Archive for January, 2024

Microsoft Purview Records Management – Initiate an Event

When working with event-based retention, the environment lacks a standard method to start the retention schedule, such as the modified date of the document. An event can take many forms within the lifecycle of a document, such as:

  • Fiscal year-end
  • Calendar year-end
  • Document supersedence
  • Contract expiry

Due to this, it is not possible to begin the retention using an internal, default trigger, so an administrator or process must initiate an event to start the countdown.  In this post, we’ll cover the steps to do that.

Read more

Microsoft Purview Records Management – Plan and Create Event-Based Retention Labels

In my previous post, I discussed event-based retention, what it was, how it worked, and the advantages of this type of retention.  This post will build on that and cover how to plan and create event-based retention labels.

Read more

SharePoint Online Administration – Connect a Site Column to a Managed Property

Within SharePoint search, there are two key configuration components important to the ability to search for content.  The first is called crawled properties. A crawled property is created for every site column that exists within SharePoint.  This includes standard, out-of-the-box columns like Created By, Title, Name, etc.  It also includes any custom site column created by users.  However, a crawled property is not meant to be used as a field for direct searching by users, for filtering results, or for refining a search.

To make columns searchable, sortable, refinable, etc, the columns must be updated within the search schema of SharePoint.  To allow users to actively use the columns in search refinement, custom queries, etc the columns need to be connected to the second key component of the search schema: the managed property.

Read more

SharePoint Online Administration – Create a Content Type in the Content Type Gallery

An important concept to organizing data in SharePoint is to use metadata.  Organizations are starting to see the benefit of moving away from a purely folder-based form of organization and are starting to embrace the use of metadata.  Metadata as a method of describing your content is great for filtering, sorting, and even creating custom views to help you find your data quicker and more efficiently.  In addition, having a strong metadata architecture for all of your content vastly assists organizations in adopting other key features such as records management, information protection, and now CoPilot.  When you create metadata for particular types or categories of content, you should organize it into a content type to help ensure only the relevant metadata is gathered for a file or document.  Content types exist at the library level, at the site level (for reuse in other libraries within the site), and at the tenant level in the content type gallery.  Creating the content type at the gallery (previously known as the Content Type Hub) is important for additional capabilities like linking to the tenant search schema to aid in additional capabilities, such as locating data for Microsoft Purview features.  This post will cover the process for the creation of content types in the content type gallery to further support Purview features such as records management, sensitivity labels, and other features found within Purview.

Read more

Microsoft Purview Records Management – Create an Event Type

When working with event-based retention, administrators and record managers can group related labels together within the same umbrella or container.  This container is known as an event type.  An event type allows record managers to initiate an event for all the related content without beginning multiple events for multiple labels.  When creating an event-based retention label, administrators are able to attach it to the appropriate event.  This post will cover how to create an event type within Microsoft Purview.

Read more