Illustrative idea · RECORDS MANAGEMENT
Review a new document for retention
Help a records owner decide whether a new document belongs in the approved archive.
Keep new files in the right places, with their context intact.
Illustrative idea, not a published runnable template. Grunt is prelaunch; live service is paused and live provider connections and outcomes remain unverified. The steps, providers, and outcomes below describe a concept.
When a new file is added to a selected shared folder, prepare it for a separate archive. Make the source, owner, and destination clear so a person can catch private material, naming conflicts, or access changes before the copy is made.
Actual availability depends on published steps, supported connections, permissions, and provider approval.
New shared fileA new file added to a shared folder selected by its owner
“Review eligible new files and prepare an archive copy only after confirming that the file belongs in the destination and its access is appropriate.”
Work through the request.
Clear tasks, with review where it matters.
- Choose the shared folder and archive purpose
- Review each new file
- Check for an existing archive copy
A clearly identified copy of an approved file in the selected archive, with source context and access expectations preserved.
What this workflow could do
Helps a team keep selected new files in a second location for continuity and easier retrieval.
Review points proposed in this idea
Files may contain personal, confidential, or licensed material. Confirm the owner’s intent, preserve source attribution and appropriate access, and check retention rules before copying or sharing a file.
How the idea could work
Select an illustrative task to explore its proposed role. No workflow runs here.
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Confirm that the folder owner has approved the files in scope and that the archive serves a documented business need.
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Check its name, owner, content, and sharing context, and set aside anything private, unexpected, or outside the agreed scope.
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Compare the proposed file with existing entries, including same-name files that may have different contents.
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Make sure only authorized people can view the archive and that its retention period matches the source owner’s expectations.
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Have an authorized owner confirm the file and destination before it is copied; keep uncertain files out of the archive.
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Check that the approved copy is complete, identifiable, and still points back to its original context.
Step 1 of 6
Choose the shared folder and archive purpose
Confirm that the folder owner has approved the files in scope and that the archive serves a documented business need.
Proposed setup considerations
These are planning notes for the concept, not instructions for a currently available template.
- 01
Select the source and destination
Name the shared folder, archive location, responsible owners, and permitted file types.
- 02
Set access and retention rules
Choose who may view archived material, how long copies remain, and who approves removal.
- 03
Define duplicate and exception handling
Decide how to review same-name files, revised documents, private content, and files with unclear ownership.
- 04
Test with representative files
Check an ordinary file, a same-name file, and a restricted file to confirm that review and approval happen before copying.
Read the prelaunch status
Published templates and verified customer availability remain pending.
A little help with the whole task
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A little less busywork.
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Explore the sample experience while launch details are being finalized.
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