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Release date: June 2017

 Article Contents

Introduction

Records365 June 2017 release brings new enhancements aimed at improving system, administrative and management processes with specific focus on performance, security, deployment, and records administrative tasks.

Changes in this version affect Active Site users, Record Management teams and System Administrators. To make the most of these updates you may wish to communicate these changes to users within your organisation and in particular any features or settings requiring action by an administrator before users can benefit from the new functionality.

These release notes are aimed at describing at a high level, the new and modified features available in this release.

 

RecordPoint App upgrade requirements

This release of Records365 is backwards compatible with the existing App.

Upgrading the App is required to resolve an issue in Office 365 where restoring a finalized and archived document may overwrite a new document if a new document created with same title is finalized and archived. If Finalize and Archive is not enabled in Office365 then there is no requirement to update the App.   

Feature Summary & Impacts to User Groups

New Feature: Multi Item Finalize/Restore

Multiple records\files can now be Finalized or Restored from the Browser and Search pages. The maximum number of items that can be Finalised/Restored in one operation is 50.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
--

Finalise\Restore will only be available if all selected items can have that action applied.

For more information refer to article Multi Item Finalise/Restore.

New Feature: Boolean search operators in File, Box & Record Search

There are now advanced search capabilities available in the 'File Search' and 'Record Search' areas:

  • Search by up to 10 Search Criteria fields in 'And' and 'Or' combinations
  • Perform 'contains', 'equals' and 'does not equal' searches on all Search Criteria
  • Save an advanced query

Deployment User Impacts 

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
--

Order of precedence for combined searches is from top down.

For more information see Search by Record, File or Box Using Properties and Advanced Search.

New Feature: Support for Microsoft Teams Files

RecordPoint supports record management of all documents shared within the Microsoft Teams interface.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
--
  • RecordPoint custom actions (Finalise, Record Summary, Flag for Move etc) are not available from the Teams experience
  • 'Copy To' from Teams or from the SharePoint Online "modern" document library experience will only submit the copy to RecordPoint after it is modified.
  • 'Move To' is not supported by RecordPoint without the use of the 'Flag for Move' action.

New Feature: Copy a non-electronic record, file or box from an existing item

RecordPoint now supports the ability to create a new non-electronic item based on an existing item of the same type. To utilize this feature a new command, 'Copy Item', is available in the Non-Electronic section of the RecordPoint ribbon. This is only available when a single record, file or box is selected, and copies all information from the existing record into the New Item form.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
--For more information refer to article Copy a Non Electronic Record, File or Box.

New Feature: Ability to manage SharePoint discussion boards

SharePoint Discussion board posts and relies can now be managed in Records365 as records.

Known issue: when viewing a discussion thread in the 'Management' view, the RecordPoint context menu actions (eg: Record Summary, Finalize/Restore) are not available.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
--The lowest level aggregation for discussion boards is at the board level, independent of the RecordPoint aggregation setting. For more information refer to article SharePoint Discussions.

New Feature: Removal of Stubs for Disposed Records extended

The disposal stub removal functionality now supports the removal of attachments. In addition, this setting has been moved from the Active Site Collection to Records365 under Settings > General Settings.

 Enabling this feature means that all Active Site Collections will have disposed stubs removed.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
This setting will be set to "Disabled" by default. If this setting is currently Enabled in the Active Site configuration, it will need to be re-enabled in the RecordPoint Site after upgrade. 

For more information refer to article Removal of Stubs for Disposed Records.

New Feature: Deleted content in SharePoint Online marked with initiating user information

When a user deletes SharePoint Online content RecordPoint currently intercepts the operation so that it can capture the content of the record, once captured the item is then recycled.

Without access to RecordPoint, SharePoint Online content administrators can now find the identity of a user from the native Site Recycle Bin view for deleted content. This allows administrators to authorize any restore requests from end users.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
Upon restoring content from the Recycle Bin the performing user will need to rename the document to its original value.-

Only content deleted at the list item or folder level is marked with the users information. Content deleted at the library\list level or above will not display the user's identity in the filename.

New Feature: Special character input restricted

As part of ongoing review of security of RecordPoint, changes have been made to the product so that the characters " ? < > # % / \ can no longer be entered in certain form fields in RecordPoint. Whilst security is paramount, we are looking to allow the use of these characters again in a future release without making any compromise in the security profile of the software.

Deployment User Impacts

Configurations required by System Administrator
Settings to be reviewed by Records Administrator
Additional Notes 
  

 

Resolved in release

Records365 June release version includes all bugs resolved since the latest release, including:

  • Significant security improvements to RecordPoint's architecture
  • Record Managers and Record Coordinators cannot see non-electronic Records
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