Upgrading

To upgrade Records Management you need to make sure you're running the correct version of Alfresco Content Services.

Check the Supported Platforms [1] and the Alfresco Content Services upgrade paths [2].

Note: If upgrading directly from Alfresco Records Management 2.3.2 ensure you have created an 'rm' site first before upgrading. If you don't do this an occur will occur.

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

Ensure that your current Records Management production environment is running an Alfresco version that is supported for upgrading.
Download Alfresco Content Services 5.2.2 and the Records Management AMP zip from the Support Portal [3].
Upgrade to Alfresco Content Services 5.2.2.
For more information about upgrading Alfresco Content Services, see Upgrading Alfresco [4].

You can start the Alfresco server at this point to verify that the upgrade was successful.
Apply the Alfresco Records Management to the upgraded Alfresco Content Services installation.
Follow the instructions in Applying the Records Management AMP files [5].

Note: If you have easy access records (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 [6] 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.
Restart the Alfresco Content Services server, if it is already running.
Log in to Alfresco Share to view the Records Management data.

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

When you upgrade from a previous version of Records Management to the Alfresco Records Management install, any existing Records Management data is preserved (it is 'patched' in the same way as updated data in the server). The File Plan 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. 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 webscript 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 webscript.

There are four paramaters available for the webscript.

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 webscript.

Paste or type http://<server name>:<server port>/alfresco/s/api/rm/rm-dynamicauthorities into your browser.
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
Press Enter to run the webscript. 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.

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.