Contact for all enquiries Phone: info@recordpoint.com.au. Page 2. RecordPoint Release Notes V3.8 for SharePoint 2013

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1 Release Notes V3.8

2 Notice This document contains confidential and trade secret information of RecordPoint Software ( RPS ). RecordPoint Software has prepared this document for use solely with RecordPoint. Any other use or disclosure of the information herein is prohibited, and the information may not be reproduced, copied, or used in whole or in part without the prior written approval of RPS. Contact for all enquiries Phone: info@recordpoint.com.au Page 2

3 Contents Notice... 2 Contact for all enquiries System Requirements Minimum RecordPoint 3.8 for SharePoint 2013 Hardware Requirements Recommendations for Sites with Large Numbers of Site Collections Introduction Feature Summary & Impacts to User Groups New feature Site Collection Object Queue Processing New feature High Priority Processing for Queues New feature Removal of Stubs for Disposed Records New feature Aggregation Holds New feature RecordPoint.Active.SystemMonitor New feature RecordPoint.SystemMonitor Resolved in Release RecordPoint Site Active Site Known Issues... 13

4 1 System Requirements 1.1 Minimum RecordPoint 3.8 for SharePoint 2013 Hardware Requirements Production Server Role CPU RAM Disk Space Quantity Web Front 2 x 8 Core 16 GB 300 GB Local 2 Ends CPU Application 4 x 8 Core 16 GB 300 GB Local 1 Servers CPU SQL Server 4 x 8 Core CPU 32 GB 300 GB Local 2 User Acceptance Testing (UAT) Server Role CPU RAM Disk Space Quantity Web Front 2 x 8 Core 12 GB 120 GB Local 1 Ends CPU Application 4 x 8 Core 12 GB 120 GB Local 1 Servers CPU SQL Server 4 x 8 Core CPU 16 GB 120 GB Local 1 Development Environment Server Role CPU RAM Disk Space Quantity Web Front/ SQL Application 1 x 8 Core CPU 16 GB 120 GB Local 1 Page 4

5 1.2 Recommendations for Sites with Large Numbers of Site Collections The table below only serves as a guide. We always recommend following best deployment practice and testing a required configuration prior to production deployment. Recommendations for Sites with Large Numbers of Site Collections. Number of Site Collections Recommended Number of Application Servers <

6 2 Introduction RecordPoint for SharePoint 3.8 brings new enhancements aimed at improving system, administrative and management processes with specific focus on performance, initial records registration for existing electronic content, security, deployment, storage and holds management. Changes in this version affect Active Site users, Record Management teams and System Administrators. To make the most of these updates you may wish to communicate these changes to users within your organisation and in particular any features or settings requiring action by an administrator before users can benefit from the new functionality. These release notes are aimed at describing at a high level, the new and modified features available in this release. For more detailed information, please refer to the V3.8 section on our Customer Support Portal. Before deploying this release, we recommend following a best practice deployment process, which includes thorough testing in a non-production environment. Page 6

7 3 Feature Summary & Impacts to User Groups 3.1 New feature Site Collection Object Queue Processing Site Collection Object Queue Processing provides a scale-out architecture for object queue processing in Active site collections by allocating a timer job per Active site queue Deployment User Impacts Configurations required by System Administrator Each Active Site collection now has its own RecordPoint Active Queue Timer job. In an upgrade scenario, following execution of the UpgradeRecordPoint.bat script the System Administrator should verify that a Timer Job has been created for each site collection in which RecordPoint is deployed. Settings to be reviewed by Records Administrator N/A Additional Notes The scale out of Queue Timer Jobs allocates a single SharePoint Timer Job to each site collection in the Active site. Each timer job is responsible for just one site collection. The benefits of this are: Increased performance and throughput. The System Administrator can confirm that this is the case by visiting the Job Definitions page in SharePoint Central Administration, on the Monitoring page, in the Timer Jobs section. Administrators with a large number of site collections should test that their current infrastructure meets or exceeds the requirements in the section System Requirements, including Recommendations for Sites with Large Numbers of Site Collections. Execute each job on any machine in the farm. Customers can manually schedule different sites to run less frequently or even stop sites as desired. The memory and thread scheduling of jobs is managed by the SharePoint Timer Service in the farm Each job execution is isolated from others, thus reducing processing failures across sites. This feature is enabled by default. Page 7

8 3.1.2 Recommendations for Sites with a Large Number of Site Collections The table below only serves as a guide. We always recommend following best deployment practice and testing a required configuration prior to production deployment. Recommendations for Sites with Large Numbers of Site Collections. Number of Site Collections Recommended Number of Application Servers < Page 8

