Using automated management on lists or libraries that use exposure

Consider the scenario where you have a list or library that you want to expose a collection of HP TRIM records to.  In this example, we will consider exposing  to a document library a container (C1) that contains two records (R1 and R2). 

These two exposed records appear as managed list items (MLIs) in the library (Document 1 and Document 2).  An MLI that results from exposure, is exactly the same as an MLI that results from managing a list item.  There is no difference. 

If a lifetime management policy (LMP) is applied to the document library it applies to all items in the library.  Let’s consider the immediate management LMP (using the individual application model) is applied to the library.

The LMP will apply to document 1 and 2, however, it will find that the documents are already managed and will therefore take no action.

Prior to version 7.2, there was an issue that meant that this behaviour did not work correctly and could result in duplicate records in HP TRIM (CR40657).  This was rectified in version 7.2.

If a new document is subsequently added to the document library, initially, it is not managed i.e. it is not an MLI, it is just a list item.

The LMP applies to this document and manages it, making it an MLI

However….

There is a major assumption in this example.  The assumption is that when document 3 is managed, it is placed into the container C1 in HP TRIM.  This may not be the case.  If the content container configured in the RMOs for the document library is actually container C2, then R3 would actually be in C2.

Where this becomes an issue is the next time exposure recalculation occurs.  This is a process that occurs on a daily basis, or whenever the exposure settings are saved for  a list.  Exposure recalculation ensures that the records exposed in the list are correct.  This handles if any new records have been created or any existing records moved or deleted.

In this situation, when exposure recalculation occurred, document 3 would be removed from the library.  This is because currently, the exposure settings for the library are configured to expose only C1.  As R3 does not exist in C1, exposure recalculation determines that it should not be exposed and removes it from the library. 

This may not be the behaviour you are looking for.  In order to ensure that any newly managed list items continue to appear in the document library, it is important to indicate this in the exposure settings for the library.  On the exposure settings page is a check box “Show records from the parent container”.

In this example, the parent container is C2.  Ticking this check box indicates that the contents of C2 should also be exposed.  Note that this is exactly the same as adding in container C2 to the collection of “Other containers” to expose, it is just a simpler way of doing this and also automatically accounts for if the container used by the library is changed in future.

By checking this check box, the example we are looking at results in:

Exposure and LMPs can co-exist, but it is important to understand what is happening so that you can understand the expected behaviour.