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Alfresco Governance Services

Upgrade Governance Services

To upgrade Governance Services you need to make sure you’re running the correct version of Alfresco Content Services.

Check the Supported Platforms and the Alfresco Content Services upgrade paths.

When your Alfresco Content Services installation is upgraded, you can apply the new AMP files for Governance Services.

  1. Ensure your current production environment is running a version that is supported for upgrading.

  2. Download Alfresco Content Services 23.x and the compatible Governance Services Distribution ZIP from Hyland Community.

  3. Upgrade to Alfresco Content Services.

    For more information about upgrading Alfresco Content Services, see Upgrading Alfresco.

    You can start the server at this point to verify that the upgrade was successful.

  4. Apply the Governance Services to the upgraded Alfresco Content Services installation.

    Follow the instructions in Install using the distribution ZIP.

    Note: If you have

    easy access records
    Records that are created from a file that's in another site, rather than being uploaded directly to the Records Management site. The originating file can still be found and accessed in it’s original location after it has been declared a record and is in the File Plan.
    (previously know as in-place records) that are pre-2.3.0.8 versions of Records Management, then you also need to run a webscript so that easy access records created in pre-2.3.0.8 sites are shown in the search results of users without Records Management permissions.

  5. Restart the Alfresco Content Services server, if it is already running.

  6. Login to Alfresco Share to view the Records Management data.

Your existing Records Management data is migrated to Alfresco Content Services.

Any existing Records Management data is preserved when you upgrade from a previous version of Records Management
(it is ‘patched’ in the same way as updated data in the server). The

File Plan
The File Plan is a container for records, folders, categories and retention schedules. It's effectively a virtual filing cabinet for storing records, and is the basic structure of Records Management. This structure lets you classify and group records with similar characteristics. The top level of the File Plan is created when you create a Records Management site.
structures will appear as they did in 1.0 and the previous Records Management site is migrated. Therefore, you do not need to create the Records Management site again.

From Records Management 2.0 onwards you cannot create a record series; instead you create a record category with no

retention schedule
A schedule of actions, events, and rules that determines how records are managed throughout their lifecycle. The actions that can happen in a retention schedule are the following. Retain – for a period or until an event, Cutoff – retention schedule triggered, Transfer – move to another location/system, Accession - record moved to another authority, Destroy - removed from the system
. The record series is retained as a deprecated model construct to be used when migrating existing record series from a 1.0 installation. This means that any previously created record series will appear and behave as record categories in 2.2, but will be of the deprecated type record series (directly extended from record category). If any custom data was defined for record series in 1.0, this will still appear in the Records Management site, but only for the migrated record series.

Note also that any pre-configured saved searches from your previous version are not available after an upgrade.

Upgrading easy access records from pre-2.3.0.8 versions

If you upgrade from a pre-2.3.0.8 version of Records Management, then an additional web script needs to be run so that easy access records (previously known as in-place records) created in pre-2.3.0.8 sites are shown in the search results of users without Records Management permissions.

It can be run as a one-off operation to convert all existing records or, for better performance on larger repositories, it can also be run on a user-defined number of records.

Note: Easy access records created on Records Management 2.3.0.8 and later are shown without running the web script.

There are four parameters available for the web script.

  • batchsize (mandatory) - the batch size to process records in. So, for example, if you enter batchsize=100, then records will be processed in consecutive batches of 100.
  • maxProcessedRecords (optional) - the maximum number of records to be processed. If unspecified, this value defaults to that of the batchsize. If set to 0, all records are processed.
  • export (optional) - true or false (the default is false). If true is selected then a list of processed records is exported in csv format. The list shows the file name and file node reference.
  • parentNodeRef (optional) - process records in a specified folder and its sub-folders. See step 3 for how to get the parentNodeRef node reference.

You need Alfresco Administrator permissions to run the web script.

  1. Paste or type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities into your browser.

  2. Append your required parameters, for example:

    • To process 50 records in one batch of 50 type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities?batchsize=50
    • To process 100 records in two batches of 50 type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities?batchsize=50&maxProcessedRecords=100
    • To process all pre-2.3.0.8 records in batches of 100 type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities?batchsize=100&maxProcessedRecords=0
    • To process 10 records in one batch of 10 with csv output type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities?batchsize=10&maxProcessedRecords=10&export=true

  3. Press Enter to run the web script. You may be prompted for your system username and password.

    Note: If you enter a large batch number then your browser may time out. The process will continue running in the background and details will be recorded in the server logs. As such, it’s recommended that you set a maxProcessedRecords or use parentNodeRef to process a folder at a time.

    Tip: To get the parentNodeRef for a folder go to its parent folder, then hover over the folder and select View Details. The node ref will be shown in the browser address.

    Finding a node ref

  4. Results and/or errors are reported as a JSON-formatted string, or a CSV file if you use the export parameter. Processed records are shown in the alfresco.log as below:

     2016-09-16 13:46:44,409 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing – BEGIN
 [ output cut ]
 2016-09-16 13:46:47,131 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing record file149 (2016-1474021730514).txt - BEGIN
 2016-09-16 13:46:47,150 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing record file149 (2016-1474021730514).txt - END
 2016-09-16 13:46:47,152 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing record file150 (2016-1474021731516).txt - BEGIN
 2016-09-16 13:46:47,174 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing record file150 (2016-1474021731516).txt - END
 2016-09-16 13:46:47,238 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processing - END
 2016-09-16 13:46:47,238 INFO  [org.alfresco.repo.web.scripts.roles.DynamicAuthoritiesGet] [http-apr-8080-exec-6] Processed first 100 records.

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