You can send email notifications to one or more reviewers responsible for reviewing records to be destroyed. You can use the Reviewer Email Notifications option on the Disposition Review Settings page to manage notifications. Before setting reviewer email notifications, you have to set a reviewer. Refer to the following sections for more information:

Setting up a reviewer or multiple reviewers

Before setting up email notifications to be sent to reviewers, you have to map an iManage Work property to the property type: Approver using the Add Property Mapping option that's available in Settings > Metadata Mapping. This will set the approver at either the workspace or folder level.

To set multiple reviewers, you have to map multiple iManage Work properties to a Property type: Approver, using the Add Property Mapping option that's available in Settings > Metadata Mapping.

You can set the following iManage Work properties to the property type: Approver:

• Owner

• Any custom field as appropriate

For more information about how to map an iManage Work property, refer to Mapping work property with records manager property.

Setting Reviewer Email Notifications

There are two types of emails, Monthly Digest Notification and Reminder Notification are sent before the disposition event and can be configured to be sent in Settings > Disposition Review Settings > Reviewer Email Notifications. These emails can be configured to send no emails to multiple emails based on requirements.

• Monthly Digest Notification:

  • For exact date destruction: The monthly digest notification bundles a collection of records due for destruction in that month into a single email sent on the first of every month, with the lead time based on the Lead Time drop-down.

    For example, if the current month is January and the lead time mentioned is 6, then the digest email that is sent on January 1, includes all the records eligible for destruction in June.
    The default value for lead time for monthly digest notifications is 1 month and the maximum value is 12 months.

  • For end-of-month destruction: Similar to exact date destruction, the monthly digest notification bundles a collection of records due to destruction on end-of-date into a single email sent to the first of every month, with the lead time based on the Lead Time drop-down.
    The default value for lead time for monthly digest notifications is 1 month and the maximum value is 12 months.

• Reminder Notification:

  • For exact date destruction: When records are scheduled to be destroyed on the exact date, a reminder email is sent for each record according to the time specified.

    If there are several items scheduled for destruction on the same day, the reminders are bundled into a single notification.

    For example, if the records are to be destroyed on an exact date or end of the month, and the lead time is set to 2, then an email is sent either 2 days before the exact date or two days before the end of the month.

    The default value for lead time for reminder notifications is 2 days and the maximum value is 28 days.

  • For end-of-month destruction: When records are scheduled to be destroyed at the end of the month, only one reminder email will be sent per month for those items, according to the lead time specified below.

    The default value for lead time for monthly digest notifications is 2 days and the maximum value is 28 days.

Email notifications content

The content of the email sent to the reviewers is based on the status of the record (that is Pre-approved or Pending approval) and the option in iManage Disposition Manager.

Monthly digest for exact date destruction notifications (sent on the first of every month) when the records are pre-approved

Email reminder for exact date destruction notifications when records are pre-approved

Monthly digest for end-of-month destruction notifications (sent on the first of every month) when the records are pre-approved

Email reminder for end-of-month destruction notifications when the records are pre-approved

Monthly digest for exact date destruction notifications (sent on first of every month) when the records aren't pre-aprroved

Email reminder for exact date destruction notifications when records aren’t pre-approved

Monthly digest for end-of-month destruction notifications (sent on the first of every month) when the records aren’t pre-approved

Email reminder for end-of-month destruction notifications when the records aren’t pre-approved