What is Data Library Rollover?

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A Data Library is a repository where additional information about entities, whether it be Bank Details, a Company's Articles of Association or Powers of Attorney, can be recorded. Digital or scanned documents can also be attached to these records.

Certain information contained in a Data Library is considered as valid for a specific time. For example, an employee contract may only be valid for one year after which, the contract may be renewed for a further year. If an organisation manually undertakes this process for a number of contracts on an annual basis, Data Library Rollover can be used to automate the process.

Data Library Rollover will take a selected current Data Library and create a copy with new dates populating the required fields. The Data Library will be rolled over.

How does a Rollover work?

A Data Library Rollover can advance (or carry over) an entire Data Library by a determined time period to a specified date.

• Specific information contained in date and non-date fields, such as the Reminder Date and the Assigned to detail, can be retained in the new record. This removes the need to manually update the record.
• Date parameters can be established to advance dates in original the Data Library by Days, Months, Quarters, or Years.
• The Status of Data Library records can also be selected, to act as a parameter that determines which records are carried over.
• Once the new Data Library record is created, the previous record is updated with a flag to indicate that it has been rolled over. This flag ensures that the record cannot be rolled over a second time.

Configure Data Library Rollover

To begin using Data Library Rollover, it is necessary to first configure the feature for use.

To access the settings:

• Navigate to: System Tools > Data Library > Data Library Types.
• Locate the required Type and select the Open (Folder) icon adjacent to it, or on its Quick Reference). For this example, we'll select the Contract Type.

The Type screen for the selected Data Library displays.

• Select the Open icon (or Quick Reference) of the selected Data Library Type listed at the top of the screen (i.e. CONTRACT).

The Data Library Types wizard opens.

• Select the Rollover tab.

The Rollover screen displays.

Rollover Options

Different parameters can be set for each Data Library Type on the Rollover screen. Once set, the designated parameter will specify which Data Libraries will automatically rollover at future points.

The Number of Periods, Record Status to Rollover, Set Status of New Records, and Options sections will be enabled once a Date Increment has been selected from the Increment Dates By dropdown menu.

Date Increments

The Increment Dates By parameter determines the time interval a rollover will move a Data Library record forward by. Options available for selection are: Days (D), Months (M), Quarters (Q), or Years (A).

Number of Periods

Once a Date Increment has been selected, the number of times that the increment should occur should be entered into the Number of Periods field.

For example, entering 4 into the field will advance the selected Data Library by 4 months.

When the designated employee contract is due to rollover, existing dates within the Data Library (for example, Will Terminate date) will automatically update to a set date four months in the future, every four months.

Status

The Record Status to Rollover parameter is optional and need not be defined in order for a rollover to take place. The options available for selection refer to different event statuses. Selecting a status from the dropdown menu will cause all defined Data Library records with matching status fields, to rollover.

A status can be defined for new Data Library records with the Set Status of New Records parameter. Selecting a status from this dropdown menu will cause all newly created defined Data Library records with matching status fields, to rollover.

If no status is selected from the dropdown menus, all of the records within the library will be rolled over, regardless of their current status.

When an item is rolled over, the status for the new record will be updated from the previous record based on the statuses selected.

Options

Copy Assigned To

The Assigned To fields across records in a Data Library may be populated with different individuals for different records. It is possible to rollover the Assigned To detail to the new record.

If the option is not selected, the Assigned To field on rolled over records will be blank.

Copy Connected Records

Connected Records are the records of entities in the application that have been linked in order to indicate that they are related. When a Data Library has a Connected Entity record, it is possible to roll the Connected Record over with the Data Library.

In the Options section, when the Copy Connected Records option is checked, the Data Library/Libraries of entities connected to the Data Library in question will also be rolled over to the designated time period

Rollover Reminder Date

Records within a Data Library can have a Reminder Date assigned to them. The Reminder Date reminds users that information is awaiting review in the Data Library.

Selecting the Rollover Reminder Date option will cause the Reminder Date to be rolled over by the designated increment selected from the Increment Dates By dropdown menu.

Rollover Record Date

The Record Date refers to the date that the record was generated. This is a system generated date. If choosing to rollover the Record Date, the date will be rolled by the designated increments. (see Date Increments)

Selecting the Rollover Record Date option will cause the Record Date to be rolled over by the designated increment selected from the Increment Dates By dropdown menu.

Rollover All Child Records

A Child Data Library record is a Data Library that has been connected to another (Parent) Data Library. In the Options section, when the Rollover All Child Records option is checked, any Child Data Libraries connected to the Data Library in question will be rolled over to the designated time period.