My previous post covered an in-depth look at the disposition view itself. We’ll follow up on that post by covering the disposition review options and their outcomes. This is the third post in the series I have created that takes you through the disposition process of Microsoft Purview in Microsoft 365. Click on the following links to access any of the other posts released in this series (additional links will be added once posts are released):
- Microsoft Purview Disposition Overview
- In-depth look at the Disposition View
- The Disposition Process After Approval
Disclaimer: Any screenshots or processes documented within this post are current as of the creation of this content but are subject to change outside of the writer’s control when updated by Microsoft.
The Approval Process (User Experience)
The screenshot displays the options available when content for disposal:
The following sections illustrate the intent of each disposition option and the options available to the disposition approver. In each of the activities outlined in this blog, the approver will have the ability to leave a comment. This is not a required field, but it is recommended so the various steps can be audited properly.
Pretty obvious, but yes, this is the button you push to complete the disposition process. Clicking the button opens a new slide-out or blade to appear.
It is not required, but it is recommended to provide a comment in the box. Clicking Apply will begin the automated disposition process (I’ll cover this in detail my next blog post).
There may be times when the selected label is no longer valid. Reasons for this could include (but not limited to)
- Content was incorrectly labeled from the start
- Retention schedule has changed since document was originally labeled (not uncommon in really long schedules)
- Original label was a “temporary” label for transitory content and a record label is now necessary (I recommend consideration of “daisy-chaining” labels in this instance which I’ll cover in a future post).
Selecting this option also opens a blade to the side of the screen. Clicking on the Relabel button opens a second blade allowing the approver to select the appropriate label to replace the current one.
Selecting a new label does not restart the retention schedule. The file will adopt the new label’s retention configuration. So if the original label had a one-year retention and the new label had a three-year retention the file will be up for disposition in two more years (not three).
Sometimes when the retention period is complete and ready for disposition to complete the file is not. A common example is a corporate policy. The policy may be in the process of being reviewed and updated when the file that outlines it is ready for disposition. Instead of ignoring it in the disposition list view, the approver can instead extend the disposition based on their understanding of when the policy will be ready to be removed. Clicking the extend button opens the date extension blade. The drop down defaults to 3 months, 6 months, 1 year, or Custom. When Custom is selected, the date selection box becomes active and the approver can select a specific date.
The approver can select one of the default options or select a specific date as is appropriate. Once Apply is clicked, the document will be removed from view and will be retained as it was before until the countdown or selected date is reached. At this point it will enter the disposition list view again. The approver can follow the necessary process as required. There is no limit to the number of times a document or documents can be extended.
There are times when the person selected to approve a disposition may not be the correct user to properly determine if the document is ready for disposition. This can occur for a variety of reasons
- Changing of roles
- Approver may not be as familiar with the content
- Correct label, wrong approver for that document
Clicking the Add reviewer button will open the blade to select a reviewer. As with other people picker controls in Microsoft 365 it works on a type ahead principle.
Note: The user selected as an additional reviewer must also be an authorized disposition approver for them to have access to view the file. Adding the user does not automatically grant them the necessary access.
In my next post I’ll cover what happens with the approval process in much more detail than above. You can access it from the list above or here.
Thanks for reading!