RecordPoint Site Checks
- Laura Boustany
RecordPoint Site Checks
Browser/ Search
Verify that the Browse/Search/Rules pages are loading and not timing out. The following pages are to be verified:
Records, File and Box Browser;
Records, Files and Box Search;
Advanced Search Page
Rules Page
Records/File/Box Browser
For loading the Records/File/Box Browser pages, perform the following steps:
Go to RecordPoint
Select Records
Select Records, File and Box Browser
Verify that the page is loading successfully, and showing the Records, Files and Boxes that were ingested/created.
Search
For loading the Search pages, perform the following:
Select Search
Select Record, File and Box Search
Verify that the pages are loading successfully, and you are able to search for Records, File and Boxes
Advance Search
For loading the Advanced Search Page, perform the following steps:
Select Search
Select Advanced Search
Verify that the Advanced search page is loading, and it returns results when you search for Records using the Filters.
Rules, Classification, Patterns and Outcomes
This section covers some checks to perform when it comes to Rules Management for Records.
Rules
Firstly, check if the Rules page is loading correctly without errors. To do this, perform the following steps:
Select Rules
Select Manage Rules
Ensure that the page is loading without any problems.
To validate that the Records are hitting the rules correctly, perform some random checks on some records in the System. The first thing to do is select the record and use Validate Rules. To check this option, perform the following steps:
Tick the checkbox against some Records that need to be validated for Rules
Select Validate Rules option from the top Ribbon
In the screen below, you can check the Rules and the Partial Rules that are matched for this Record
As shown in the screenshot, this is split into two sections: Rules and Partial Rules. The record will be classified according to the rule in the Rules section. If more than one Rule is present, then it will be classified by the rule with the higher priority.
Classification
Next check is to ensure that the Classification (Term Store) information is setup. If there is no Classification setup, Records will not be classified. To check this perform the following steps:
Select Rules
Select Manage Classification
Ensure that the Classification is setup correctly
Patterns
Next check is to ensure that the Patterns are setup correctly. Patterns are used by RecordPoint to evaluate content submitted from the Active Site. Patterns can be used across rules, and rules can contain multiple patterns, to provide the specificity necessary to identify a piece of Active Site content as a discrete type of record.
Ensure that the Pattern is setup correctly to reflect the Site, Library or the Content Type from the Active Site. To ensure this, perform the following steps:
Go to the Manage Rules page
Open a Rule, and click on the Pattern
Edit the pattern and ensure that it is correctly setup to point to the Site, Library or Content Type name from the Active site
Below are examples of a good practice for defining Patterns
Outcomes
Next check is to ensure that the Rules have the Outcomes setup correctly. If they are not setup correctly, then the Rule will not work. To check these, perform the following steps:
Select Rules
Select Manage Rules
Click on the Rule name to open that Rule
Check the Outcome
Click on it to Edit the Outcome
Ensure that the Disposal Class Unit and Disposal Class Action are filled properly.
Check the Disposal Class Trigger Date used in the Outcome is valid. If this column does not exist in the metadata or does not return a valid date, then the item will not be classified.
General Settings
The general settings have a number of configurations that need to be verified. They are:
RecordPoint URL; and
Record Number Generation.
RecordPoint URL
Verify the RecordPoint URL is configured correctly, by performing the following:
Select Management
Select Settings
Under Site Administration, select General Settings
Ensure that the RecordPoint URL shown, is correct.
Record Number Generation
Verify the Record Number generation settings for RecordPoint, by performing the following:
Select Management
Select Settings
Select General Settings
Validate if there is a value for the RecordNumber field. Custom RecordNumbers can be generated by the business if Should RecordPoint Generate RecordNumbers is unchecked.
Search Settings
Verify the Search Application Settings by performing the following:
Select Management
Select Settings
Select Search Settings
Verify that the Search Service Application is set as the Search Application to Index RecordPoint as shown in the Image below
Storage Settings
Verify the Storage Settings in RecordPoint by performing the following:
Select Management
Select Settings
Select Storage Settings
Ensure the Storage Site URLs are shown in this page. This is where the new Records/Binaries will be stored. If in case you don't see any sites listed, please contact RecordPoint Support.
Pack Settings
Ensure that the Term store information is correctly updated in the Pack Settings page. To verify the Term Store information, perform the following:
Select Management
Select Settings
Select Pack Settings
Verify that the Term Store information is correct.
Queue Management
Make sure that the Queue management page is displaying both the Active and the RecordPoint Queues as depicted in the screenshot below. To verify this, perform the following:
Go to Management
Click on Settings
Click on Manage Queues
Click on Both the Active Queue and RecordPoint Queue to see if there is any error in those
High Priority Processing (HPP)
Please note that the High Priority column refers to the High Priority Processing settings that are available for both the Active Queue and RecordPoint Queue. If its enabled, then it allows multiple items from queue to be processed at the same time. To verify this setting, please perform the following steps:
RecordPoint HPP
Select Management
Select Settings
Select General Settings
Click Enable Button, if you need to enable High Priority Processing for this site
Active Site HPP
Go to the Active Site
Select Gear Icon on the top right hand side.
Select Site Settings
Under RecordPoint, select General Settings
Click on the Enable button for the High Priority Processing settings
Retries
Each item in the queue has a maximum number of retries of 4. Once the maximum has been reached then the item will not be processed.
Cache
Like most applications, RecordPoint generates web pages on demand by retrieving its data from back end databases. RecordPoint uses its Cache to achieve performance.
Most components that require a Cache refresh will happen automatically. However for changes made outside of the RecordPoint site, we recommend that you manually refresh the RecordPoint cache especially after some changes are made over some time. For refreshing the cache, perform the following:
Select Management
Select Settings
Select Cache Settings
Click Refresh