Preview and approve document policies

Before any policy is executed and processed, it must be approved. When a new policy is created, the preview will not be available until it is processed overnight. New policies should be previewed before they are approved to ensure accuracy with your document retention policy. On the following day, the new policy becomes an incumbent policy. Incumbent policies may cover new documents on any given day, therefore, regular visits are recommended.
To alert record managers of the potential daily changes in the documents covered by your policies, GoFileRoom will send an automated email message to all users that are members of the Records Managers system group.
The Preview/Execute tab allows record managers to preview and approve documents that are pending any incumbent purge, keep, or archive policies according to their respective rules configured in the Policy Management tab. The table includes the drawer name, the policy name, the policy type, and the number of pending documents for purging, keeping, or archiving.
Here's how you can preview and approve a policy:
  1. Select the policy.
  2. Review all document information that is included in the selected policy.
  3. Select Execute. Two or more Administrators/Records Managers must be selected to execute the policy.
  4. Approvers will receive an email notification to approve the pending policy.
  5. Approvers need to select
    Approve
    the policy to execute the policy.
  6. The policy will be automatically executed over night after the 2 approvals.

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