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Microsoft Purview Records Management – Build Custom Record Disposition Based on Document Location – Building the Infrastructure

Previously, I showed you how to use Power Automate to build a custom workflow to assign approvers based on the site owner.  It was designed to access the user(s) designated as site owners and assign the disposition approval to them.  In addition, it allowed you to provide custom messages and any other non-standard activities your organization required.  I will take a different approach in this post and assign record disposition based on document location.  The idea is that labels are shared across the organization, and each site could belong to a particular data owner that does not map to the site ownership.  The flow will target these data owners based on the document’s location.  This first post highlights the components that need to be in place to support the flow.  If you want to go straight to the flow components, continue to the second post in this series.  However, I urge you to read on here first to understand what needs to be in place to support the solution as a whole.  Before continuing, ensure you aren’t going to run into any of the Power Automate limitations within Purview.

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Microsoft Purview – How to Get a Retention Label’s GUID

When creating custom solutions or even troubleshooting your data lifecycle management processes, you may need to know the retention label’s underlying GUID (Globally Unique Identifier).  This is the ID created for the retention label that Microsoft Purview uses for its back-end processes.  Unfortunately, there isn’t an easy way to find this ID from the Purview user interface.  To find the ID, a PowerShell command will need to be run; I’ll cover that process in this post.

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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.

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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.

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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.

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