Dynamic File Services allows you to automatically notify multiple recipients that a scheduled review is needed for a retention pair’s retained data. In order for notifications to be sent:
If the reviewer is a non-administrator user, you must add the user name to the Dynamic File Services Retention Review group. It is not necessary to add the server Administrator user and Domain Admins to this group.
For information, see Section 12.2, Configuring Reviewers for a Retention Pair.
The Notification Service must be enabled, and the reviewers (or notification recipients) must be configured to receive Retention Review Notification events by using the Notifications tool. Each reviewer can be configured separately to receive notifications by email.
For information, see Section 12.3, Configuring Reviewers to Receive Email Notifications.
The retention pair must be configured with a Notification Review schedule that specifies when to trigger the Retention Review Notification events. This section describes this task.
The following sections describe the how the notification review schedule works and how to enable or disable the schedule.
For a retention pair, the Notification Review schedule specifies when review notification events are triggered. The ability to trigger review events can be enabled for a retention pair by setting the schedule, or disabled by setting the frequency to . Notices are sent only to users that are configured in the Notification Service to be notified about the Retention Review events.
The review notification schedule can be set to one of the following frequencies:
|
Frequency |
When Notification Review Events Are Triggered |
|---|---|
|
Never |
Disables events. This effectively unschedules review notifications for the retention pair. |
|
Monthly |
Every month on the specified day. The interval begins on the specified month and day, and continues indefinitely. |
|
Quarterly |
Every three months on the specified day. The interval begins on the specified month and day, and continues indefinitely. |
|
Yearly |
Every year on the specified month and day. The interval begins on the specified month and day, and continues indefinitely. |
|
Custom dates |
Each day specified in the list. After the specified dates are past, no more events are triggered. |
The 12-month Gregorian calendar is used. Months and days are considered to be future dates beyond the day the policy is created. If the day has passed in the current month, set the values for the next expected interval.
You can configure notifications to be triggered on the last day of any month by choosing as the value. The trigger occurs on day 28, 29, 30, or 31, depending on the month and whether it is a leap year.
Setting days to values of 29, 30, and 31 has the following effect:
|
Day |
Actual Days |
|---|---|
|
29 |
Day 29 in all months except February, which is day 28 in non-leap years. |
|
30 |
Day 30 in all months except February, which is day 28 in non-leap years, and 29 in leap years. |
|
31 |
Day 28, 29, 30, or 31, depending on the month and whether it is a leap year. Same as choosing . |
No run time is associated with these schedules. The time of day that the review notification is sent is controlled by the Retention Review Check Timer settings in the DswCore.xml config file, which runs by default daily at 0010 hours (00:10 a.m.). For information, see Section 12.5, Configuring the Review Notification Check Timer.
Prepare to send notifications:
Add reviewers to the Dynamic File Services Retention Review group.
For information, see Section 12.2, Configuring Reviewers for a Retention Pair.
Enable the Notification Service, and configure users to receive notifications via email.
For information, see Section 6.6, Configuring the Notification Service.
For each user, configure the user to receive Review Notification events.
For information, see Section 6.6.2, Setting Up Email Notifications.
In the Management Console, connect to the DynamicFS server, then open the folder.
Right-click the retention pair, then select .
Select the tab.
The schedule options are available only if you completed Step 1.
Select the , then specify when to trigger review notification events:
|
Frequency |
When |
|---|---|
|
Never |
Disables the schedule so that review notifications are not triggered. |
|
Monthly |
Specify the month and day. The review notification events are triggered every month on the same day. |
|
Quarterly |
Specify the month and day to start the intervals. Review notification events are triggered on the same day of every third month. |
|
Yearly |
Specify the month and day. Review notification events are triggered on the same month and day each year. |
|
Custom |
Specify one or more dates by selecting days in the calendar. Use the arrows to navigate month-by-month through the calendar. Click the year, then select a year to jump to it. Click the month, then select a month to jump directly to it. Only future dates can be selected. |
Click to save and apply the changes.