Flexible Aggregation for disposal

How it works

Flexible Aggregation uses two main concepts.

Aggregation Rule:

An Aggregation Rule defines where RecordPoint should start grouping content. The rule is created against a content source and a folder location.

In the current experience, the Content Source is shown as read-only in the Add aggregation rule dialogue, set to 'SharePoint Online' and the user enters a Location.

Aggregation Group:

An Aggregation Group is created from the folders directly under the rule location.

For example, if a rule is created at:

/Finance

and the folder contains:

/Finance/Invoices

/Finance/Reports

/Finance/Contracts

RecordPoint creates Aggregation Groups for Invoices, Reports, and Contracts. The selected parent folder is the rule location, not the group itself.

Aggregation Key - Location

Aggregation Key - Location is the path used to identify the Aggregation Group. It helps users recognise the source folder represented by the group.

Disposal values

The Aggregation Group details page includes disposal-related fields such as Next Disposal Date, Next Disposal Action, Previous Disposal Date, and Previous Disposal Action. These values are calculated by the system through the roll-up method. 

Where to find it

To view Aggregation Rules:

1. Open Disposal from the left navigation.

2. Select the Aggregations tab.

3. Review the list of Aggregation Rules.

To open an Aggregation Rule:

1. From Disposal > Aggregations, select the Aggregation Rule name.

2. Review the Details tab.

3. Select Aggregation Groups to see the groups generated for that rule.

To open an Aggregation Group:

1. Open an Aggregation Rule.

2. Select the Aggregation Groups tab.

3. Select the Aggregation Group name.

4. Review the Details and Items tabs.

Aggregations list in Disposal

The Disposal page includes an Aggregations tab where users can review Aggregation Rules.

Callouts

1. Aggregations tab: Shows the list of Aggregation Rules.

2. Add rule: Opens the Add aggregation rule dialog.

3. Aggregation Rule: The name of the rule. Select the link to open rule details.

4. Location: The folder path where the rule is applied.

5. Aggregation added date: The date and time the rule was created.

6. Aggregation added by: The user that added the rule.

7. Content Source: The source system associated with the rule, currently fixed to 'SharePoint Online'.

8. Search row: Allows users to filter the list by available columns.

Add an Aggregation Rule

Use an Aggregation Rule to tell RecordPoint where to create Aggregation Groups.

1. Open Disposal.

2. Select the Aggregations tab.

3. Select Add rule.

4. In Content Source, fixed to 'SharePoint Online'

5. In Location, enter or select the folder path where aggregation should begin.

6. Select Add.

The Add button is disabled until required information is provided.

After the rule is submitted, RecordPoint generates Aggregation Groups for the folders directly under the selected location. 

Please note: This may take some time to process.

Callouts

1. Content Source:  Displays the content source. The screenshot shows SharePoint Online.

2. Location: Folder location where the rule starts.

3. Information message: Explains that Aggregation Groups will be defined for folders directly under the selected location and that processing may take time.

4. Add: Saves the rule. The button is disabled until required values are supplied.

5. Cancel: Closes the dialog without creating a rule.

View Aggregation Rule details

Each Aggregation Rule has a details page showing the rule metadata.

1. Open Disposal > Aggregations.

2. Select the Aggregation Rule name.

3. Review the Details tab.

4. Select Aggregation Groups to view groups created under the rule.

The rule details include:

View Aggregation Groups

The Aggregation Groups tab lists the groups generated from the selected Aggregation Rule.

1. Open an Aggregation Rule.

2. Select Aggregation Groups.

3. Use search or sorting to find the required group.

4. Select the group name to open it.

The grid includes:

View records in an Aggregation Group

The Items tab shows records that belong to the selected Aggregation Group.

1. Open an Aggregation Group.

2. Select Items.

3. Expand Search filter to refine the results. 

4. Review records in Search results.

5. Select a record title to open the record details page.

The grid includes record information such as type, title, record number, author, created date, previous disposal action, next disposal action, next disposal date, and content source.

Disposal workflow support

Aggregation Groups can appear in disposal workflow views so users can review and act on grouped records through the normal disposal process.

The available disposal views include:

• Unactioned

• Approval Pending

• Ready For Disposal

• Disposal Failed

This allows Records Managers and Disposal Approvers to continue working in the disposal area while using Aggregation Groups as the unit of review.

Search and record detail visibility

Aggregation information is available in record-facing experiences so users can understand the group context for an item.

This includes:

• showing the Aggregation Group associated with a record;

• preserving the record’s original source path and metadata context;

• exposing aggregation-related fields in Advanced Search. 

Security and access 

• Access to the Aggregations feature is controlled by two RBAC permissions: View Aggregations and Manage Aggregations. Users will only see and interact with aggregations according to the permissions assigned to their role.
• View Aggregations lets users see existing aggregations and their results in read-only mode, while Manage Aggregations additionally lets users create, edit, enable and disable aggregations.

Aggregation does not override access control. Users should only be able to view or act on records and aggregation groups according to their assigned permissions and access rules.