic documents that are transferred as a part of this consignment in the Content Manager database. If this option is not selected, the electronic documents will be deleted as a part of the disposal process.
    • Render records to long term storage format (PDF) - this option is only available for Archive and Transfer consignments. Select this option to automatically render records with an appropriate electronic formatted document attached to a PDF rendition.

      • NOTE: To add the records in a flagged Consignment to the Render processing, in Enterprise Studio, the Rendering processing configuration must have an automatic PDF request configured to process records that are In Flagged Consignments. See the Content Enterprise Studio Help - Dataset setup and maintenance > Document Rendering > Render configuration > PDF Request tab for details.

    • Round up cutoff dates to - from the drop-down list, select the date period the Consignment's Cutoff Date will be rounded up to.
    • Prefix to use when generating consignment numbers - type in a prefix that will be appended to the Consignment's Number when a Consignment using this template is created.
    • Consignment log report format - from the drop-down list, select the log file report format to be used to create the log file as a part of the Process Disposal step. Select from:
      • Use Default - this is selected by default for new Consignments not created based on a Consignment Template. The default log report format is created on the System Options - Disposal page - Default Log Layouts option. See Configuring a default Log format for details on using the Edit default consignments log formats dialogue.
      • Use Custom - if a different, to the default or Template's format, log report layout is required for the Consignment being created, from the drop-down list select Use Custom. The Customize button is enabled, click to display the Edit custom log format for Consignment... dialogue. See Configuring a custom Log format for details on using the Edit custom log format for Consignment... dialogue. The log file format defined will only be available for the Consignment being created.
  1. Use the Selection tab to identify the records for the consignment:
    • Use top container aggregated selection style - looks at all the contents of the top container to determine what would be an-all encompassing disposal instruction. The algorithm is explained in Top Containers
    • Records must have a non-blank disposal date - default - selects only records with the appropriate value in the field Disposition Schedule. The date for the Archive or Destroy disposal must match the cutoff date in the consignment General tab
    • Allow selection of records that have no schedule - select to be able to select any record for the consignment, regardless of their disposition schedule
    • Allow selection of records on hold - by default, you cannot select records in a Hold for a consignment. Select this option to be able to do so.
    • Only select records that are limited to basic metadata - select this option to only include records created with Record Types that have the behaviors of Basic Electronic Document or Basic Electronic Container.
    • Exclude any external document management system records - select this option to exclude any records that have been created using Record Types that have behaviors of External DMS Folder or External DMS Document.
    • Additional search criteria for selecting candidates (optional) - the records included in the Consignment are based on the Cutoff Date assigned to the Consignment. If additional records are to be included in the Consignment, the search can be expanded using this option. If the default criteria is modified, the new search will be displayed.
      1. Click the KwikSelect to display the Search for Records dialogue box to create a search to identify the records for the consignment, and then click OK.
        See Finding records.
        Content Manager enters the string.
      2. To see the records that match your search, click View Records.
        Content Manager displays the list of records or the search criteria.

        Press F7 to review your search criteria, if needed.

      3. Move on to the next tab when your selection is correct
  1. Use the Approvals tab to enter disposal approval details:

    Consignment needs to be approved - select to allocate approvers for the consignment.

    • Force approvers to re-authenticate before approving - you can choose to re-authenticate the approver forcing them to re-enter their Windows password
    • Generate a digitally-signed approval document - you can elect to have the approver witness an approval document and have it digitally signed using their local certificate and stored against the approval
    • Require approval from the record owner - select to require approval by email from all record Owner locations
      • Use the administrator of the record owner location if it exists - select to also require approval by email from the location that is Administrator Of the record Owner location. See Associations page

      NOTE: Locations that can have members can been a part of the Owner approval process. If an Owner Location has at least one member that has the Approve record disposal user permission, an email address and a valid login, and the Require approval from the record owner option is enabled, the Consignment will appear in Consignment Approvals tray for all users who have the required user permission, and a member of the Location will be able to complete the Owner Approval process. Members of the Location will also be notified via email.

    • Additional approvers for this consignment - click Add to manually enter up to 10 locations responsible for approval.
  1. On the Examination tab, unselect the types of errors that can be ignored as a part of the Examine Records process. If errors of these types are found during the Examine Records step, they will not be included in the list of record issues.

