Configuring rules for FileConnect

This article covers how to properly configure RecordPoint patterns to receive FileConnect Files and Records. It also briefly surveys a few caveats, and the current limitations and workarounds for FileConnect and RecordPoint.

Context

FileConnect users often set up multiple folders and sub-folders to organize their records, similar to the SharePoint Active Site structure. While RecordPoint Patterns support matching against SharePoint Lists and Sites, List and Site Pattern Types will not work for the FileConnect Context. Currently you can only match against Content Type and Metadata.

Use-Cases

Content Type

Since all FileConnect records enter RecordPoint as a NativeFile, using the Content Type parameter is best used as a 'catch-all' approach to identifying all records incoming from FileConnect. 

Open

For more information on how to set up patterns in general, please refer to this article.

List Name & Site Name

Best practice is to not use these Pattern Types since it is incompatible with FileConnect, and only compatible with SharePoint.

Metadata

Currently, metadata is the only available resource to pattern match records in more fine specification. Metadata provides users to pattern match against folder names, container numbers and even Record URLs so that Patterns can match all sub-records within a specified root level.

The best operator to use against metadata, however, is 'Equals'. If a 'Begins With' or 'Contains' is used, RecordPoint will not be able to automatically classify FileConnect records and Files. They will require a manual re-submission, which leads to further RecordPoint issues and errors.

The recommended procedure for configuring Patterns against metadata is as follows:

1. Examine the RecordPoint XML document of the record you want classified

2. Identify the Property Name you wish to match against, ie Container

3. Copy the exact property Value corresponding with the desired field name, ie F0000000038|File;#F0000000038

4. Open

   

5. Fill in the values for the new Pattern

7. Hit save, and configure a rule.

For reference, here are a few Metadata Field Names and example Property Values that may commonly be used.