9 3.2 New feature High Priority Processing for Queues High Priority Processing (HPP) enables administrative targeting of specific RecordPoint queues for priority processing. Once enabled the targeted queue is processed in parallel, significantly lowering processing time for that queue Deployment User Impacts Configurations required by System Administrator This administrative option enables queue targeting for increased throughput for that queue on demand. In the active site this setting is available in Site Settings, RecordPoint General Settings. In the RecordPoint site the Queue Management page will show which queue is currently high priority. For Connectors, in the RecordPoint site this setting is found under Management, Settings, Manage Connectors. Settings to be reviewed by Records Administrator As per the configurations required by System Administrator. Additional Notes Only one queue may be high priority at any one time. This feature is not enabled by default. 3.3 New feature Removal of Stubs for Disposed Records Removal of stubs for disposed records enables scheduled removal of stubs for records that have been disposed Deployment User Impacts Configurations required by System Administrator N/A Settings to be reviewed by Records Administrator If removal of stubs is required they should review the setting that is available in each Active site called Enable Removal of Stubs on Disposal. Additional Notes This setting is retrospective and will remove all stubs in the Active Site for records that are disposed. Page 9

10 3.4 New feature Aggregation Holds This release provides support for aggregation holds Deployment User Impacts Configurations required by System Administrator Settings to be reviewed by Records Administrator Additional Notes N/A N/A Aggregation holds prevent the addition of new items and the editing of existing items. 3.5 New feature RecordPoint.Active.SystemMonitor The RecordPoint System Monitor Active enables system tasks in the Active site to be executed asynchronously from record processing, delivering a performance improvement Deployment User Impacts Configurations required by System Administrator For RecordPoint on premise operating in multi-tenant mode only: Add the following Feature Definitions to the relevant site subscription feature packs: RecordPoint.Active.System Monitor Settings to be reviewed by Records Administrator N/A Additional Notes The RecordPoint System Monitor Active is designed to improve performance by decoupling system wide tasks that can be carried out asynchronously for the Active site, performing actions such as deletion of items in the queue. The RecordPoint System Monitor Active Timer Job executes every minute and deletes all items in the Queue with a Status of Delete. This feature is enabled by default. 3.6 New feature RecordPoint.SystemMonitor The RecordPoint System Monitor has been designed to execute specified system tasks on a periodic basis. Each asynchronous task executed runs independently of records processing, improving performance Deployment User Impacts Configurations required by System Administrator Settings to be reviewed by Records Administrator Additional Notes Page 10

11 For RecordPoint on premise operating in multi-tenant mode only: Add the following Feature Definitions to the relevant site subscription feature packs: N/A The RecordPoint System Monitor performs tasks such as on-demand expansion of available storage. This feature is enabled by default. RecordPoint.SystemMonitor Page 11

12 4 Resolved in Release Release for SharePoint 2013 This release includes all bugs resolved and new features since RecordPoint for SharePoint Cumulative Update 1 ( ). 4.1 RecordPoint Site Below are the current issues resolved in this release: a) Fixed issue where Record Counts on Dashboard were incorrect after Full Search Crawl is completed. b) Address throughput related issue for Records365 import. c) Addressed issue where permissions are not updated on binaries when SubmitFinalizedArchive workflow is used. d) Fixed issue where with many active sites the RecordPoint deployment and configuration page was slow to load. e) Fixed potential timeout issue with approval file for disposal. f) Fixed issue where the update permissions operation takes a long time and does not return success message. 4.2 Active Site Below are the current issues resolved in this release: a) Addressed issue where Record was incorrectly finalised when submitted by SubmitArchive workflow. b) In some certain configurations, Users cannot restore finalised record from the Finalised aspx page on non-root Active Site Collections. Workaround to use Restore from the Context Menu, or Restore from RecordPoint c) Addressed an issue with Records365 where under certain scenarios when using Record ID write back, other, non-related metadata was modified. d) Fixed issue where users were unable to restore a record in a site collection that existed on a managed path. e) Hardened input fields against potential XSS issues in an authenticated user scenario. f) Fixed an issue with the synchronisation of the non-electronic file list and many active sites which delayed the commencement of queue processing. g) Enable the submission of a record on deletion of active site content in Records365. Page 12

13 5 Known Issues System Invalid Operation Exception when add new rule with existing name The Non Electronic disposal confirmation does not display for File Parts contained in an Electronic File (Hybrid) Extra slash in link displayed in alerts and system messages Deleted unclassified records are still shown in the Unclassified Records list and cannot be removed Record Classification is truncated in Record Summary Multiple-choice columns value cleared when editing the item Disposal approval fails for archived record Manage File ribbon button greyed out on non-root Active site Record Status does not update to On Hold while in Disposal Batch Page 13