    NOTE: If you change the settings for an existing consignment that has some issues raised, then you will need to re-run the right-click Archivist Review - Examine Records step with the new settings to remove those issues.

  1. Click OK.
    Content Manager creates the Consignment Template and it appears in the Consignment Templates list. The Consignment Template can be used to create a new Consignment, see Creating Consignments for details.
  1. In the Consignments list, as a Record Archivist, right-click to create:
    • New Archive Consignment - to move records to permanent on-site storage, typically based on their Retention Schedule's Archive (Keep Forever) date
    • New Destroy Consignment - to destroy records, typically based on their Retention Schedule's Destroy date
    • New Transfer Consignment - to move records to permanent off-site storage based on their Archive (Custody Transfer) date.
      The New ... Consignment dialogue box appears.
    • New Consignment (From Template) - select this option to create a new Consignment that is based on a Consignment Template. See Creating a Consignment from a Template for details.
  2. Use the General tab to enter consignment details:
    • Number - select and type a unique number for the new consignment using letters or numbers
    • Description - to describe the consignment
    • Archivist - the Record Archivist creating the consignment

    NOTE: Locations that can have members can been a part of the Archivist Review process. If the assigned "Archivist" is a Location that has at least one member that has the Record Archivist user permission, an email address and a valid login, one of the members can complete the Archivist Review process. To complete the Archivist Review, a member of the specified Archivist location will need to search for Consignments assigned to the matching Location e.g. Archivist:Publications Unit, and then complete the Archivist review process.

    • Transfer To Location - only for Transfer type consignments - the destination Location for the records
      • Use location from schedule is specified - if applicable, select this option to use the specified location from the Transfer Custody trigger.
      • Wait for a transfer acknowledgment before disposal - the disposal of the records cannot be completed until the acknowledgment of the receipt of the record transfer is received. This can also be requested as a part of the disposal process, using the right-click Dispose - Wait for Transfer Receipt option on a Transfer type Consignment. Transfer type Consignments that have been flagged to wait for a transfer acknowledgment will have the right-click Dispose - Acknowledge Transfer Receipt available as a part of the Disposal process.
      • Keep electronic documents after transfer - select this option to retain the electronic documents that are transferred as a part of this consignment in the Content Manager database. If this option is not selected, the electronic documents will be deleted as a part of the disposal process.
    • Cutoff Date - select the cutoff date for records to be included in the Consignment. Content Manager will only select records whose Archive or Destroy date is on or before the earliest date for execution of the disposal.
    • Render records to long term storage format (PDF) - this option is only available for Archive and Transfer consignments. Select this option to automatically render records with an appropriate electronic formatted document attached to a PDF rendition.

    NOTE: To add the records in a flagged Consignment to the Render processing, in Enterprise Studio, the Rendering processing configuration must have an automatic PDF request configured to process records that are In Flagged Consignments. See the Content Enterprise Studio Help - Dataset setup and maintenance > Document Rendering > Render configuration > PDF Request tab for details.

