Creating A Records Cutoff Email Reminder

Record retention is quite possibly one of the most daunting things that Laserfiche is designed for. Record cutoffs must be set up inside Laserfiche when new documents are filed. 

Record Cutoffs

If you are in charge of Records Management, it is a simple matter to search Records Management for record cutoffs. This method is a quick and easy way to look at all records that require a user to initiate the cutoff.

You can dive deeper into a cutoff search by selecting Search Filters > Add Filter and choosing Records Management - Cutoff from the list of available filters to search by. This option gives you far more cutoff options to search by.

Record Cutoffs and Email Alerts

If you would like to be alerted when a record is due for cutoff, you could set up a very simple workflow that sends you an email reminder.

You will need to have the correct security access rights to Records Retention and Workflow Designer to create tailored email reminders for record cutoffs.

1. Navigate to App Picker > Process Automation > Workflows.

2. Create a New Workflow and give a name, a description, and link it to the correct repository.

3. Choose the Starting Entry.

• If you would like to run this workflow on a regular basis, select the Starting Events icon from the left hand side of the Workflow Designer.
• Click New > Scheduled.
• Give your event a name and description, and be sure to click the Enable event checkbox.
• Set your scheduled date and time to run the workflow.

4. Choose Find Entries from the Designer Menu.

• Give it a Description.
• Set Entries To Find to either an ID, or to a specified folder location.
• Filter Entries by Document, Folder or Shortcuts.
• Select the Additional Properties, such as searching by Cutoff Eligibility or Cutoff Date.
• Sort Found Entries by Ascending or Descending order.
  
  

5. Choose Find Entry from the Designer Menu.

• This is entirely optional, but if you would like to add a URL or shortcut to your workflow, you must add this step.
  
  

6. Choose Email from the Designer Menu.

• You can now email as many people in your organization as needed.
• Add a Subject, Priority, and message.
• Add Attachments if required.
  
  

There are four icons at the top of the Workflow Designer that you will use when testing any of your workflows. They are:

• The Save icon - saves your workflow.
• The Validate icon - checks for missing or incorrectly configured steps within the workflow. 
• The Publish button - saves, validates, activates, and updates versioning of workflow.
• The Run icon - it initiates the workflow based on the defined starting events and parameters.

What Happens Next?

When you run this workflow, it checks the record folder you specified, based on the Starting Event you set in the Workplace Designer, for any files that require user intervention, ie: clicking the blue Cutoff button for the record in question.

If a record cutoff is found, the workflow sends an reminder email to the recipients you designated, letting them know there is a record cutoff that needs their attention.

This article was written by Matthew Clooney.
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