eB Records Management - Pending Actions Report

We are using eB 15.4.1.325 HF 360 and to my understanding there is no way to process the destruction of files in this release so we have implemented an in house customization to handle that.   But we are using native Bentley functionality for all the rest – (ie. Adding file plans to documents, creating disposition instructions, running the disposition calculation and generating the pending actions report).  This seems to work for the most part.   However, recently one of our business users noticed that there were many documents in our system that have a file plan and a disposition instruction definition that meets the criteria for being added to the pending actions report, yet the documents are not being added to the pending actions report so there is no way to add them to a disposition order.

 

After doing some research with our developers, we determined that for those specific documents there were no rows existing in the FILEPLAN_SYNC table (which is one of the tables that the pending actions query is using to pull data from) and that is likely why they are not showing up on the pending actions report.  So the question is does anyone know what causes rows to be added to this FILEPLAN_SYNC table?  And does anyone know any reason why documents meeting the disposition instruction criteria (ie. effective date + 2 years) would not have rows generated in that table?  I'm certain the instruction is defined correctly as it does work for some of the documents, I just can't figure out why the rest of the documents do not have entries in that table. 

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  • Hello Thomas 
    Fileplan_sync table is updated with new entries when Disposition Calculation is executed 

    Please double check, are Disposition Instructions enabled (if they are, try to disabling them and enabling and see if that makes any difference). 
    When was Disposition Definition was created, was it created in version 14.x or 15.x? If it was created in version 14 try to recreating it, as in version 15.x it's based on eQL. 

    Let us know how it goes. 



  • Yes disposition instructions are enabled.  It was created in v15.x using eQL so don't think that is the issue.   Also, I can see that it is working for some of the documents using the same disposition instructions. 

    I think I may have found what might be causing this but not sure why.   When I go to the file plan in question and then click on Reports at the bottom of the screen, I can see 578 in pending (which show up on pending actions report) but another 1086 that says no action.  Do you know what is the reason for this group of "No Action" documents?  It seems like the No Action ones include the documents that I was expecting to see on Pending Actions Report but I'm not sure why they are tagged as No Action.  Can you tell me what reason some of these documents would be marked as no Action? 

  • Hello Thomas, 

    You have to run Disposition Calculation to affect these documents (screenshot from my previous reply). If you have document that meets Disposition Instruction and is part of File Plan in Report it will be shown as 'No Action' until Disposition Calculation is executed. After Running Disposition Calculation it should become Pending. 



  • Hi Gintautas,

    Thanks for your reply.  In this case, the disposition calculation has already been executed.  I ran it again just now to confirm.  I looked at the Destruction Disposition Status report for a specific File Plan and it says Pending (593) and No Action (1071).  I ran the report and both numbers are still the same.  Nothing happened with the No Action rows.  We are unclear of the logic of this stored procedure to determine why these rows aren't getting moved to Pending.  Can you provide any other insights into why they would show as No Action?  Is there a data script that we could run to update respective rows to a certain status so they get picked up?

  • Hello Thomas, 

    What about Document Copy status? If Doc Copy is Lost then calculation also would not affect Document and would leave it with status 'No Action' . If it's not the case could we arrange remote session?



  • Document copy is not the issue either.  For instance, I can take a specific document and attach a file plan (date effective + 3 years) and it shows up properly on pending actions report.  Then, using the same document, I remove that file plan and attach a different file plan and it no longer shows up, even though it meets the criteria for selection (ie. effective date + 2 years).  This tells me there is no issue with doc copy.  Please let me know when we could arrange a remote session.

    Answer Verified By: Carma De Villiers 

Reply
  • Document copy is not the issue either.  For instance, I can take a specific document and attach a file plan (date effective + 3 years) and it shows up properly on pending actions report.  Then, using the same document, I remove that file plan and attach a different file plan and it no longer shows up, even though it meets the criteria for selection (ie. effective date + 2 years).  This tells me there is no issue with doc copy.  Please let me know when we could arrange a remote session.

    Answer Verified By: Carma De Villiers 

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