    • Only select records that are limited to basic metadata - select this option to only include records created with Record Types that have the behaviors of Basic Electronic Document or Basic Electronic Container.
    • Consignment log report format - from the drop-down list, select the log file report format to be used to create the log file as a part of the Process Disposal step. Select from:
      • Use Default - this is selected by default for new Consignments not created based on a Consignment Template. The default log report format is created on the System Options - Disposal page - Default Log Layouts option. See Configuring a default Log format for details on using the Edit default consignments log formats dialogue.
      • Use Custom - if a different, to the default or Template's format, log report layout is required for the Consignment being created, from the drop-down list select Use Custom. The Customize button is enabled, click to display the Edit custom log format for Consignment... dialogue. See Configuring a custom Log format for details on using the Edit custom log format for Consignment... dialogue. The log file format defined will only be available for the Consignment being created.
      • Use Template - this is selected by default if the new Consignment is being created based on a Consignment Template. The log file format applied is defined on the Consignment Template.
  3. Use the Selection tab to identify the records for the consignment:
    • Use top container aggregated selection style - looks at all the contents of the top container to determine what would be an-all encompassing disposal instruction. The algorithm is explained in Top Containers
    • Records must have a non-blank disposal date - default - selects only records with the appropriate value in the field Disposition Schedule. The date for the Archive or Destroy disposal must match the cutoff date in the consignment General tab
    • Allow selection of records that have no schedule - select to be able to select any record for the consignment, regardless of their disposition schedule
    • Allow selection of records on hold - by default, you cannot select records in a Hold for a consignment. Select this option to be able to do so.
    • Only select records that are limited to basic metadata - select this option to only include records created with Record Types that have the behaviors of Basic Electronic Document or Basic Electronic Container.
    • Exclude any external document management system records - select this option to exclude any records that have been created using Record Types that have behaviors of External DMS Folder or External DMS Document.
    • Additional search criteria for selecting candidates (optional) - the records included in the Consignment are based on the Cutoff Date assigned to the Consignment. If additional records are to be included in the Consignment, the search can be expanded using this option. If the default criteria is modified, the new search will be displayed.
      1. Click the KwikSelect to display the Search for Records dialogue box to create a search to identify the records for the consignment, and then click OK.
        See Finding records.
        Content Manager enters the string.
      2. To see the records that match your search, click View Records.
        Content Manager displays the list of records or the search criteria.

        Press F7 to review your search criteria, if needed.

      3. Move on to the next tab when your selection is correct
  1. Use the Approvals tab to enter disposal approval details:

    Consignment needs to be approved - select to allocate approvers for the consignment.

    • Force approvers to re-authenticate before approving - you can choose to re-authenticate the approver forcing them to re-enter their Windows password
    • Generate a digitally-signed approval document - you can elect to have the approver witness an approval document and have it digitally signed using their local certificate and stored against the approval
    • Require approval from the record owner - select to require approval by email from all record Owner locations
      • Use the administrator of the record owner location if it exists - select to also require approval by email from the location that is Administrator Of the record Owner location. See Associations page

      NOTE: Locations that can have members can been a part of the Owner approval process. If an Owner Location has at least one member that has the Approve record disposal user permission, an email address and a valid login, and the Require approval from the record owner option is enabled, the Consignment will appear in Consignment Approvals tray for all users who have the required user permission, and a member of the Location will be able to complete the Owner Approval process. Members of the Location will also be notified via email.

    • Additional approvers for this consignment - click Add to manually enter up to 10 locations responsible for approval.
  2. On the Examination tab, unselect the types of errors that can be ignored as a part of the Examine Records process. If errors of these types are found during the Examine Records step, they will not be included in the list of record issues.

    NOTE: If you change the settings for an existing consignment that has some issues raised, then you will need to re-run the right-click Archivist Review - Examine Records step with the new settings to remove those issues.

  3. Click OK.
    Content Manager creates the consignment and it appears in a list.

NOTE: If no records are found that meet the Consignments criteria, a warning message is displayed advising that no records were found and to alter the cutoff date or the search criteria.

When a Consignment Template is used to create a new Consignment, the Create Consignment from Template is displayed, rather than the New Consignment dialogue.

Create Consignment from Template dialogue options

  1. Select the Consignment Template to be used to create the new Consignment. Click the KwikSelect to search for and select the template, or select the template from the recently used drop-down list.

  2. Cutoff Date - select the cutoff date for records to be included in the Consignment. Content Manager will only select records whose Archive or Destroy date is on or before the earliest date for execution of the disposal.

  3. Cutoff date after rounding applied - the date displayed is the adjusted date that includes the date period selected for the Round up cutoff dates to period that was selected for the Consignment Template. This date cannot be modified at this point.
  4. Review the new consignment properties before creating it - select this option to display the Consignment properties dialogue of this new Consignment.
  5. Click OK to save the new Consignment using the selected Consignment Template details. If the Review the new consignment properties before creating it option is selected, the Consignment properties will be displayed with the defaults from the Consignment Template applied, and at this point, if required, the default options can be modified. See Creating Consignments for details of the options.

NOTE: If no records are found that meet the Consignments criteria, a warning message is displayed advising that no records were found and to alter the cutoff date or the search criteria.