Types of refile

There are two types of refile operations:

  • Metadata: Affects only the metadata fields eligible for refile. During a metadata refile, these custom fields are aligned with the parent container. Refiling metadata ensures that users can easily retrieve content through searches.

    NOTE:

    Except class and subclass, all the metadata fields are copied from the workspace. Class and subclass are copied from the immediate parent folder.

  • Security: Affects the default security and the list of users/groups with permissions to access the item. During a security refile, the security of an the item is aligned with the parent container. Refiling security ensures that only the authorized teams or users can view and access the item. Security is refiled for items in the folders that inherit security.

Each refile type is an independent event and only affects that one type. For example, a security refile only affects security related fields and never modifies metadata. The events are enabled separately.

NOTE:

  • During a refile operation, documents that are currently locked (due to being checked out) cannot be processed will not have the latest security and metadata properties applied, even after being checked in. If further metadata or security updates are made to the parent workspace or folder, this will trigger another refile operation, at which point the document will be updated.

  • Declared record documents are processed for security, but not metadata. See Restricted and Secured Documents for more details.

  • Share folders and shortcuts are not processed.