Update Custodians for an Export Stream

Selected Export Stream > right-click > Update Custodians

Requires Exports - Add/Edit Permissions

A user with permissions can update the Custodian assignments for a given Export Stream.

An Export Stream provides a snapshot of the Custodian assignments for its documents at the time the Export Stream was processed. If you subsequently change the Custodian assignment for documents that are part of your Export Stream, you can use the Update Custodians operation to propagate the changes to the Export Stream. (A given document can only be assigned to one Custodian, so saving a document to a Custodian will change the Custodian assignment.)

Note: After performing this operation, generate a new Export load file to verify the updated information. When examining the new Export load file, note that the DuplicateCustodian and DuplicateCustodianOther fields will be updated to remove any outdated Custodians.

The Update Custodians operation works as follows:

  • If the Deduplication Scope in the Project Analytic Settings is set to Global (the default), the operation will update the Custodian information based on the Custodian assignment changes made to documents in the Export Stream.
  • If the Deduplication Scope in the Project Analytic Settings is set to Custodial, the operation will recalculate the duplicate groups and produce documents if necessary. The Export Stream's setting for Duplicates Processing will determine how the documents are produced:
    • For an Export Stream using the setting Remove Duplicates from Export, any newly produced documents will be updated in the original Export Volumes.
    • For an Export Stream using the setting Remove Duplicates from Export and Load File, any newly produced documents will be part of a new Export Volume.

Note: You can include the Analytic Metadata field custodian_view in the Export Fields of your Project Export template if you want to track the assigned Custodian view value in effect for the document at the time the Export load file was produced. If necessary, you can generate a new load file with the field.

To get information about the updated Custodian information, you can use the generated Work Basket task for the Update Custodians operation. Select this task, then right-click and select Download to download an Update Custodians Report in a text file called updateCustodianReport.txt. The report contains the following information:

  • The Volume information (for example, Volume VOL0001).
  • The Custodian Updates: <count of updated documents>
  • Duplicates converted to Non-Duplicates: <value> (parents) / <value> (attachments)
  • Non-Duplicates converted to Duplicates:<value> (parents) / <value> (attachments)
  • Duplicates moved: <value> (parents) / <value> (attachments)