The dynamic timeframes enhancement to Governance allows you to reference metadata date values from your files while setting up policies. With dynamic dates in Governance, you have a tool to help you make sure your protections and scheduled actions take place exactly when you need them:
Reference a metadata date value. When scheduling the end of a protection or scheduling a new action, you can choose to reference folder/file metadata as the date for the action. For example, you can now use the date found as the value for the metadata field “License expiration” as the date for a scheduled action. Previously timeframes were set that had to be the same for all items inheriting the policy, or they had to be manually set/edited to be the precise timeframe desired.
Add or subtract dates from a metadata value. You can choose to schedule actions or end protections on the exact date of the metadata value, or you can reference a time frame relative to the metadata value by adding or subtracting days from it. For example, you can schedule an Email action to take place 60 days before the metadata date value for “License expiration”.
Add additional security around your governance policies. Now that your Governance policies can reference a metadata date field, you may want to control how the metadata value can be populated. By default, it can be changed by any user with the Metadata feature enabled and Write item permissions for the item with the governance policy applied. If a user changes the metadata date field, it will impact the policy’s timing. You can add additional protection however, and optionally require the Governance feature to be enabled to edit the metadata date value on the item.
Access/Permissions Requirements
To have access to the Governance dynamic scheduling feature, you will need to be a Revver user with at least View item permissions to files, folders, drawers or cabinets within your Revver account. You also need the Metadata, Governance and Governance Management features enabled. If you want to set your governance policy through Workflow, you’ll need the Workflow management feature enabled.
How to reference metadata in a governance policy
Step 1: Confirm you are logged into Revver as a user with the required enabled features and item permissions. You’ll need both metadata and governance access, so you’ll need the Metadata, Governance and Governance Management features enabled.
Step 2: Confirm that the metadata date field you will want to reference has been created in your Revver account. To do this, go to the Metadata page and search for the field. You’ll also need to make sure the field has the field type attribute of “date”, as only date fields can be used by Governance.
Step 3: From the Governance tab in the document actions area, you can select the option to add a new policy on a file or location. Select the Add icon in the top right to start building a new policy.
Step 4: If you want to schedule the end of a protection or a new action using metadata, you can choose the radio option to “Schedule.” From here, you can select “Schedule” which will open a modal with options.
Step 5: There are two options for scheduling the end of a protection or an action to take place; “Custom Timeframe” and “Date from a metadata value.”
The custom timeframe is the equivalent of setting a timeframe from the moment the policy is created until the end of the timeframe. It is considered a static timeframe as the only way to set or change it is to modify the Governance policy each time.
Selecting “Date from a metadata value” will allow you to select from existing Date type metadata fields in your account. Only one metadata field can be used for each independent governance policy.
Adjusting the day counter to negative or positive values will adjust when the policy is enacted relative to the date from the referenced metadata field. If you want the scheduled action to happen 30 days before the date value in the referenced Metadata field, you could set it to “-30”.
Optional: The Governance policy will be referencing the metadata field and value on the file or folder it is applied to. This means that any user that has the enabled features or permissions to let them edit Metadata values would essentially be able to adjust the timing of an applied Governance policy that references the field. There is an additional protection option to select when creating the policy that would prevent users from editing the metadata field value unless they also have the enabled features for creating/editing Governance policies on the item.
Step 6: Select Schedule in the modal to apply the specified timeframe for the Governance Policy upon which you can then specify the action that you want to have happen.
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